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Washington State ArchivesDocumenting Democracy
Washington State Archives:
Records Management
County Elections AdministratorsPresented by:
June 2009
Julie WoodsLocal Government Records Retention
Specialist
Scott SackettElectronic Records
Management Consultant
Washington State ArchivesDocumenting Democracy
Washington State Archives 1963
Preserves and provides public access to legal and historically valuable records from
government agencies.
Washington State Archives
Washington State ArchivesDocumenting Democracy
Washington State Archives
Total Cubic Feet of Documents
•Pages at Archives•Electronic Records at Digital
Archives•Microfilm Images in Vaults•Pages at Records Center
Records In Our Custody
650,361
404,230,000
80,667,000680,916,20
0721,672,50
0
March 2009
1.9 Billion!
Washington State ArchivesDocumenting Democracy
Washington State Archives: We’re here to help!
• Digital Archives
• Regional Branch Archives
• Imaging Services
• Records Management
Washington State ArchivesDocumenting Democracy
Records Management OfficeOlympia
Russell WoodState Records [email protected]
v(360) 586-4900
• Local Records Retention Schedules
• Records Management Advice• Classes / Training• Local Records Grant Program
Washington State ArchivesDocumenting Democracy
Preserve and protect public records
Compliance
Efficiency
History
Public disclosure requests
Audits
Good Records Management
Washington State ArchivesDocumenting Democracy
Poor Records Management
Washington State ArchivesDocumenting Democracy
“…the term "public records" shall include
any paper, correspondence, completed
form, bound record book, photograph,
film, sound recording, map drawing,
machine-readable material…or other
document, regardless of physical form or
characteristics…that have been made by
or received by any agency of the state of
Washington in connection with the
transaction of public business...”
Definition and Classification of Public Records
RCW 40.14.10
Washington State ArchivesDocumenting Democracy
What needs to be kept?RCW 40.14.070
No public records shall be destroyed until approved
for destruction by the Local Records Committee.
• For public disclosure, refer to RCW 42.56
• Legal holds
Washington State ArchivesDocumenting Democracy
Local Records CommitteeComprised of three members:
1.State Archivist2.Attorney General representative3.State Auditor representative
Grants records disposition authority to local government agencies in the form of Records Retention Schedules which describe:
•Type of records approved for destruction.•Minimum retention period for which they need to
be retained.•Which records have archival and/or essential
value.
Washington State ArchivesDocumenting Democracy
For the purposes of retention and destruction, two criteria:
1.Made or received in connection with the transaction of public business (RCW 40.14).
2.Regardless of format.
What needs to be kept?
Washington State ArchivesDocumenting Democracy
Electronic Records
1.All existing retention requirements (have always and continue to) apply to electronic records.
2.Electronic records need to be retained in electronic format.• Metadata associated with “born digital”
records establishes and preserves the authenticity of the record which is the evidence of the transaction it documents.
• Printing electronic records (e.g. emails) preserves the informational content but not the authenticity of the record.
WAC 434-662
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Common Records Retention Schedule (CORE)
Washington State ArchivesDocumenting Democracy
CORE
1.Agency Management
2.Asset Management
3.Financial Management
4.Human Resource Management
5. Information Management
Records common to all local government agencies.
Five function categories:
Washington State ArchivesDocumenting Democracy
Local Government General Records Retention Schedule
LGGRRS29
activities including
:
•Electric Utilities
•Land Use Planning, Permits and Appeals
•Public Works Engineering
Washington State ArchivesDocumenting Democracy
Sector Schedules1. County Assessors
2. County Auditors
3. County Clerks and Clerks of the Superior Court
4. County Treasurers
5. District and Municipal Courts
6. Health Departments and Districts
7. Law Enforcement
8. Public Hospital Districts
9. School Districts and Educational Service Districts
Washington State ArchivesDocumenting Democracy
Index to Archival/Permanent Records
Washington State ArchivesDocumenting Democracy
Archival RecordsWAC 434-663-240
Archival records are records that have permanent and/or historical value and are scheduled as archival.
• Constitution• Voter Registration• Birth Records
Washington State ArchivesDocumenting Democracy
Index to Essential Records
Washington State ArchivesDocumenting Democracy
Essential RecordsChapter 40.10 RCW
“In order to provide for the continuity and preservation of civil government…the state shall designate those public documents which are essential records…and needed in an emergency and for the reestablishment of normal operations after any such emergency.”
