Page 3 of 17. For further advice and assistance, please contact [emailprotected], This records retention schedule authorizes the destruction/transfer of public records documenting the common functions and activities of all local government agencies such as the management of the agency and the management of the agency's assets, finances, human resources, and information resources. PDF This schedule applies to: All Local Government Agencies How Are Records Retention Periods Determined? ]AzJ*Ie
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rz@:Z.HJr^sH/HiKI}a&L|_ApP. The Specification for Digitisation of State Records must be used if the organisation intends to replace an original record with a reproduction and destroy the original. Retention and Disposal Authorities may takethe form of a: The State Records Commission approves all Retention and Disposal Authorities. PO Box 40220. Records Management Basics - Washington State DES Retention schedules vary based on the content of the record. This records retention schedule authorizes the destruction/transfer of public records documenting common functions and activities of state government agencies, including universities and community and technical colleges. __MKN@V:YdCNAV:Yd%01vi~Ss o PK ! }T\y,9FK[^BJtO} How to Describe Records Series Using an Excludes Statement. WAC 44-14-03005: - Washington Air Pollution Control Authorities Records Retention Schedule - Version 1.3, Animal Services Records Retention Schedule - Version 2.0, Cemeteries Records Retention Schedule - Version 1.0, Conservation Districts Records Retention Schedule - Version 1.0, County Assessors Records Retention Schedule - Version 4.0, County Auditors Records Retention Schedule - Version 5.0, County Clerk and Superior Court Records Retention Schedule - Version 7.1, County Coroners and Medical Examiners Records Retention Schedule Version 2.0, County Treasurer Records Retention Schedule - Version 4.0, District and Municipal Courts Records Retention Schedule - Version 6.0, Economic Development and Transport Records Retention Schedule - Version 1.2, Emergency Communications (911) Records Retention Schedule - Version 1.0, Fireand Emergency Medical Records Retention Schedule - Version 2.1, Housing Authorities Records Retention Schedule - Version 2.0, Land Use Planning and Permitting Records Retention Schedule - Version 2.0, Law Enforcement Records Retention Schedule - Version 8.0, Licensing, Permitting and Taxation Records Retention Schedule - Version 1.0, Parks, Recreation, and Culture Records Retention Schedule - Version 2.0, Prosecuting Attorney Records Retention Schedule - Version 2.1, Public Health Records Retention Schedule - Version 4.2, Public Hospitals Records Retention Schedule - Version 5.2, Public Schools (K-12) Records Retention Schedule - Version 8.4, Social Services Records Retention Schedule - Version 1.2, Transit Authorities Records Retention Schedule - Version 1.0, Utility Services Records Retention Schedule - Version 1.5, Weed and Pest Control Districts Records Retention Schedule - Version 1.0. Washington State Archives strongly recommends the disposition of public records at the end of their minimum retention period for the efficient and effective management of local resources. Local Government Common Records Retention Schedule (CORE) PLANNING, MISSION, AND CHARTER The activity of documenting and determining the local government agency's objectives, and the means for obtaining them. It is part of MRSC's series on the Public Records Act. How to Update Records Retention Schedules - Washington State Archives The department records retention schedules include records series that are held by only one department/unit in the WSU system. State Agencies Records Retention Schedules - Washington Secretary of State There are two places in which you may find record series retention: The State General Records Retention Schedules contain retention for records common to many state agencies and include administrative, fiscal, legal and personnel records. Page 10 of 17. Records Retention Schedules for Counties - Washington State Archives Local Government Common Records Retention Schedule (CORE). AGENCY ADMINISTRATION AND MANAGEMENT Page 44 of 155 INDEX TO: SUBJECTS Page 142 of 155 6. An agency is strongly encouraged to train employees on retention schedules. Page 12 of 17. Download the All-University Records Retention Schedule in