Washington State Archives Records Management Local Government General Records Retention Schedule(s): 21 st Century Upd

1. Washington State ArchivesRecords ManagementLocal Government General Records Retention Schedule(s):21st Century Update Presented by: Julie Woods Local Government Records Management Specialist October 2008

2. Local Government Records Retention Schedules 20th Century: Local Government General Records Retention Schedule (LGGRRS) Nine “general” records retention schedules

3. 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.

4. GS 50-01-32

5. 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

6. All common series will appear in one schedule 21st Century: CORE Common Records Retention Schedule

7. 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

8. 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.

9. 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.

10. 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.

11. Detailed Indexes

12. Detailed Indexes

13. Detailed Indexes

14. Detailed Indexes

15. 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.

16. School District and ESD Schedule

17. School District and ESD Schedule

18. School District and ESD Schedule

19. Elections Section County Auditor Schedule

20. Elections Section County Auditor Schedule

21. Elections Section County Auditor Schedule

22. 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.

23. Local Government General Records Retention Schedule (LGGRRS)

24. 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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26. Contact us Recordsmanagement@secstate.wa.gov We’re here to help

27. Thank you! Washington State Archives and Records Management: Partners in Preservation and Access www.secstate.wa.gov/archives/recordsmanagement