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Transcript of Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State...
![Page 1: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/1.jpg)
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
![Page 2: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/2.jpg)
Overview
• Why Change?
• Simplifying the Structure
• What’s Changed
• How to Give Feedback
Washington State Archives Documenting Democracy
![Page 3: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/3.jpg)
Why
Change?
Washington State Archives Documenting Democracy
![Page 4: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/4.jpg)
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
![Page 5: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/5.jpg)
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
Washington State Archives Documenting Democracy
![Page 6: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/6.jpg)
Simplifying the
Structure
Washington State Archives Documenting Democracy
![Page 7: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/7.jpg)
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
Washington State Archives Documenting Democracy
![Page 8: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/8.jpg)
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
Washington State Archives Documenting Democracy
![Page 9: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/9.jpg)
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
Washington State Archives Documenting Democracy
![Page 10: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/10.jpg)
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
Washington State Archives Documenting Democracy
![Page 11: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/11.jpg)
Asset Management
• Facilities Management
• Information Services
• Real Property Management
• Security
• Supply, Equipment & Vehicle Management
• Telecommunications
Washington State Archives Documenting Democracy
![Page 12: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/12.jpg)
Financial Management
• Audits, Investigations & Examinations
• Fiscal and Accounting Records
• Grants Management
Washington State Archives Documenting Democracy
![Page 13: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/13.jpg)
Human Resource Management
• Attendance & Leave• Benefits• Equity• Industrial Insurance• Labor Relations• Misconduct / Discipline / Grievances• Occupational Health & Safety
Washington State Archives Documenting Democracy
![Page 14: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/14.jpg)
Human Resource Management
• Payroll• Performance Management• Personnel• Policies & Procedures• Position Development / Staff Structure• Recruitment / Hiring• Staff Development
Washington State Archives Documenting Democracy
![Page 15: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/15.jpg)
Information Management
• Forms Management
• Library Services
• Mail Services
• Public Disclosure
• Publishing
• Records Conversion
• Records Management
Washington State Archives Documenting Democracy
![Page 16: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/16.jpg)
Records with Minimal Retention Value
• New name for Administrative Materials
with No Retention Value (GS 50)
Washington State Archives Documenting Democracy
![Page 17: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/17.jpg)
What’s
Changed
Washington State Archives Documenting Democracy
![Page 18: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/18.jpg)
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)
Washington State Archives Documenting Democracy
![Page 19: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/19.jpg)
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)
Washington State Archives Documenting Democracy
![Page 20: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/20.jpg)
Community Relations
• Newsletters & Bulletins (GS 05004)– Removed– Now covered by Publications
Washington State Archives Documenting Democracy
![Page 21: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/21.jpg)
Contracts & Purchasing
• Contracts & Agreements (GS 06008)– Consolidated 7 series into 1
Washington State Archives Documenting Democracy
![Page 22: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/22.jpg)
Executive Level Records
• Calendars, Executive (GS 10008)– Removed note about printing out electronic
records
• Correspondence, Official (GS 10007)– Expanded and clarified description
Washington State Archives Documenting Democracy
![Page 23: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/23.jpg)
Executive Level Records
• Reports, Annual and Biennial (GS 10010)– Removed– Now covered by Publications
Washington State Archives Documenting Democracy
![Page 24: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/24.jpg)
General Office Operations
• Combined Fund Drive (GS 09021)– Moved to Community Relations
• Correspondence – Program (New)– Not covered by a more specific series
Washington State Archives Documenting Democracy
![Page 25: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/25.jpg)
Risk Management
• Accidents/Incidents – No Claim Filed (New)– 2 series (adults and minors)
• Disaster Preparedness & Recovery Plans (GS 14024)– Moved here from Information Services
Washington State Archives Documenting Democracy
![Page 26: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/26.jpg)
Asset Management
• Security (New Section)– Was part of Safety, Security and Risk
Management (GS 25)
Washington State Archives Documenting Democracy
![Page 27: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/27.jpg)
Facilities Management
• Construction Documentation GA Projects (GS 21010)– Fixed Disposition Action
• Leases (GS 21004)– Removed– Now covered by Contracts & Agreements
Washington State Archives Documenting Democracy
![Page 28: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/28.jpg)
Information Services
• Data Extracts (GS14019)– Removed– Now covered by Secondary Records
• Disaster Preparedness & Recovery Plans (GS 14024)– Moved to Risk Management
Washington State Archives Documenting Democracy
![Page 29: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/29.jpg)
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
Washington State Archives Documenting Democracy
![Page 30: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/30.jpg)
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
Washington State Archives Documenting Democracy
![Page 31: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/31.jpg)
Information Management
• Library Services (New Section)
• Public Disclosure (New Section)– Was part of Public Affairs and Public
Disclosure (GS 05)
• Records Conversion (New Section)
Washington State Archives Documenting Democracy
![Page 32: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/32.jpg)
Forms Management
• Forms – Accountable (NEW)
• Updated descriptions
Washington State Archives Documenting Democracy
![Page 33: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/33.jpg)
Library Services
• All new series for:– Catalog– Circulation– Collection Control– Special Collections
Washington State Archives Documenting Democracy
![Page 34: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/34.jpg)
Mail Services
• Mail Delivery & Receipt (GS 13001)– Consolidated 8 series into 1
Washington State Archives Documenting Democracy
![Page 35: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/35.jpg)
Public Disclosure
• Public Disclosure / Records Requests (GS 05001)– Improved description
Washington State Archives Documenting Democracy
![Page 36: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/36.jpg)
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”
Washington State Archives Documenting Democracy
![Page 37: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/37.jpg)
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
Washington State Archives Documenting Democracy
![Page 38: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/38.jpg)
Records Management
• Consolidated 9 series into 4:– Destruction of Public Records– Records Control– Retention and Disposition Authorization– Transfer of Legal Custody
Washington State Archives Documenting Democracy
![Page 39: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/39.jpg)
Records with Minimal Retention
• Expanded into 5 series:– Agency Information – Routine– Agency-Generated Forms & Publications –
Copies– General Information – External– Secondary (Duplicate) Copies– Transitory Records
Washington State Archives Documenting Democracy
![Page 41: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/41.jpg)
Timetable
• June SRC – Update to Committee
• July 15, 2011 – Feedback deadline
• Aug SRC – For Committee’s approval
Washington State Archives Documenting Democracy
![Page 42: Washington State Archives May 2011 Presented by: Russell Wood – State Records Manager State Government General Records Retention Schedule The Next Revision.](https://reader034.fdocuments.us/reader034/viewer/2022052510/56649dd35503460f94ac9f19/html5/thumbnails/42.jpg)
Washington State Archives: Partners in preservation and access
Thank you!
Washington State Archives Documenting Democracy