A record is information, regardless of media, made or received in connection with the transaction of public business. The first and foremost statute for public records is Chapter 40.14 RCW Preservation and Destruction of Public Records, which was created in 1957. This statute is the foundation for records management in the State of Washington.
RCW 40.14.010: "Public records include any paper, correspondence, completed form, bound record book, photograph, film, sound recording, map, drawing, machine-readable material, compact disc meeting current industry ISO specifications, or other document, regardless of physical form or characteristics and including such copies thereof, that have been made by or received by an agency of the State of Washington in connection with the transaction of public business."
RCW 40.14.020: "All public records shall be and remain the property of the state of Washington. They shall be delivered by outgoing officials and employees to their successors and shall be preserved, stored, transfered, destroyed or disposed of, and otherwise managed, only in accordance to the provisions of this chapter."
The short answer is everyone! Public records created in connection with the transaction of public business, belong to the State of Washington, not to the employee who created them.
- Defines a record series
- Determines the record series value and retention
- Identifies inactive records that can be stored in a more cost-effective manner or those that have no retention value
- Identifies those records that require additional protection and security
- Allows the development of accurate records retention schedules
- physical format
- current volume
- accumulation rate
- frequency of use
- inclusive dates
- primary copy or duplicate copies
Third, contact the Records Retention Manager to determine records retention and disposition.
- Documents the Records Life Cycle
- Documents an agency's legal business practice
- Provides legal authority to destroy public records
The Cut-off + Total Retention = Disposal Date. There are two general types of cut-offs.
- CY (Calendar Year)
- FY (Fiscal Year)
- EOB (End Of Biennium)
- MO (Monthly)
- QTR (Quarterly)
- ACR (Action On Claim Resolved)
- FPOC (Final Payment On Contract)
- TOL (Termination Of Lease)
- TOE (Termination Of Employment)
- TOC (Termination Of Contract)
- LPRI (Last Piece Of Equipment Removed From Inventory)
- LRID (Last Record Item Destroyed)
- US (Until Superseded)
Agency Unique DAN
97-01-45532 (Rev 3) (Year, month subsequent number, revision number) Revision number indicates the number of amendments made to the original records series.
State General Schedule DAN
GS 03001 (Section number 03, Series number 001).
Review the title and description.
Is it already listed in the State or EWU General Schedule?
If Yes, is the series a primary or secondary copy?
If the series is found to be a secondary copy or administrative materials with no retention value, do they still need to be scheduled before destroying?
From GS: "The following records retention schedules reflect the retention and disposition of the primary record regardless of media.
Copies (regardless of media), used for specific legal, fiscal or administrative purposes may be either retained using the retention for the primary copy or scheduled separately if a different retention is required."
"Copies of these documents preserved only for convenience of reference or informational purposes may be discarded when no longer needed." (Use GS 50)
The series is not in the General Schedule
Is there an existing unique/specific schedule?
If Yes, is the series a primary or secondary copy?
Does the existing schedule accurately reflect what you are doing for business?
(Administrative, fiscal or legal purposes)
Amend/Create the records retention schedule for your department.
Contact the Records Retention Manager to complete this task with complete instruction and assistance.
The Records Retention Manager submits all revised or new records retention schedules to the State Records Management Office for action by the State Records Committee.
1. The Records Retention Manager submits the form to the state
2. The form is submitted to the Records Committee by the Records Management Office
3. The State Records Committee approves or sends the form back to the Records Manager for further work
4. The Records Retention Manager distributes approved schedules internally for agency use
- Inventory your holdings annually
- Ensure records retention schedules reflect the business processes/plans of the department
- Only use approved records retention schedules as your legal authority to retain and dispose of public records
- Remember: State approved records retention schedules hold up in a court of law!
- Long term storage
- Records not accessed frequently, if at all
- Paper only - It is not a controlled (temperature or humidity) environment
- Can have your agency Records Retention Manager have individual files retrieved with speedy delivery to you
- Will re-file records for you with the help from your Records Retention Manager
- Will pick up boxes from EWU campus and deliver to storage facility
- Safe, secure records storage
- Records legally remain yours
- Records disposal
- Not needed the same day (Unless you want to drive to Tumwater!)
2. Box the records - contact the University Records Retention Manager to receive archival boxes, be sure to assemble the box correctly!
3. Email transmittal to the Records Retention Manager for review
4. Affix box labels and Records Retention Manager will affix barcodes
5. Records Center processes transmittal
6. Boxes are picked up and stored either at the university storage locations or the State Records Storage facility
- Assemble boxes correctly
- Organize files in each box in logical order
- Position files facing the front of each box (the label end)
- Leave room for growth or pulling files
- Include a box content list in each box, either taped to the inside of the lid or laying on top of the files
- Try to place only one series in a box or two at most
- Only place records with similar disposal dates in a box
- Make sure the lid closes easily
- Have your Records Retention Manager contact the Records Center regarding odd sized materials
- Who owns the record
- How long to keep them
- What the records are
- The appropriate method of disposition
2. Obtain the current records retention schedule for your office from the Records Retention Manager
3. Match the records to the schedule
4. Check the cut-off dates
5. Calculate disposal dates
6. Fill out the Records Transmittal forms and Records Destruction forms and email them to the Records Retention Manager for review and approval
7. Work with the Records Retention Manager to transfer archival records to the archives/storage and dispose of non-archival records that are past their retention period