Washington State Archives Washington State Washington State Archives: Archives: Documenting Democracy Documenting Democracy Public Records Management Public Records Management In Washington State In Washington State The Basics The Basics Presented by: Presented by: Michael S. Saunders Michael S. Saunders Puget Sound Regional Archivist Puget Sound Regional Archivist Phone: 425-564-3950 Phone: 425-564-3950 Fax: 425-564-3945 Fax: 425-564-3945 [email protected][email protected]
38
Embed
Washington State Archives Washington State Archives: Documenting Democracy Public Records Management In Washington State The Basics Presented by: Michael.
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Public Records ManagementPublic Records Management
In Washington StateIn Washington State
The BasicsThe BasicsPresented by:Presented by:
Michael S. SaundersMichael S. SaundersPuget Sound Regional ArchivistPuget Sound Regional ArchivistPhone: 425-564-3950Phone: 425-564-3950Fax: 425-564-3945Fax: [email protected]@bcc.ctc.edu
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Local GovernmentLocal GovernmentGeneral Records Retention SchedulesGeneral Records Retention Schedules
RCW 40.14 - Public Records Act 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 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 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 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 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 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
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Records As Public PropertyRecords As Public Property RCW 40.14: The Public Records ActRCW 40.14: The Public Records Act
Government records are public propertyGovernment records are public property
Officials / Employees pass records on to successorsOfficials / Employees pass records on to successors
Agencies must account for the disposition of recordsAgencies must account for the disposition of records
Key Concept:Key Concept:
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Key Concept:Key Concept:Records Disposition AuthorityRecords Disposition Authority RCW 40.14.070:RCW 40.14.070: Local Records CommitteeLocal Records Committee Agencies must establish legal authority to dispose of recordsAgencies must establish legal authority to dispose of records
The Local Records Committee grants disposition authorityThe Local Records Committee grants disposition authority
Members: State Archives, State Auditor & Attorney GeneralMembers: State Archives, State Auditor & Attorney General
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Key Terms:Public Records Classification OPR - OPR - Official Public RecordOfficial Public Record identifies records that are: identifies records that are:
Required to be filed as a result of a specific lawRequired to be filed as a result of a specific lawor serve as Por serve as Primary documentation of: rimary documentation of:
Claims filed by or against the agencyClaims filed by or against the agency
Any other official action or commitment by the agencyAny other official action or commitment by the agency
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Key Terms:Key Terms:Public Records ClassificationPublic Records Classification OFM - OFM - Office Files and MemorandaOffice Files and Memoranda identifies records that are:identifies records that are:
CorrespondenceCorrespondence
Informational ReportsInformational Reports
Duplicate copies of Official Public Records (OPR)Duplicate copies of Official Public Records (OPR)
General Office FilesGeneral Office Files
Other records kept for purely administrative purposesOther records kept for purely administrative purposes
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Local Government Local Government CoCommon mmon ReRecords Retention Schedulecords Retention ScheduleCORECORE
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
1.1. Agency ManagementAgency Management1.1 Administration (General)1.1 Administration (General)1.2 Boards, Councils and Committees1.2 Boards, Councils and Committees1.3 Community Relations1.3 Community Relations1.4 Contracts / Agreements1.4 Contracts / Agreements1.5 Legal1.5 Legal1.6 Planning, Mission and Charter1.6 Planning, Mission and Charter1.7 Policies & Procedures1.7 Policies & Procedures1.8 Risk Management / Insurance1.8 Risk Management / Insurance
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
4. Human Resource Management4. Human Resource Management5.1 Benefits5.1 Benefits5.2 Equity5.2 Equity5.3 Industrial Insurance5.3 Industrial Insurance5.4 Labor Relations5.4 Labor Relations5.5 Misconduct / Discipline / Grievances5.5 Misconduct / Discipline / Grievances5.6 Occupational Health and Safety5.6 Occupational Health and Safety5.7 Performance Management5.7 Performance Management5.8 Personnel5.8 Personnel5.9 Position Development / Staff Structure5.9 Position Development / Staff Structure5.10 Recruitment / Hiring5.10 Recruitment / Hiring5.11 Staff Development / Training5.11 Staff Development / Training
