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Washington State Archives Records Management Local Records Grant Program

Washington State Archives Records Management Local Records Grant Program. April 2009. Washington State Archives, Olympia. Washington State Archives 1963. Preserves and provides public access to legal and historically valuable records from state government agencies.

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Washington State Archives Records Management Local Records Grant Program

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  1. Washington State ArchivesRecords ManagementLocal Records Grant Program April 2009

  2. Washington State Archives, Olympia Washington State Archives 1963 Preserves and provides public access to legal and historically valuable records from state government agencies.

  3. Regional Branch System, 1980s Mission: Preserve archival records for public use, and serve as the focal points for services to local government.

  4. Local Records Grant ProgramWAC 434-670 Created in 2001 to provide financial assistance to local government officials to support records management and preservation efforts. Administered by the Washington State Archives Office of the Secretary of State and The Archives Oversight Committee (comprised of local government elected officials and representatives)

  5. Branch archives and grant program are both funded by: County Auditors - collect fee for each document recorded County Clerks - collect fee on tax warrants Grant Program FundingRCW 36.22.175

  6. Imaging and preservation of archival and essential records Local Records Grant Program • having fiscal, legal or historical value • or which are essential to business operations

  7. Archival Records • WAC 434-663-240 • Archival records are records that have permanent and/or historical value and are scheduled as archival • Minutes, ordinances, resolutions • Deeds, titles • SEPA determinations • Land surveys • Maps, drawings, photos • Building construction permits

  8. Essential Records Chapter 40.10 RCW: “In order to provide for the continuity and preservation of civil government, each elected and appointed officer of the state shall designate those public documents which are essential records of his office and needed in an emergency and for the reestablishment of normal operations after any such emergency.” • Minutes, ordinances, resolutions (archival) • Payroll registers (long-term) • Council board meeting packets (permanent)

  9. How safe are my agency’s records ??? • Are funds available to reconstruct damaged/destroyed records? • How long before serious damage to agency’s operation? 3 months? Two weeks? A day? • Are records replaceable from another source, agency, or office? • Are digitized images sufficient to substitute for the original records?

  10. How safe are my agency’s records ??? Fire Department, Ilwaco

  11. How safe are my agency’s records ??? County Records Storage

  12. City of Fife - $9,841Scan and microfilm Fife City Council minutes, ordinances and resolutions (1957 to present)for access and preservation • “This was the first time we’d received any grants in our City Clerk’s department, so it was a big deal to us. • As our entire city is now included in a recently revised 100 year flood plain, off-site record storage was a critical need. • Thanks to this grant, we have now significantly met our records-related mitigation plan for our Comprehensive Emergency Management Plan.” • Steve Marcotte • Finance Director and City Clerk • City of Fife

  13. City of Fife’s original, archival records now reside at the Puget Sound Regional Archives in Bellevue…

  14. …and the images are available online at the Digital Archives website: www.digitalarchives.wa.gov

  15. Minutes from the first meeting of the Fife City Council

  16. School districts Fire districts County officials City officials Library districts Law enforcement Housing authorities Transit authorities Public works Health departments Who Can Apply?WAC 434-670-030All local government entities, including special purpose districts.

  17. Types of Projects Eligible for Grants • Preservation of archival/essential records • Records Management – planning and inventories • Security backup microfilm for records that exist only in paper form • Essential equipment (microfilm reader, metal shelving, archive boxes) • Improved access to records via scanning

  18. (No Names Mentioned) School District - $17,445Scan and microfilm school board minutes and high school transcripts (1915 to present), metal shelving, part-time personnel, and a filing cabinet

  19. “A+” School District!!

  20. Longview Parks & Recreation $1,634

  21. Grant Program History 2002 7 Grants 2003-2005 22 Grants 2005-2007 54 Grants 2007-2009 93 Grants $100,000 $200,000 $500,000 $ 898,438 So far…

  22. Urgency of need Critical records problems Significance and age of records Soundness of methods proposed Best practices Local commitment to preservation of records Decision Criteria

  23. 2009-2011 Grant Cycle Guidelines, funding priorities, and application materials will be available in Spring of 2009 www.secstate.wa.gov/archives/grants

  24. Local Records Grant Program Online www:secstate.wa.gov/archives/grants

  25. Thank you, Records Managers! Washington State Archives: Partners in preservation and access www.secstate.wa.gov/archives

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