According to RCW 40.14.010 it is defined as being “Made by or received by any agency in the State of Washington”, “In connection with the transaction of public business”, and “Regardless of physical form or characteristics”.
This can include things like: text messages, social media posts, voice mail, art, documents (paper and electronic), recordings, and so much more!
Everyone! Public records created in connection with the transaction of public business, belong to the State of Washington, not to the employee. So it is up to everyone to follow the State approved Retention Schedules.
A Disposition Authorization Number is a code used to identify a Record Series in a legal document that defines retentions and disposal of records.
Examples: GS 01001 (General State) and 17-12-69162 (EWU specific).
A record that has met its retention cut-off is considered inactive for its retention period.
A cut-off is an event which triggers the beginning of a retention period.
Example: Retain for 6 years after end of fiscal year
These are records needed, in the event of a disaster, to continue operations.
There are several factors:
- Does it meet the requirements in the retention schedule?
- Is it still needed for business needs (and not a “just in case”)?
- Is there an audit for which it is needed?
- Is there a litigation hold / public records request currently on the record?
Satisfactory answers to these questions then results in a Destruction Notice Form being completed, signed by the department, and recorded with Records Management.
It is an index of boxes/records that are ready for storage (either at Campus Records Storage or State Archives). This helps Records Officers with proper disposition and inventory.
Have you ever entered a messy garage and thought to yourself, “I know it is in here, somewhere” or taken stock of what is in the fridge before grocery shopping? That is kind of what a records inventory is. It is taking stock of what you have and organizing it so you know where it is.
It may seem daunting at first, but investing a little bit of time can save you and your office time, stress, and money in the long run.
Contact Records Management to get started.
The biggest thing is consistency. Be consistent in:
- How you store your records
- How you name your records
- How often you have them sent to Campus Records Storage
- And most importantly in following the retention schedule
In an organized, logical manner. Letter size being stored facing the label side of the box and legal size facing the front.
Please no binders or hanging file folders, use regular file folders instead. For unusual sized records, please contact Records Management for assistance.
First of all, breathe. It isn’t as bad as you think. Does your office have a naming system? An organization system?
If not, then start there but make sure the office is on board with the system you create. (Psst. I can help with that.)
If yes, then take a little bit of time (15 minutes – couple of hours) on your slowest day of the week, select a small section of records, and start sorting according to your office’s organization and naming system.
Still need help? Ready to pull your hair out? Contact Records Management and I will schedule some time to come to your office and assist you.