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Washington State Archives Records Management Local Government General Records Retention Schedule(s): 21 st Century Upd PowerPoint Presentation
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Washington State Archives Records Management Local Government General Records Retention Schedule(s): 21 st Century Update . Presented by:. Julie Woods Local Government Records Management Specialist. October 2008. Local Government Records Retention Schedules. 20 th Century:.

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Washington State ArchivesRecords ManagementLocal Government General Records Retention Schedule(s):21st Century Update

Presented by:

Julie Woods

Local Government Records Management Specialist

October 2008

slide2

Local Government Records Retention Schedules

20th Century:

Local Government General Records Retention Schedule (LGGRRS)

Nine “general” records retention schedules

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Local Government Records Retention Schedules

20th Century:

Duplication within and between schedules

leads to inconsistencies and confusion

  • One General Schedule and nine additional “general”schedules.
  • Same record series occurring in as many as ten schedules (i.e. correspondence and contracts).
  • Same record series occurring in multiple categories (i.e. contracts may appear in Administrative Records, Payroll, Personnel, and Dispute Resolution).
  • In sector schedules, not always clear if record series is sector-specific or common to all agencies.
  • Updates to GS series not always reflected in sector-specific schedules.
  • Difficult to schedule electronic records.
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21st Century: Phase One

One true general schedule for records

common to all local government agencies

  • All common series will appear one schedule – and only one schedule.
  • Five function categories.
  • Detailed indexes and table of contents.
    • Available online in two formats:
      • Searchable database
      • Downloadable .pdf
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All common series will appear in one schedule

21st Century: CORE

Common Records Retention Schedule

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21st Century: CORE

What record series will be included?

Records common to all local government agencies:

  • Counties
  • Auditors
  • Housing Authorities
  • Cities
  • Towns
  • School Districts
  • PUDs
  • Irrigation Districts
  • All other local government agencies
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5 Function Categories

21st Century: CORE

AGENCY MANAGEMENT

The function relating to the overarching management of the local government agency and its general administration. Also includes managing the agency’s interaction with its community, and legal matters.

ASSET MANAGEMENT

The function of managing the local government agency’s physical assets (facilities, land, equipment, vehicles, supplies, etc.) Includes asset acquisition, maintenance, inventory, and disposal.

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5 Function Categories

21st Century: CORE

FINANCIAL MANAGEMENT

The function of managing the local government agency’s financial resources, obligations and monetary infrastructure.

HUMAN RESOURCE MANAGEMENT

The function of managing the local government agency’s workforce.

INFORMATION MANAGEMENT

The function of managing the local government agency’s information, including electronic systems, records, publications, mail, and public disclosure.

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21st Century: CORE

  • Will records series retention and disposition authority numbers (DANs) change?
    • Changes to the structure and format only.
    • No changes to retention periods.
    • Approximately one dozen duplicate DANs will be corrected (assigned new DAN numbers).
    • Working with reference groups from local agencies.
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21st Century: Phase One (Part 2)

  • Revise and update each sector schedule to
  • simplify and make more user-friendly
    • Only sector-specific series will appear in sector schedules
    • All DANs in each schedule will be identified with a schedule-specific prefix (AU=Auditor, SD=School District, etc.)
    • Available online in two formats:
      • Approved sector series will be added to searchable online database.
      • Downloadable .pdf with detailed index and table of contents.
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Elections Section

County Auditor Schedule

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Elections Section

County Auditor Schedule

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Elections Section

County Auditor Schedule

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21st Century: Phase Two

Completely overhaul CORE records series to

simplify and make more user-friendly

  • Separate reference groups will review each function category:
    • Update descriptions and retention periods.
    • Consolidate series wherever possible.
  • Each function category will be submitted to the Local Records Committee for approval as soon as it is completed.
  • Revision guides (crosswalks) will be created for each approved function category.
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21st Century: Phase Two

Completely overhaul LGGRRS records series to

simplify and make more user-friendly

  • Create additional sector schedules:

Transit Authorities?

Public Utility Districts?

Housing Authorities?

  • Separate reference groups will review each remaining category:
    • Update descriptions and retention periods.
    • Consolidate series wherever possible.
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Contact us

Recordsmanagement@secstate.wa.gov

We’re here to help

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Thank you!

Washington State Archives and Records Management:

Partners in Preservation and Access

www.secstate.wa.gov/archives/recordsmanagement