Excel. State Government General Records Retention Schedule - Version 6.2 (August 2021), Community and Technical Colleges Version 2.1 (December 2022), Law Enforcement - Version 8.0 (February 2022), Legislature and Legislators Version 1.3 (April 2022), Public Schools (K-12) Version 8.4 (April 2021), Accountancy, Board of Version 1.1 (September 2012), Administrative Hearings, Office of Version 1.1 (August 2021), Administrative Office of the Courts (Last Updated 1999), Agriculture, Department of Version 1.5 (February 2020), Archaeology and Historic Preservation, Department of Version 1.5 (August 2022), Asian Pacific American Affairs, Commission on (Last Updated 1986), Attorney General, Office of the Version 1.3 (August 2020), Auditor's Office, State Version 1.1 (December 2015), Blind, Department of Services to the Version 1.0 (March 2017), Caseload Forecast Council (Last Updated 2007), Central Washington University Version 1.7 (February 2023), Children, Youth, and Families, Department of Version 2.0 (July 2019), Citizen's Commission on Salaries for Elected Officials (Last Updated 1997), Commerce, Department of Version 1.2 (August 2018), Conservation Commission (Last Updated 2008), Consolidated Technology Services Version 1.2 (February 2019), Corrections, Department of Version 1.6 (April 2023), County Road Administration Board (Last Updated 2011), Court of Appeals - Version 1.0 (June 2021), Criminal Justice Training Commission Version 1.2 (April 2022), Dairy Products Commission (Last Updated 2002), Eastern Washington University Version 1.3 (June 2021), Ecology, Department of Version 1.4 (April 2018), Economic and Revenue Forecast Council Version 1.0 (March 2015), Employment Security Department Version 1.0 (August 2020), Energy Facility Site Evaluation Council - Version 1.0 (December 2022), Enterprise Services, Department of Version 2.0 (December 2016), Environmental and Land Use Hearings Office Version 1.0 (March 2015), Evergreen State College, The Version 1.0 (December 2015), Financial Institutions, Department of Version 1.0 (December 2012), Financial Management, Office of Version 1.5 (February 2019), Fish and Wildlife, Department of Version 1.11 (October 2020), Gambling Commission, State Version 1.1 (June 2023), Governor, Office of the Version 1.4 (August 2018), Health Care Authority Version 1.7 (June 2021), Health Care Facilities Authority Version 1.0 (March 2017), Health, Department of Version 1.6 (April 2023), Higher Education Facilities Authority (Last Updated 2009), Historical Society, Washington State (Last Updated 2000), Horse Racing Commission, Washington (Last Updated 2008), Housing Finance Commission, Washington State (Last Updated 2007), Human Rights Commission - Version 1.0 (June 2021), Industrial Insurance Appeals, Board of Version 1.0 (December 2014), Insurance Commissioner, Office of the Version 1.1 (February 2019), Investment Board, State Version 1.1 (September 2014), Judicial Conduct, Commission on (Last Updated 1996), Labor and Industries, Department of Version 1.12 (June 2023), Legislative Evaluation and Accountability Program Committee (LEAP) (Last Updated 1985), Licensing, Department of Version 1.4 (June 2023), Lieutenant Governor, Office of the Version 1.0 (October 2020), Liquor and Cannabis Board (Last Updated 2011), Lottery, Washington State Version 1.1 (September 2017), Military Department Version 1.5 (October 2020), Minority and Women's Business Enterprises, Office of (Last Updated 1993), Natural Resources, Department of - Version 1.2 (December 2017), Patrol, Washington State (Last Updated 2011), Pilotage Commissioners, Board of Version 2.19 (June 2022), Pollution Liability Insurance Agency Version 1.1 (June 2014), Public Disclosure Commission Version 1.2 (December 2020), Public Employment Relations Commission Version 1.0 (March 2014), Pulse Crops Commission (Last Updated 2008), Recreation and Conservation Office Version 1.0 (September 2014), Red Raspberry Commission (Last Updated 1987), Registration for Professional Engineers and Land Surveyors, Board of Version 1.0 (August 2020), Retirement Systems, Department of Version 1.0 (August 2020), Revenue, Department of Version 2.1 (June 2020), Secretary of State, Office of the Version 1.2 (June 2019), Social and Health Services, Department of Version 2.8 (June 2023), State Parks and Recreation Commission Version 1.1 (August 2018), State Treasurer, Office of the Version 1.7 (October 2019), Statute Law Committee / Code Revisers Office Version 1.0 (August 2020), Student Achievement Council Version 1.0 (June 2017), Superintendent of Public Instruction, Office of the Version 2.1 (June 2022), Supreme Court Version 1.1 (February 2022), Tax Appeals, Board of Version 1.0 (December 2014), Traffic Safety Commission, Washington Version 1.0 (December 2017), Transportation, Department of Version 1.20 (April 2023), Tree Fruit Research Commission (Last Updated 1987), U.W. Recommendations 8.1 and 8.3 will affect previously approved disposal authorities and amendments to these documents are in progress. County Coroners and Medical Examiners Records Retention Schedule, Animal Services Records Retention Schedule - Version 2.0 (October 2013), Animal Services Records Retention Schedule - Revision Guide from Version 1.0 to 2.0 (Revised November 2013), Coroners and Medical Examiners Records Retention Schedule - Version 1.0 (November 2012), County Assessors Records Retention Schedule - Version 4.0 (January 2009), County Assessors Records Retention Schedule - Revision Guide from Version 3.0 to 4.0 (January 2009), County Auditors Records Retention Schedule - Version 5.0 (September 2010), County Auditors Records Retention Schedule - Revision Guide from Version 4.1 to 5.0 (September 2010), County Clerks and Superior Court Records Retention Schedule Version 7.1 (December 2019), County Clerks and Superior Court Records Retention Schedule -Summary of Changes from Version 6.0 to 7.0 (June 2014), County Coroners and Medical Examiners Records Retention Schedule Version 2.0 (June 2015), County Treasurer Records Retention Schedule - Version 4.0 (January 2009), County Treasurer Records Retention Schedule - Revision Guide from Version 3.0 to 4.0 (January 2009), District and Municipal Courts Records Retention Schedule - Version 6.0 (March 2009), District and Municipal Courts Records Retention Schedule - Revision Guide from Version 5.0 to 6.0 (March 2009), Economic Development and Transport Records Retention Schedule - Version 1.1 (June 2020), Emergency Communications (911) Records Retention Schedule - Version 1.0 (November 2012), Health Departments and Districts Records Retention Schedule - Version 4.1 (August 2015), Health Departments and Districts Records Retention Schedule - Summary of Changes from Version 4.0 to 4.1 (August 2015), Juvenile Courts and Services Version 1.0 Revocation Guide (June 2014), Land Use Planning and Permitting Records Retention Schedule - Version 1.0 (November 2012), Law Enforcement Records Retention Schedule - Version 7.2 (January 2017), Law Enforcement Records Retention Schedule - Summary of Changes from Version 7.1 to 7.2 (January2017), Law Enforcement Records Retention Schedule - Summary of Changes from Version 7.0 to 7.1 (August 2016), Law Enforcement Records Retention Schedule - Summary of Changes from Version 6.1 to 7.0 (December 2015), Law Enforcement Records Retention Schedule - Revision Guide from Version 6.0 to 6.1 (January/February 2013), Law Enforcement Records Retention Schedule - Revision Guide from Version 5.0 to 6.0 (July/August 2010), Licensing, Permitting and Taxation Records Retention Schedule - Version 1.0 (November 2012), Parks, Recreation and Culture Records Retention Schedule - Version 1.0 (November 2012), Prosecuting Attorney Records Retention Schedule - Version 2.0 (August 2013), Prosecuting Attorney Records Retention Schedule - Revision Guide from Version 1.0 to 2.0 (August 2013), Social Services Records Retention Schedule Version 1.2 (December 2018), Social Services Records Retention Schedule -Summary of Changes from Version 1.1 to 1.2 (December 2018), Utility Services Records Retention Schedule - Version 1.4 (February 2019), Utility Services Records Retention Schedule - Summary of Changes from Version 1.3 to 1.4 (February 2019), Utility Services Records Retention Schedule - Summary of Changes from Version 1.2 to 1.3 (May 2017), Utility Services Records Retention Schedule - Revision Guide from Version 1.1 to 1.2 (November 2012), Utility Services Records Retention Schedule - Revision Guide for Version 1.0 (December 2010). Public records covered by records series within this records retention schedule must be retained for the minimum retention period as specified in this schedule. The state and local records committees approve a general retention schedule for state and local agency records that