• Oaths of Office• Disaster Preparedness and Recovery Plans• Operating Manuals
Washington State ArchivesDocumenting Democracy
Index to Disposition Authority Numbers (DANs)
Washington State ArchivesDocumenting Democracy
Index to Subjects
Washington State ArchivesDocumenting Democracy
Glossary
Washington State ArchivesDocumenting Democracy
http://www.secstate.wa.gov/archives/RecordsManagement
Washington State ArchivesDocumenting Democracy
http://www.secstate.wa.gov/archives/RecordsManagement
Washington State ArchivesDocumenting Democracy
Database
Washington State ArchivesDocumenting Democracy
Database
Washington State ArchivesDocumenting Democracy
CORE
Washington State ArchivesDocumenting Democracy
County Auditors
Washington State ArchivesDocumenting Democracy
County Auditors
Washington State ArchivesDocumenting Democracy
Washington State ArchivesDocumenting Democracy
NEW Local Government Listserv
Washington State ArchivesDocumenting Democracy
Training, Classes, Workshops•Electronic Records Management – DOP
•Records and Information Management – DOP
•Electronic Imaging Systems (EIS)
•Public Disclosure
•Local Records Grant Program
•Essential Records/Emergency Preparedness
•Presentations and speeches to local, state and national organizations on all facets of records management
Washington State ArchivesDocumenting Democracy
Training, Classes, Workshops
Washington State ArchivesDocumenting Democracy
Local Government Listserv
Washington State ArchivesDocumenting Democracy
Records Management Office
Please e-mail questions about
your public records to:
Washington State ArchivesDocumenting Democracy
Washington State Archives: We’re here to help!
• Digital Archives
• Regional Branch Archives
• Imaging Services
• Records Management
Washington State ArchivesDocumenting Democracy
Mission:
Preserve
archival records
for public
use, and serve as the focal
points for
services to local
government.
Regional Branch Archives
Washington State ArchivesDocumenting Democracy
• Expedite access to State Archives programs and services.
• Appraise and transfer archival records for preservation and protection.
• Provide public research access to archival records.
• Promote efficient records management.
• Promote essential records protection.
• Provide public records management training and support.
Regional Branch Archives
Washington State ArchivesDocumenting Democracy
Central Branch (509) 963-2136 Brigid Clift [email protected]
Eastern Branch (509) 235-7500 Ext 104 Jeff Creighton [email protected]
Northwest Branch (360) 650-4911 Scott Roley [email protected]
Puget Sound Branch (425) 564-3950 Mike Saunders [email protected]
Olympia/SW Branch(360) 753-1684 Erin Whitesel-Jones
Branch Archives Contacts
Washington State ArchivesDocumenting Democracy
Local Records Grant Program
Imaging and preservation of archival and essential records
•having fiscal, legal or historical value;
•or which are essential to business operations.
Washington State ArchivesDocumenting Democracy
Local Records Grant Program
Guidelines, funding priorities, and application
materials available: July, 2009
www.secstate.wa.gov/archives/lrgp.aspxFor automatic notification, sign up on the
Listserv!
2009-2011 Grant Cycle
Washington State ArchivesDocumenting Democracy
Washington State Archives: We’re here to help!
• Digital Archives
• Regional Branch Archives
• Imaging Services
• Records Management
Washington State ArchivesDocumenting Democracy
Digital Archives, Cheney
2004 - First in the nation!
Washington State ArchivesDocumenting Democracy
www.digitalarchives.wa.gov
Washington State ArchivesDocumenting Democracy
Washington State Archives: We’re here to help!
• Digital Archives
• Regional Branch Archives
• Imaging Services
• Records Management
Washington State ArchivesDocumenting Democracy
Imaging Services• Security Microfilm Inspection & Storage
• Source Document Microfilming
• Output of Digital Records Information to Microfilm
• Microfilm Scanning
• Direct Microfilm Duplication
Boyd BarberImaging Services [email protected](360) 236-5080
Tumwater
Washington State ArchivesDocumenting Democracy
Washington State Archives: Partners in preservation and access
www.secstate.wa.gov/archives
Thank you, Elections Administrators!