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Washington State Archives Washington State Archives: Documenting Democracy Public Records Management In Washington State The Basics Presented by: Michael.

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Presentation on theme: "Washington State Archives Washington State Archives: Documenting Democracy Public Records Management In Washington State The Basics Presented by: Michael."— Presentation transcript:

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2 Washington State Archives Washington State Archives: Documenting Democracy Public Records Management In Washington State The Basics Presented by: Michael S. Saunders Puget Sound Regional Archivist Phone: 425-564-3950 Fax: 425-564-3945 msaunder@bcc.ctc.edu

3 Washington State Archives Washington State Archives: Documenting Democracy Local Government General Records Retention Schedules http://www.sos.wa.gov/archives/RecordsManagement/records_local.aspx Focus on key concepts and terms

4 Washington State Archives Washington State Archives: Documenting Democracy Points of Emphasis Legal Requirements Records Disposition Authority

5 Washington State Archives Washington State Archives: Documenting Democracy Other Key Concepts: Documenting Records Destruction Identify Your Records Series Electronic Records Systems Essential Records Protection Disaster Preparedness Retaining Records on Alternate Media Public Disclosure Develop a Program State Archives Services and Support

6 Washington State Archives Washington State Archives: Documenting Democracy Key Concept: Legal Requirements RCW 40.14 - Public Records Act http://apps.leg.wa.gov/rcw/default.aspx?cite=40.14 http://apps.leg.wa.gov/rcw/default.aspx?cite=40.14 RCW 40.10 - Essential Records Protection http://apps.leg.wa.gov/rcw/default.aspx?cite=40.10 http://apps.leg.wa.gov/rcw/default.aspx?cite=40.10 RCW 40.16 - Illegal Destruction of Public Records http://apps.leg.wa.gov/rcw/default.aspx?cite=40.16 http://apps.leg.wa.gov/rcw/default.aspx?cite=40.16 RCW 40.20 - Admissibility of Records Reproductions http://apps.leg.wa.gov/rcw/default.aspx?cite=40.20 http://apps.leg.wa.gov/rcw/default.aspx?cite=40.20 RCW 42.56 - Public Disclosure http://apps.leg.wa.gov/rcw/default.aspx?cite=42.56 http://apps.leg.wa.gov/rcw/default.aspx?cite=42.56 RCW 36.22.175 - Services to Local Government http://apps.leg.wa.gov/rcw/default.aspx?cite=36.22.175 http://apps.leg.wa.gov/rcw/default.aspx?cite=36.22.175

7 Washington State Archives Washington State Archives: Documenting Democracy Records As Public Property RCW 40.14: The Public Records Act Government records are public property Officials / Employees pass records on to successors Agencies must account for the disposition of records Key Concept:

8 Washington State Archives Washington State Archives: Documenting Democracy Key Concept: Records Disposition Authority RCW 40.14.070: Local Records Committee Agencies must establish legal authority to dispose of records The Local Records Committee grants disposition authority Members: State Archives, State Auditor & Attorney General

9 Washington State Archives Washington State Archives: Documenting Democracy Key Terms: Records Retention Schedule General Records Retention Schedule Records Series Retention Period Disposition Authority Number

10 Washington State Archives Washington State Archives: Documenting Democracy Key Terms: Records Retention Values Administrative Legal Fiscal Historical/Archival

11 Washington State Archives Washington State Archives: Documenting Democracy Key Terms: Public Records Classification OPR - Official Public Record identifies records that are: Required to be filed as a result of a specific law or serve as Primary documentation of: AgreementsContractsBondsTransactions Claims filed by or against the agency Any other official action or commitment by the agency

12 Washington State Archives Washington State Archives: Documenting Democracy Key Terms: Public Records Classification OFM - Office Files and Memoranda identifies records that are: Correspondence Informational Reports Duplicate copies of Official Public Records (OPR) General Office Files Other records kept for purely administrative purposes

13 Washington State Archives Washington State Archives: Documenting Democracy Local Government Common Records Retention Schedule CORE

14 Washington State Archives Washington State Archives: Documenting Democracy 1.Agency Management 1.1 Administration (General) 1.2 Boards, Councils and Committees 1.3 Community Relations 1.4 Contracts / Agreements 1.5 Legal 1.6 Planning, Mission and Charter 1.7 Policies & Procedures 1.8 Risk Management / Insurance

15 Washington State Archives Washington State Archives: Documenting Democracy 2.Asset Management 2.1 Authorization 2.2 Design and Construction 2.3 Disposal 2.4 Electronic Information Systems 2.5 Environmental Management 2.6 Inventory 2.7 Leasing / Usage 2.8 Maintenance 2.9 Operations 2.10 Planning 2.11 Purchasing / Acquisitions 2.12 Security 2.13 Valuation

