washington state archives may 2011 presented by: russell wood – state records manager state...
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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
Washington State Archives Documenting Democracy
Why
Change?
Washington State Archives Documenting Democracy
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
Washington State Archives Documenting Democracy
Simplifying the
Structure
Washington State Archives Documenting Democracy
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
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
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
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
Asset Management
• Facilities Management
• Information Services
• Real Property Management
• Security
• Supply, Equipment & Vehicle Management
• Telecommunications
Washington State Archives Documenting Democracy
Financial Management
• Audits, Investigations & Examinations
• Fiscal and Accounting Records
• Grants Management
Washington State Archives Documenting Democracy
Human Resource Management
• Attendance & Leave• Benefits• Equity• Industrial Insurance• Labor Relations• Misconduct / Discipline / Grievances• Occupational Health & Safety
Washington State Archives Documenting Democracy
Human Resource Management
• Payroll• Performance Management• Personnel• Policies & Procedures• Position Development / Staff Structure• Recruitment / Hiring• Staff Development
Washington State Archives Documenting Democracy
Information Management
• Forms Management
• Library Services
• Mail Services
• Public Disclosure
• Publishing
• Records Conversion
• Records Management
Washington State Archives Documenting Democracy
Records with Minimal Retention Value
• New name for Administrative Materials
with No Retention Value (GS 50)
Washington State Archives Documenting Democracy
What’s
Changed
Washington State Archives Documenting Democracy
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
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
Community Relations
• Newsletters & Bulletins (GS 05004)– Removed– Now covered by Publications
Washington State Archives Documenting Democracy
Contracts & Purchasing
• Contracts & Agreements (GS 06008)– Consolidated 7 series into 1
Washington State Archives Documenting Democracy
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
Executive Level Records
• Reports, Annual and Biennial (GS 10010)– Removed– Now covered by Publications
Washington State Archives Documenting Democracy
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
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
Asset Management
• Security (New Section)– Was part of Safety, Security and Risk
Management (GS 25)
Washington State Archives Documenting Democracy
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
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
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
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
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
Forms Management
• Forms – Accountable (NEW)
• Updated descriptions
Washington State Archives Documenting Democracy
Library Services
• All new series for:– Catalog– Circulation– Collection Control– Special Collections
Washington State Archives Documenting Democracy
Mail Services
• Mail Delivery & Receipt (GS 13001)– Consolidated 8 series into 1
Washington State Archives Documenting Democracy
Public Disclosure
• Public Disclosure / Records Requests (GS 05001)– Improved description
Washington State Archives Documenting Democracy
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
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
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
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
How to Give
Feedback
recordsmanagement@sos.wa.gov
Washington State Archives Documenting Democracy
Timetable
• June SRC – Update to Committee
• July 15, 2011 – Feedback deadline
• Aug SRC – For Committee’s approval
Washington State Archives Documenting Democracy
Washington State Archives: Partners in preservation and access
Thank you!
Washington State Archives Documenting Democracy
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