1. Washington State Archives Documenting Democracy Washington State Archives: Records Management for School Districts and ESDs Presented by: May 2010 Julie Woods Local Government Records Retention Specialist (360) 586-4902 julie.woods@sos.wa.gov

2. Washington State Archives Documenting Democracy Records Management Office Olympia Russell Wood State Records Manager russell.wood@sos.wa.gov Local Records Retention Schedules Records Management Advice Classes / Training Local Records Grant Program

3. Washington State Archives Documenting Democracy What records need to be kept? RCW 40.14.070 No public records shall be destroyed until approved for destruction by the Local Records Committee. What is a public record?

4. Washington State Archives Documenting Democracy What is a public record? RCW 40.14.010 “…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 …made by or received by any agency of the state of Washington in connection with the transaction of public business...” 1957

5. Washington State Archives Documenting Democracy What records need to be kept? RCW 40.14.070 No public records shall be destroyed until approved for destruction by the Local Records Committee. What is the Local Records Committee?

6. Washington State Archives Documenting Democracy Local Records Committee Comprised of three members: 1.State Archivist; 2.Attorney General representative; 3.State Auditor representative. Grants records disposition authority in the form of records retention schedules which describe specific actions local government agencies may legally take with their records once they are no longer needed for business purposes. 1957

7. Washington State Archives Documenting Democracy Records Retention Schedules WAC 434-630-040 Public records must be retained for the minimum retention period as specified in a current approved records retention schedule. Records retention schedules specify: 1.Types of records approved for destruction; 2.Which records have archival and/or essential value; 3.Minimum retention period for which they need to be retained.

8. Washington State Archives Documenting Democracy What needs to be kept? 1.All records; 2.Made or received in connection with the transaction of public business; 3.Regardless of format; 4.For the minimum retention period approved by the Local Records Committee.

9. Washington State Archives Documenting Democracy Other Considerations: Public Disclosure (refer to RCW 42.56). Legal holds.

10. Washington State Archives Documenting Democracy Records common to all local government agencies. Five function-based categories plus a section for records with minimal retention value. CORE Common Records Retention Schedule

11. Washington State Archives Documenting Democracy What changes to CORE were approved by the Local Records Committee on January 28, 2010?

12. Washington State Archives Documenting Democracy Agency Management: Correspondence series has been revised and divided. CORE 2.0

13. Washington State Archives Documenting Democracy Asset Management: Electronic Information Systems has been added. CORE 2.0

14. Washington State Archives Documenting Democracy 1.Forms and Publications 2.Library Services 3.Mail Services 4.Public Disclosure 5.Records Conversion 6.Records Management Information Management: Completely Revised. CORE 2.0

15. Washington State Archives Documenting Democracy Records with Minimal Retention Value: GS50-02 has been divided and enhanced. CORE 2.0

16. Washington State Archives Documenting Democracy Revision Guide CORE 2.0

17. Washington State Archives Documenting Democracy How to find current approved records retention schedules http://www.sos.wa.gov/archives/RecordsRetentionSchedules.aspx

18. Washington State Archives Documenting Democracy http://www.sos.wa.gov/archives/RecordsManagement

19. Washington State Archives Documenting Democracy http://www.secstate.wa.gov/archives/RecordsManagement

20. Washington State Archives Documenting Democracy http://www.sos.wa.gov/archives/RecordsManagement

21. Washington State Archives Documenting Democracy

22. Washington State Archives Documenting Democracy Sector Schedules

23. Washington State Archives Documenting Democracy Database

24. Washington State Archives Documenting Democracy Database

25. Washington State Archives Documenting Democracy Database

26. Washington State Archives Documenting Democracy Database

27. Washington State Archives Documenting Democracy How to access services and stay current

28. Washington State Archives Documenting Democracy Local Government Listserv

29. Washington State Archives Documenting Democracy Local Government Listserv X

30. Washington State Archives Documenting Democracy Training, Classes, Workshops Electronic Records Management Records and Information Management Destruction after Digitization(DAD) Approval Public Disclosure Local Records Grant Program Essential Records/Emergency Preparedness

31. Washington State Archives Documenting Democracy Local Government Listserv

32. Washington State Archives Documenting Democracy Training, Classes, Workshops

33. Washington State Archives Documenting Democracy Records Management Office Please e-mail questions about your public records to: recordsmanagement@sos.wa.gov

34. Washington State Archives Documenting Democracy Washington State Archives: Partners in preservation and access www.secstate.wa.gov/archives Thank you, School Districts and ESDs!