16 Washington State Archives Washington State Archives: Documenting Democracy 3. Financial Management 3.1 Accounting 3.2 Auditing 3.3 Authorization 3.4 Banking 3.5 Budgets 3.6 Grants 3.7 Taxes 3.8 Payroll

17 Washington State Archives Washington State Archives: Documenting Democracy 4. Human Resource Management 5.1 Benefits 5.2 Equity 5.3 Industrial Insurance 5.4 Labor Relations 5.5 Misconduct / Discipline / Grievances 5.6 Occupational Health and Safety 5.7 Performance Management 5.8 Personnel 5.9 Position Development / Staff Structure 5.10 Recruitment / Hiring 5.11 Staff Development / Training

18 Washington State Archives Washington State Archives: Documenting Democracy 5. Information Management 5.1 Forms and Publications 5.2 Library Services 5.3 Mail Services 5.4 Public Disclosure 5.5 Records Conversion 5.6 Records Management

19 Washington State Archives Washington State Archives: Documenting Democracy 6.1.1 Agency Information – Routine 6.1.2 Agency-Generated Forms & Publications - Copies 6.1.3 General Information – External 6.1.4 Secondary Copies 6.1.5 Transitory Records 6. Records With Minimal Retention Value

20 Washington State Archives: Documenting Democracy CORE Schedule Example

21 Washington State Archives Washington State Archives: Documenting Democracy CORE Schedule Example – New Format

22 Washington State Archives: Documenting Democracy LGGRRS

23 Washington State Archives: Documenting Democracy LGGRRS Example

24 Washington State Archives Washington State Archives: Documenting Democracy Finding what you need:

25 Washington State Archives Washington State Archives: Documenting Democracy http://www.sos.wa.gov/

26 Washington State Archives Washington State Archives: Documenting Democracy

27 Washington State Archives Washington State Archives: Documenting Democracy

28 Washington State Archives Washington State Archives: Documenting Democracy http://www.sos.wa.gov/archives/RecordsManagement/records_local.aspx

29 Washington State Archives Washington State Archives: Documenting Democracy http://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspx

30 Washington State Archives Washington State Archives: Documenting Democracy http://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspx

31 Washington State Archives Washington State Archives: Documenting Democracy http://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspx

32 Washington State Archives Washington State Archives: Documenting Democracy http://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspx

33 Washington State Archives Washington State Archives: Documenting Democracy Key Concept: Public Records Management Imaging Regional Archives Division of Archives and Records Management Services To Local Government Agencies Digital Archives

34 Washington State Archives Washington State Archives: Documenting Democracy Imaging Services Security Microfilm Inspection & Storage (Free of Charge) Source Document Scanning (Fee for Service) Source Document Microfilming (Fee for Service) Output of Digital Records Information to Microfilm ( Fee for Service) Microfilm Scanning ( Fee for Service) Direct Microfilm Duplication ( Fee for Service) For Further Information Contact:, Imaging Services Manager Baylen Limasa, Imaging Services Manager Washington State Archives PO Box 40238 Olympia, WA 98504-0238 Telephone – 360-236-5080 E-mail – baylen.limasa.@sos.wa.gov

35 Washington State Archives Washington State Archives: Documenting Democracy Regional Archives System Mission: Preserve archival records for public use and serve as the focal points for services to local government. Vision: Build a world class system to promote public records management and preserve historically valuable records for public research use.

36 Washington State Archives: Documenting Democracy Local Government Updates Listserv http://www.secstate.wa.gov/archives/RecordsManagement/records_local.aspx Click Here

37 Washington State Archives: Documenting Democracy and sign up…

38 Washington State Archives Washington State Archives: Documenting Democracy Eastern Washington Electronic Records Management Consultant / Ellensburg Scott Sackett scott.sackett@sos.wa.gov (509) 413-3296 Northwest Washington Electronic Records Management Consultant / Bellingham Megan Bezzo megan.bezzo@sos.wa.gov (360) 485-5822 Southwest Washington Electronic Records Management Consultant / Olympia Leslie Koziara leslie.koziara@sos.wa.gov (360)586-4893 Central Branch / Ellensburg Brigid Clift cliftb@cwu.edu (509) 963-2136 Eastern Branch / Cheney Jeff Creighton jeff.creighton@sos.wa.gov (509) 235-7500 Ext 104 Northwest Branch / Bellingham James Copher james.copher@sos.wa.gov (360) 650-7930 Puget Sound Branch / Bellevue Mike Saunders msaunder@bellevuecollege.edu (425) 564-3950 SW Branch / Olympia Erin Whitesel-Jones erin.whiteseljones@sos.wa.gov (360) 753-1684 Records Management Contacts

39 Washington State Archives Washington State Archives: Documenting Democracy Washington State Archives and Records Management: Partners in Preservation and Access www.secstate.wa.gov/archives/recordsmanagement Thank you!

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