1. Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision Washington State Archives Documenting Democracy

2. Overview Why Change? Simplifying the Structure What’s Changed How to Give Feedback Washington State Archives Documenting Democracy

3. Why Change? Washington State Archives Documenting Democracy

4. Our Aim Simpler Retention Schedules leads to Easier to use leads to Used more leads to Better managed public records leads to Better government Washington State Archives Documenting Democracy

5. Remember Retention Schedules are: –Not a list of records that must be created BUT –A list of permissions to destroy or transfer records that are created Washington State Archives Documenting Democracy

6. Simplifying the Structure Washington State Archives Documenting Democracy

7. Current Structure 22 Sections Not arranged alphabetically or logically Numbered (but with gaps) Easy to navigate but only if you know how Makes no sense to new or infrequent users Washington State Archives Documenting Democracy

8. New Structure Group existing 22 sections into 6 groups Existing sections then form the second level groups (arranged alphabetically) Easier to navigate Foundation to further simplify the schedule Washington State Archives Documenting Democracy

9. 6 Main Groups Based on managing: 1.Agency itself (Agency) 2.Things (Assets) 3.$$$ (Financial) 4.People (Human Resources) 5.Information (Information) 6.Records with minimal retention value Washington State Archives Documenting Democracy

10. Agency Management Community Relations (was Public Affairs) Contracts and Purchasing Records Executive Level Records General Office Operations (Non-Executive) Legal Files Legislative Relations Risk Management Training Washington State Archives Documenting Democracy

11. Asset Management Facilities Management Information Services Real Property Management Security Supply, Equipment & Vehicle Management Telecommunications Washington State Archives Documenting Democracy

12. Financial Management Audits, Investigations & Examinations Fiscal and Accounting Records Grants Management Washington State Archives Documenting Democracy

13. Human Resource Management Attendance & Leave Benefits Equity Industrial Insurance Labor Relations Misconduct / Discipline / Grievances Occupational Health & Safety Washington State Archives Documenting Democracy

14. Human Resource Management Payroll Performance Management Personnel Policies & Procedures Position Development / Staff Structure Recruitment / Hiring Staff Development Washington State Archives Documenting Democracy

15. Information Management Forms Management Library Services Mail Services Public Disclosure Publishing Records Conversion Records Management Washington State Archives Documenting Democracy

16. Records with Minimal Retention Value New name for Administrative Materials with No Retention Value (GS 50) Washington State Archives Documenting Democracy

17. What’s Changed Washington State Archives Documenting Democracy

18. Agency Management Community Relations (New Section) –Was part of Public Affairs and Public Disclosure (GS 05) Risk Management (New Section) –Was part of Safety, Security and Risk Management (GS 25) Washington State Archives Documenting Democracy

19. Community Relations Advertising & Promotion (New Series) Charity Fundraising (GS 09021) –Was Combined Fund Drive –Broadened to cover all charity fundraising –Moved here from General Office Operations (Non-Executive) Washington State Archives Documenting Democracy

20. Community Relations Newsletters & Bulletins (GS 05004) –Removed –Now covered by Publications Washington State Archives Documenting Democracy

21. Contracts & Purchasing Contracts & Agreements (GS 06008) –Consolidated 7 series into 1 Washington State Archives Documenting Democracy

22. Executive Level Records Calendars, Executive (GS 10008) –Removed note about printing out electronic records Correspondence, Official (GS 10007) –Expanded and clarified description Washington State Archives Documenting Democracy

23. Executive Level Records Reports, Annual and Biennial (GS 10010) –Removed –Now covered by Publications Washington State Archives Documenting Democracy

24. General Office Operations Combined Fund Drive (GS 09021) –Moved to Community Relations Correspondence – Program (New) –Not covered by a more specific series Washington State Archives Documenting Democracy

25. Risk Management Accidents/Incidents – No Claim Filed (New) –2 series (adults and minors) Disaster Preparedness & Recovery Plans (GS 14024) –Moved here from Information Services Washington State Archives Documenting Democracy

26. Asset Management Security (New Section) –Was part of Safety, Security and Risk Management (GS 25) Washington State Archives Documenting Democracy

27. Facilities Management Construction Documentation GA Projects (GS 21010) –Fixed Disposition Action Leases (GS 21004) –Removed –Now covered by Contracts & Agreements Washington State Archives Documenting Democracy

28. Information Services Data Extracts (GS14019) –Removed –Now covered by Secondary Records Disaster Preparedness & Recovery Plans (GS 14024) –Moved to Risk Management Washington State Archives Documenting Democracy

29. Financial Management Audits, Investigations & Examinations –External Audits (GS 04005) now Archival Fiscal & Accounting Records –Banking Records (GS 01013) updated note from “cancelled” to “redeemed (paid)” checks / warrants Washington State Archives Documenting Democracy

30. HR Management Misconduct / Discipline / Grievances –Grievances (GS 03003) fixed retention period from 7 years back to 6 years Recruitment / Hiring –Recruitment, Employee (GS 03012) fixed retention and disposition action wording Washington State Archives Documenting Democracy

31. Information Management Library Services (New Section) Public Disclosure (New Section) –Was part of Public Affairs and Public Disclosure (GS 05) Records Conversion (New Section) Washington State Archives Documenting Democracy

32. Forms Management Forms – Accountable (NEW) Updated descriptions Washington State Archives Documenting Democracy

33. Library Services All new series for: –Catalog –Circulation –Collection Control –Special Collections Washington State Archives Documenting Democracy

34. Mail Services Mail Delivery & Receipt (GS 13001) –Consolidated 8 series into 1 Washington State Archives Documenting Democracy

35. Public Disclosure Public Disclosure / Records Requests (GS 05001) –Improved description Washington State Archives Documenting Democracy

36. Publishing Online Content Management –Covers records documenting changes, NOT the content itself Publications –Consolidated 3 series into 1 –Changed transfer to Archives to “Upon Publication” Washington State Archives Documenting Democracy

37. Records Conversion New series for microfilming, scanning, and migrating electronic records Covers: –Conversion process (how it was done) –Source records after conversion No change to DAD process Washington State Archives Documenting Democracy

38. Records Management Consolidated 9 series into 4: –Destruction of Public Records –Records Control –Retention and Disposition Authorization –Transfer of Legal Custody Washington State Archives Documenting Democracy

39. Records with Minimal Retention Expanded into 5 series: –Agency Information – Routine –Agency-Generated Forms & Publications – Copies –General Information – External –Secondary (Duplicate) Copies –Transitory Records Washington State Archives Documenting Democracy

40. How to Give Feedback recordsmanagement@sos.wa.gov Washington State Archives Documenting Democracy

41. Timetable June SRC – Update to Committee July 15, 2011 – Feedback deadline Aug SRC – For Committee’s approval Washington State Archives Documenting Democracy

42. Washington State Archives: Partners in preservation and access Thank you! Washington State Archives Documenting Democracy