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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
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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
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Washington State Archives Washington State Archives: Documenting Democracy Points of Emphasis Legal Requirements Records Disposition Authority
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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
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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
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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:
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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
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Washington State Archives Washington State Archives: Documenting Democracy Key Terms: Records Retention Schedule General Records Retention Schedule Records Series Retention Period Disposition Authority Number
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Washington State Archives Washington State Archives: Documenting Democracy Key Terms: Records Retention Values Administrative Legal Fiscal Historical/Archival
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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
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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
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Washington State Archives Washington State Archives: Documenting Democracy Local Government Common Records Retention Schedule CORE
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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
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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
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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
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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
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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
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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
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Washington State Archives: Documenting Democracy CORE Schedule Example
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Washington State Archives Washington State Archives: Documenting Democracy CORE Schedule Example – New Format
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Washington State Archives: Documenting Democracy LGGRRS
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Washington State Archives: Documenting Democracy LGGRRS Example
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Washington State Archives Washington State Archives: Documenting Democracy Finding what you need:
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Washington State Archives Washington State Archives: Documenting Democracy http://www.sos.wa.gov/
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Washington State Archives Washington State Archives: Documenting Democracy
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Washington State Archives Washington State Archives: Documenting Democracy
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Washington State Archives Washington State Archives: Documenting Democracy http://www.sos.wa.gov/archives/RecordsManagement/records_local.aspx
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Washington State Archives Washington State Archives: Documenting Democracy http://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspx
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Washington State Archives Washington State Archives: Documenting Democracy http://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspx
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Washington State Archives Washington State Archives: Documenting Democracy http://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspx
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Washington State Archives Washington State Archives: Documenting Democracy http://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspx
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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
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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
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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.
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Washington State Archives: Documenting Democracy Local Government Updates Listserv http://www.secstate.wa.gov/archives/RecordsManagement/records_local.aspx Click Here
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Washington State Archives: Documenting Democracy and sign up…
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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
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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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