Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.

Washington State Archives

May 2011

Presented by:

Russell Wood – State Records Manager

State Government General Records Retention Schedule

The Next Revision

Washington State Archives Documenting Democracy

Overview

• Why Change?

• Simplifying the Structure

• What’s Changed

• How to Give Feedback


Why

Change?


Our Aim

Simpler Retention Schedulesleads to

Easier to useleads to

Used more leads to

Better managed public recordsleads to

Better governmentWashington State Archives Documenting

Democracy

Remember

Retention Schedules are:

– Not a list of records that must be created

BUT

– A list of permissions to destroy or transfer records that are created


Simplifying the

Structure


Current Structure

• 22 Sections

• Not arranged alphabetically or logically

• Numbered (but with gaps)

• Easy to navigate but only if you know how

• Makes no sense to new or infrequent users


New Structure

• Group existing 22 sections into 6 groups

• Existing sections then form the second level groups (arranged alphabetically)

• Easier to navigate

• Foundation to further simplify the schedule


6 Main Groups

• Based on managing:1. Agency itself (Agency)

2. Things (Assets)

3. $$$ (Financial)

4. People (Human Resources)

5. Information (Information)

6. Records with minimal retention value


Agency Management

• Community Relations (was Public Affairs)• Contracts and Purchasing Records• Executive Level Records• General Office Operations (Non-Executive)• Legal Files• Legislative Relations• Risk Management• Training


Asset Management

• Facilities Management

• Information Services

• Real Property Management

• Security

• Supply, Equipment & Vehicle Management

• Telecommunications


Financial Management

• Audits, Investigations & Examinations

• Fiscal and Accounting Records

• Grants Management


Human Resource Management

• Attendance & Leave• Benefits• Equity• Industrial Insurance• Labor Relations• Misconduct / Discipline / Grievances• Occupational Health & Safety


Human Resource Management

• Payroll• Performance Management• Personnel• Policies & Procedures• Position Development / Staff Structure• Recruitment / Hiring• Staff Development


Information Management

• Forms Management

• Library Services

• Mail Services

• Public Disclosure

• Publishing

• Records Conversion

• Records Management


Records with Minimal Retention Value

• New name for Administrative Materials

with No Retention Value (GS 50)


What’s

Changed


Agency Management

• Community Relations (New Section)– Was part of Public Affairs and Public

Disclosure (GS 05)

• Risk Management (New Section)– Was part of Safety, Security and Risk

Management (GS 25)


Community Relations

• Advertising & Promotion (New Series)

• Charity Fundraising (GS 09021)– Was Combined Fund Drive– Broadened to cover all charity fundraising– Moved here from General Office Operations

(Non-Executive)


Community Relations

• Newsletters & Bulletins (GS 05004)– Removed– Now covered by Publications


Contracts & Purchasing

• Contracts & Agreements (GS 06008)– Consolidated 7 series into 1


Executive Level Records

• Calendars, Executive (GS 10008)– Removed note about printing out electronic

records

• Correspondence, Official (GS 10007)– Expanded and clarified description


Executive Level Records

• Reports, Annual and Biennial (GS 10010)– Removed– Now covered by Publications


General Office Operations

• Combined Fund Drive (GS 09021)– Moved to Community Relations

• Correspondence – Program (New)– Not covered by a more specific series


Risk Management

• Accidents/Incidents – No Claim Filed (New)– 2 series (adults and minors)

• Disaster Preparedness & Recovery Plans (GS 14024)– Moved here from Information Services


Asset Management

• Security (New Section)– Was part of Safety, Security and Risk

Management (GS 25)


Facilities Management

• Construction Documentation GA Projects (GS 21010)– Fixed Disposition Action

• Leases (GS 21004)– Removed– Now covered by Contracts & Agreements


Information Services

• Data Extracts (GS14019)– Removed– Now covered by Secondary Records

• Disaster Preparedness & Recovery Plans (GS 14024)– Moved to Risk Management


Financial Management

• Audits, Investigations & Examinations– External Audits (GS 04005) now Archival

• Fiscal & Accounting Records– Banking Records (GS 01013) updated note

from “cancelled” to “redeemed (paid)” checks / warrants


HR Management

• Misconduct / Discipline / Grievances– Grievances (GS 03003) fixed retention period

from 7 years back to 6 years

• Recruitment / Hiring– Recruitment, Employee (GS 03012) fixed

retention and disposition action wording


Information Management

• Library Services (New Section)

• Public Disclosure (New Section)– Was part of Public Affairs and Public

Disclosure (GS 05)

• Records Conversion (New Section)


Forms Management

• Forms – Accountable (NEW)

• Updated descriptions


Library Services

• All new series for:– Catalog– Circulation– Collection Control– Special Collections


Mail Services

• Mail Delivery & Receipt (GS 13001)– Consolidated 8 series into 1


Public Disclosure

• Public Disclosure / Records Requests (GS 05001)– Improved description


Publishing

• Online Content Management– Covers records documenting changes, NOT

the content itself

• Publications– Consolidated 3 series into 1– Changed transfer to Archives to “Upon

Publication”


Records Conversion

• New series for microfilming, scanning, and migrating electronic records

• Covers:– Conversion process (how it was done)– Source records after conversion

• No change to DAD process


Records Management

• Consolidated 9 series into 4:– Destruction of Public Records– Records Control– Retention and Disposition Authorization– Transfer of Legal Custody


Records with Minimal Retention

• Expanded into 5 series:– Agency Information – Routine– Agency-Generated Forms & Publications –

Copies– General Information – External– Secondary (Duplicate) Copies– Transitory Records


How to Give

Feedback

[email protected]


Timetable

• June SRC – Update to Committee

• July 15, 2011 – Feedback deadline

• Aug SRC – For Committee’s approval


Washington State Archives: Partners in preservation and access

Thank you!


Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.

Documents

list of records

transfer records

financial management

better managed public

information information

minimal retention value

structure whats

retention value gs