Washington State Archives September 2010 Presented by: Russell Wood State Records Manager Basics of Records Retention Washington State Archives Documenting Democracy

Overview Basic Records Retention Requirements Records Retention Schedules Putting it into Practice Washington State Archives Documenting Democracy

Basic Records Retention Requirements Washington State Archives Documenting Democracy

What is a Public Record? For the purposes of retention and destruction, two criteria: 1.Regardless of format; 2.Made or received in connection with the transaction of public business (RCW 40.14). For public disclosure, refer to RCW Washington State Archives Documenting Democracy

What needs to be kept? No public records shall be destroyed until approved for destruction by the Local Records Committee. (RCW ) Washington State Archives Documenting Democracy

Who is the Local Records Committee? Established under RCW Comprised of: 1.State Auditor representative 2.Attorney General representative 3.State Archivist Washington State Archives Documenting Democracy

Approval for Destruction Local Records Committee grants approval in the form of records retention schedules. Records retention schedules describe: –Type of records approved for destruction; –Minimum period for which they need to be retained; and –Which records also have archival value. Washington State Archives Documenting Democracy

What are Archival Records? Records determined by the State Archivist as having permanent and enduring historical and/or legal value. Typically only 2-5% of records have archival value. Listed on Records Retention Schedules. Washington State Archives Documenting Democracy

What do Local Agencies do with Archival Records? Archival records must not be destroyed. Local Agencies must either: a)Keep the records themselves indefinitely; OR b)Transfer the records to Washington State Archives (at no cost). Washington State Archives Documenting Democracy

What about Non-Archival Records? 1.Retain for the minimum retention; THEN 2.Destroy. Records subject to current public disclosure requests or litigation (current or reasonably anticipated) must not be destroyed. Washington State Archives Documenting Democracy

“Born Digital” Records Electronic records must be retained in electronic format … for the length of the designated retention period. Printing and retaining a hard copy is not a substitute for the electronic version. (WAC ) Washington State Archives Documenting Democracy

What is “Born Digital”? Regardless of how it was created: –If the transaction of public business occurs in paper then the paper record needs to be retained. –If the transaction of public business occurs electronically then the electronic record needs to be retained. Washington State Archives Documenting Democracy

What is “Born Digital”? Example #1: –Minutes are drafted using Microsoft Word and then printed. –Chair signs the printed minutes at the next meeting. –Transaction of public business occurs in paper so the signed paper minutes need to be retained. Washington State Archives Documenting Democracy

What is “Born Digital”? Example #2: –Agendas are drafted using Microsoft Word. –Agendas are distributed to Committee members via with the Word attachment. –Transaction of public business occurs electronically so the (and attachment) need to be retained. Washington State Archives Documenting Democracy

What is “Born Digital”? Example #3: –Confirmation of training attendance and medical reports are submitted in hardcopy to Probation Officer. –Information entered into database. –Transaction of public business occurs in paper so the submitted hardcopy records need to be retained. Washington State Archives Documenting Democracy

Why Printing Doesn’t Work 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. s) preserves the informational content but not the authenticity of the record. Washington State Archives Documenting Democracy

Digitized Records Conversion to an imaging system does not automatically authorize the destruction of the source documents for which images have been created. Requires “Destruction After Digitization (DAD)” approval. (WAC ) Washington State Archives Documenting Democracy

Records Retention Schedules Washington State Archives Documenting Democracy

Which Schedule do I Use? Local Government Agencies use both: 1)Local Government Common Records Retention Schedule (CORE); AND 2)Sector-specific records retention schedules. Washington State Archives Documenting Democracy

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Database

CORE and LGGRRS Schedules

Sector Schedules

Putting Retention Into Practice Washington State Archives Documenting Democracy

Get rid of what you don’t need Much of what crosses our desks and our screens has little to no retention value. Apply “Records with Minimal Retention Value” (GS50-02) to: –Secondary copies; –Preliminary drafts; and –Informational / transitory material. Washington State Archives Documenting Democracy

Organize to Destroy Up to 98% of records are non-archival. These records will need to be destroyed someday. It is more efficient (and therefore cheaper) to organize now rather than putting it off. Washington State Archives Documenting Democracy

Destroying Non-Archival Records Destroy non-archival records at end of their minimum retention period. Document destruction of public records: –Work with your Agency’s Records Manager –Sample Destruction Logs available at: Washington State Archives Documenting Democracy

Transfer Archival Records Is your agency achieving it’s mission by using resources to preserve and provide access to records indefinitely? Washington State Archives exists to do this on your behalf & save you money. Washington State Archives Documenting Democracy

Transfer Archival Records If it is archival and don’t need constant access, then consider transferring. Best care for records and still accessible. Develop a regular transfer cycle for ongoing archival records (such as minutes, ordinances, etc). Washington State Archives Documenting Democracy

In Summary… Agencies need to: 1.Retain all public records for at least the minimum retention period as listed on the approved Records Retention Schedule. 2.Destroy non-archival records at the end of their retention period. 3.Continue to retain, or transfer to Washington State Archives, all archival records. Washington State Archives Documenting Democracy

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