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
5. Information Management5. Information Management5.1 Forms and Publications5.1 Forms and Publications5.2 Library Services5.2 Library Services5.3 Mail Services5.3 Mail Services5.4 Public Disclosure5.4 Public Disclosure5.5 Records Conversion5.5 Records Conversion5.6 Records Management5.6 Records Management
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
6.1.1 Agency Information – Routine6.1.1 Agency Information – Routine6.1.2 Agency-Generated Forms & Publications - Copies6.1.2 Agency-Generated Forms & Publications - Copies6.1.3 General Information – External6.1.3 General Information – External6.1.4 Secondary Copies6.1.4 Secondary Copies6.1.5 Transitory Records6.1.5 Transitory Records
6. Records With Minimal Retention Value
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
CORE Schedule ExampleCORE Schedule Example
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
CORE Schedule Example – New FormatCORE Schedule Example – New Format
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
LGGRRSLGGRRS
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
LGGRRS ExampleLGGRRS Example
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Finding what Finding what you need:you need:
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
http://www.sos.wa.gov/http://www.sos.wa.gov/
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Key Concept:Key Concept:
Public Records ManagementPublic Records ManagementImagingImagingRegional ArchivesRegional Archives
Division of Archives and Records ManagementDivision of Archives and Records Management
Services To Local Government AgenciesServices To Local Government Agencies
Digital ArchivesDigital Archives
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Imaging ServicesImaging ServicesSecurity Microfilm Inspection & Storage (Free of Charge)Security Microfilm Inspection & Storage (Free of Charge)
Source Document ScanningSource Document Scanning (Fee for Service)(Fee for Service)
Source Document MicrofilmingSource Document Microfilming (Fee for Service)(Fee for Service)
Output of Digital Records Information to MicrofilmOutput of Digital Records Information to Microfilm ( (Fee for Service)Fee for Service)
Microfilm Scanning Microfilm Scanning ((Fee for Service)Fee for Service)
Direct Microfilm Duplication Direct Microfilm Duplication ((Fee for Service)Fee for Service)
For Further Information Contact:For Further Information Contact:Baylen Limasa, Imaging Services Manager, Imaging Services ManagerWashington State ArchivesWashington State ArchivesPO Box 40238PO Box 40238Olympia, WA 98504-0238Olympia, WA 98504-0238Telephone – 360-236-5080Telephone – 360-236-5080E-mail – [email protected] – [email protected]
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Regional Archives SystemRegional Archives System
Mission:Mission: Preserve archival Preserve archival records for public use and serve records for public use and serve as the focal points for services to as the focal points for services to local governmentlocal government..
Vision:Vision: Build a world class system to promote Build a world class system to promote public records management and preserve public records management and preserve historically valuable records for public research use.historically valuable records for public research use.
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Local Government Updates ListservLocal Government Updates Listservhttp://www.secstate.wa.gov/archives/RecordsManagement/records_local.aspxhttp://www.secstate.wa.gov/archives/RecordsManagement/records_local.aspx
Click HereClick Here
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
and sign up…and sign up…
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Eastern Washington Electronic Records Management Consultant / EllensburgScott Sackett [email protected] (509) 413-3296
Northwest Washington Electronic Records Management Consultant / BellinghamMegan Bezzo [email protected] (360) 485-5822
Southwest Washington Electronic Records Management Consultant / OlympiaLeslie Koziara [email protected] (360)586-4893
Central Branch / Ellensburg Brigid Clift [email protected] (509) 963-2136
SW Branch / Olympia Erin Whitesel-Jones [email protected] (360) 753-1684
Records Management Contacts
Washington State Archives
Washington State Archives:Washington State Archives: Documenting DemocracyDocumenting Democracy
Washington State Archives and Records Management:Washington State Archives and Records Management: Partners in Preservation and AccessPartners in Preservation and Access