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Washington State Archives

Washington State Archives. Electronic Records Retention & WAC 434-622. Presented by: Russell Wood – State Records Manager. This session will cover: Records retention requirements Overview of WAC 434-662 Applying records retention schedules: State General Records Retention Schedule

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Washington State Archives

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  1. Washington State Archives Electronic Records Retention & WAC 434-622 Presented by: Russell Wood – State Records Manager

  2. This session will cover: Records retention requirements Overview of WAC 434-662 Applying records retention schedules: State General Records Retention Schedule Agency Unique Schedules Overview

  3. Basics of Records Retention

  4. For the purposes of retention and destruction, two criteria: Regardless of format; Made or received in connection with the transaction of public business (RCW 40.14). For public disclosure, refer to RCW 42.56. What is a Public Record?

  5. Established under RCW 40.14.050 Comprises: State Auditor representative Attorney General representative State Archivist OFM representative Who is the State Records Committee?

  6. State Records Committee grants approval in the form of records retention schedules. Records retention schedules describe: Type of records approved for destruction; Minimum period for which they need to be retained; and Which records also have archival value. Approval for Destruction

  7. For non-archival records: Retain for the minimum retention; THEN Destroy. Records subject to current public disclosure requests or litigation (current or reasonably anticipated) must not be destroyed. What happens next?

  8. Records determined by the State Archivist as having permanent and enduring historical and/or legal value. Typically only 2-5% of records have archival value. Listed on Records Retention Schedules. What are Archival Records?

  9. Archival records must not be destroyed. State Agencies must transfer archival records to Washington State Archives at the end of the minimum retention period. What do I do with Archival Records?

  10. State Agencies need to: Retain all public records for at least the minimum retention period as listed on the approved Records Retention Schedule. Transfer all archival records to Washington State Archives. In Summary…

  11. Overview of the WAC 434-662

  12. Washington Administrative Code (WAC) Chapter 434-662. Dual purpose: Outlines requirements for electronic records; Mechanism for transferring archival electronic records to the Digital Archives. Preservation of Electronic Records

  13. All existing retention requirements have always and continue to apply to electronic records. Electronic records need to be retained in electronic format. So What Changed?

  14. Metadata associated with “born digital” records establishes and preserves the authenticity of the record which is the evidence of the transaction it documents. Printing electronic records (e.g. emails) preserves the informational content but not the authenticity of the record. Why Printing Doesn’t Work

  15. State Agencies have existing costs associating in retaining electronic records: Manage and preserve in accordance with RCW 40.14 (since 1957); AND Courts have imposed additional requirements to retain in electronic format (e.g. Federal Rules of Civil Procedure). What about the Costs?

  16. WAC 434-662 actively seeks to assist State Agencies to reduce their existing costs by providing mechanisms to transfer archival electronic records to the Digital Archives. Ongoing costs associated with preserving archival records met by Washington State Archives . Reducing Costs

  17. Applying Records Retention Schedules

  18. State Agencies use both: State Government General Records Retention Schedule; AND Agency Unique Records Retention Schedules. Records Retention Schedules

  19. Don’t try and mange each record individually. Group “like” records together into folders and manage retention at the folder level. Base folder structure on the record types used in the records retention schedules. Applying to Electronic Records

  20. Transitory / non-records / secondary copies (use GS50). Destroy non-archival records at end of their minimum retention period. Transfer archival records to Washington State Archives. Get Rid of What You Don’t Need

  21. Washington State Archives is here to help. For advice and assistance: recordsmanagement@secstate.wa.gov www.secstate.wa.gov/archives You Are Not Alone

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