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Washington State ArchivesDocumenting Democracy
Washington State ArchivesRecords Management
Local Government General Records Retention
Schedule(s):21st Century Update
Presented by:
Julie WoodsLocal Government Records
Management SpecialistOctober 2008
Washington State ArchivesDocumenting Democracy
Local Government Records Retention
Schedules20th Century:
Local Government General Records
Retention Schedule (LGGRRS)
Nine “general” records retention
schedules
Washington State ArchivesDocumenting Democracy
• 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.
Local Government Records Retention
Schedules20th Century:
Duplication within and between schedules
leads to inconsistencies and confusion
Washington State ArchivesDocumenting Democracy
GS 50-01-32
Washington State ArchivesDocumenting Democracy
•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:1.Searchable database2.Downloadable .pdf
21st Century: Phase One
One true general schedule for records
common to all local government agencies
Washington State ArchivesDocumenting Democracy
21st Century: CORE Common Records Retention Schedule
All common series will appear in one
schedule
Washington State ArchivesDocumenting Democracy
21st Century: COREWhat 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
Washington State ArchivesDocumenting Democracy
5 Function Categories
21st Century: CORE1. 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.
2. ASSET MANAGEMENTThe function of managing the local government agency’s physical assets (facilities, land, equipment, vehicles, supplies, etc.) Includes asset acquisition, maintenance, inventory, and disposal.
Washington State ArchivesDocumenting Democracy
3. FINANCIAL MANAGEMENTThe function of managing the local government
agency’s financial resources, obligations and monetary infrastructure.
4. HUMAN RESOURCE MANAGEMENTThe function of managing the local government
agency’s workforce.
5. INFORMATION MANAGEMENT The function of managing the local government
agency’s information, including electronic systems, records, publications, mail, and public disclosure.
5 Function Categories
21st Century: CORE
Washington State ArchivesDocumenting Democracy
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.
21st Century: CORE
Washington State ArchivesDocumenting Democracy
Detailed Indexes
Washington State ArchivesDocumenting Democracy
Detailed Indexes
Washington State ArchivesDocumenting Democracy
Detailed Indexes
Washington State ArchivesDocumenting Democracy
Detailed Indexes
Washington State ArchivesDocumenting Democracy
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:1. Approved sector series will be added to
searchable online database.2. Downloadable .pdf with detailed index
and table of contents.
Washington State ArchivesDocumenting Democracy
School District and ESD Schedule
Washington State ArchivesDocumenting Democracy
School District and ESD Schedule
Washington State ArchivesDocumenting Democracy
School District and ESD Schedule
Washington State ArchivesDocumenting Democracy
Elections Section County Auditor
Schedule
Washington State ArchivesDocumenting Democracy
Elections Section County Auditor
Schedule
Washington State ArchivesDocumenting Democracy
Elections Section County Auditor
Schedule
Washington State ArchivesDocumenting Democracy
• 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.
21st Century: Phase Two
Completely overhaul CORE records series to
simplify and make more user-friendly
Washington State ArchivesDocumenting Democracy
Local Government General Records
Retention Schedule (LGGRRS)
Washington State ArchivesDocumenting Democracy
• Create additional sector schedules: Transit Authorities?Public Utility Districts?Housing Authorities?
• Separate reference groups will review each remaining category:
1. Update descriptions and retention periods.
2. Consolidate series wherever possible.
21st Century: Phase Two
Completely overhaul LGGRRS records series to
simplify and make more user-friendly
Washington State ArchivesDocumenting Democracy
Subscribe to listserv
http://www.secstate.wa.gov/archives
Click on Records Management tabClick on Local Government Notification
ListAnd sign up!
Washington State ArchivesDocumenting Democracy
Washington State Archives and Records Management:
Partners in Preservation and Access
www.secstate.wa.gov/archives/recordsmanagement
Thank you!