Records Management 101:
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1 Records Management 101: The Basics For School Districts and ESDs WASBO Conference Vancouver April, 2014 Julie Blecha Local Government Records Retention Specialist (360)
2 Overview of Today s Session What is a public record? Disposition authority Records Retention Schedules Electronic Records Resources
3 What is a Public Record? For the purposes of retention and destruction, two criteria: 1. Made or received in connection with the transaction of public business 2. Regardless of format For public disclosure, refer to chapter RCW
4 RCW Definition and classification of public records Public records shall include any paper, correspondence, completed form, bound record book, photograph, film, sound recording, map, drawing, machine-readable material. regardless of physical form or characteristics, and including such copies thereof, that have been made by or received by any agency of the state of Washington in connection with the transaction of public business
5 Who Creates Public Records? Elected officials All other public employees Contractors and volunteers Anyone who creates or receives records while working on behalf of a government agency, commission, board or committee
6 40.14 RCW vs RCW Chapter RCW Preservation and Destruction of Public Records. Requirements for the retention, protection and legal destruction or transfer of all public records Under the authority of the Washington State Archives, a division of the Office of the Secretary of State Since 1957
7 40.14 RCW vs RCW Chapter RCW Public Records Act. Sets the rules for public agencies regarding the management of public records requests and the disclosure of public records Under the authority of the Office of the Attorney General Since 1972
8 What Needs to be Retained? Per chapter RCW, no public records shall be destroyed until approved for destruction by the Local Records Committee
9 Records Retention Schedules The Local Records Committee grants legal disposition authority 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 Whether the records have archival value or are essential
10 What Drives Retention Requirements? Administrative value Audit value Fiscal value Historical value Legal value Records are evidence of the agency s business
11 What Drives Retention Requirements?
12 Archival Records Chapter RCW Records of county, municipal, or other local government agencies, designated by the archivist as of primarily historical interest, may be transferred to a recognized depository agency. Archival records must not be destroyed. Agencies must either: 1. Keep the records indefinitely; OR 2. Arrange with Washington State Archives for appraisal/transfer (at no cost)
13 Essential Records Chapter RCW In order to provide for the continuity and preservation of civil government the state shall designate those public documents which are essential records and needed in an emergency and for the reestablishment of normal operations after any such emergency. Essential records require appropriate offsite backup (digital, microfilm or naturally occurring copies)
14 RecordsManagement/records_local.aspx
15 By Type of Agency
16 School Districts and ESDs
17 Local Government Common Records Retention Schedule (CORE)
18 Local Government Common Records Retention Schedule (CORE)
19 Local Government Common Records Retention Schedule (CORE)
20 CORE
21 CORE
22 CORE
23 CORE
24 CORE
25 CORE
26 CORE
27 CORE
28 CORE
29 School Districts and Educational Service Districts Records Retention Schedule
30 School Districts and ESDs
31 School Districts and ESDs
32 School Districts and ESDs
33 School Districts and ESDs
34 School Districts and ESDs
35 Paper or Electronic? 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
36 Paper or Electronic? Example #1: Employee contracts are drafted using Microsoft Word and then printed New hire and agency staff sign the printed contract Transaction of public business occurs in paper so the signed paper contract need to be retained
37 Paper or Electronic? Example #2: Informational bulletin is drafted using Microsoft Word Bulletin is converted to.pdf and distributed to parents/legal guardians as an attachment Transaction of public business occurs electronically so the (and attachment) need to be retained
38 Born-Digital WAC Electronic records must be retained in electronic format and remain usable, searchable, retrievable and authentic for the length of the designated retention period Printing and retaining a hard copy is not a substitute for the electronic version
39 Born-Digital Metadata associated with born digital records establishes the authenticity of the record, providing evidence of the transaction taking place Printing electronic records (e.g. s) preserves the informational content but not the authenticity of the record
40 Scanning and Tossing Agencies wishing to scan non-archival paper records and then destroy the paper before the minimum retention has been met must meet or exceed requirements approved by the State Archivist and set forth in the document: Requirements for the Destruction of Non-Archival Paper Records After Imaging RCW (6)(a) DestructionofPaperRecordsAfterImagingScanning.aspx
41 Scanning and Tossing Agencies scanning archival paper records may not destroy the paper. Instead, they must contact Washington State Archives to arrange for appraisal and transfer of paper and electronic copies What to do with Archival Paper Records after Imaging RCW (6)(a)
42 Transferring Archival Electronic Records to the Digital Archives Electronic records consultant will coordinate the transfer of your records Identify records eligible for transfer Formats, organization, and quantity of records Preparation for transfer Subsequent transfers of additional records
43 Upcoming CORE Revisions Human Resource Management Agency Management Legal Affairs
44 Upcoming SCHOOLS Revisions Alternative Learning Experience (ALE) Standardized Tests Special Service Programs & Classes Immunization Status Bus Sign/Light Violators Certificated Years of Experience
45 Washington Association of School Business Officials (WASBO) WASBO Records Management Committee Promote efficient records management Provide information and workshops Assist Washington State Archives in retention schedule revisions
46
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48 How To Stay Current
49 How To Stay Current - Listserv X
50 How To Stay Current
51 How To Stay Current Advice Sheets
52 How To Stay Current - Training
53 Additional Conference Classes Thursday Friday 1:20-2:10 Records Management 102: Updates and Reminders 3:15-5:30 Roundtables 8:00-8:50 Scanning & Tossing 10:00-10:50 Scanning & Tossing (repeat)
54 Washington State Archives Partners in preservation and access Please questions about your public records to:
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