applies to records that are common to most agencies. Assist in answering questions about past decisions and activities. A Disposal List is an itemised list of records in which individual items, not necessarily from the same series, have been recommended by the government organisation for transfer to the SRO or destruction. PDF Washington Secretary of State Public records designated as Archival (Permanent Retention) must not be destroyed. It is part of MRSC's Law Enforcement Records Tool Kit, created in partnership with the Washington State Auditor's Center for Government Innovation. Volume 8 of the Report, concerning Recordkeeping and Information Sharing, contains 23 recommendations. Washington State Archives strongly recommends the disposition of public records at the end of their minimum retention period for the efficient and effective management of local resources. 2. Records Management Advice - Guidance for identifying and retaining records which may become relevant to an actual or alleged incident of child sexual abuse (PDF, 226.28KB), General Retention and Disposal Authority for Incidents and Allegations of Child Abuse or Neglect (PDF, 137.12KB), SDA-Land Development Authorities (PDF, 225.19KB), SDA-Mental Health Services (PDF, 337.04KB), SDA-Reviews, Investigations and Special Inquiries (PDF, 112.01KB), SDA-Racing, Gaming, Wagering and Liquor Regulators (PDF, 173.91KB), SDA - TAFE Sector Agencies (PDF, 320.7KB), SDA-University Student Guilds (PDF, 293.23KB), SDA-Water Services Corporations (PDF, 129.37KB), SDA-Western Australian University Sector Disposal Authority (PDF, 1MB), General Retention and Disposal Authority for Administrative Records of National Bodies (PDF, 1.3MB), Retention and Disposal Authority for Records of the National Registration and Accreditation Scheme for Health Practitioners (PDF, 160.87KB), State Records Office Guideline - Archival Storage Specification, Directions for keeping State archives awaiting transfer to the State Archives Collection, Archives Transfer Request Form (XLSX, 55.34KB), State Records Office of Western Australia, sets the minimum retention period that different categories of records must be held before their legal disposal, authorises the destruction of records that have reached their minimum retention period. Record keeping requirements | Washington Department of Revenue DRAFT #1 - Version 1.0 ([Month Year]) GLOSSARY. for records in a specific category or date range such as the COVID-19 Contact registers. PDF This schedule applies to: Utility Service Providers - sos.wa.gov They provide minimal compliance requirements as to how State archives, in any format, are to be kept by State organisations until such time as transfer can take place. Supporting documentation for all deductions, exemptions, or credits claimed. An Ad Hoc Disposal Authority is a specific instance disposal authority relating to one or a limited number of series, or an identified part of a series of records. Its Final Report was presented to the Governor-General on 15 December 2017. Many people don't know that each state has what is called a State Archivist. How to Complete the Summary of Changes Summary of Changes Template (Word Format), How to Calculate the Change in the Number of Records Series, Email your draft records retention schedule and Summary of Changes to. This records retention schedule authorizes the destruction/transfer of public records documenting common functions and activities of state government agencies, including universities and community and technical colleges. PDF This schedule applies to: All State Government Agencies - Washington Olympia, WA 98504-0220 [email protected] Phone Numbers. More information State Records Committee August 2 Meeting There will be a State Records Committee meeting at 10am Wednesday August 2, 2023. MRSC - Retention Requirements for Law Enforcement Records What Does "Until No Longer Needed for Agency Business" Mean? See the records officer. Sector Disposal Authorities (SDAs) are developed by the SRO, in consultation with other organisations across these sectors, and cover records common to a group or sector of like organisations which operate with common functions. The SROWA is responsible for advising Western Australian government entities about the recordkeeping requirements presented in the Report. Schedules are approved by the Washington State Records Committee (RCW 40.14) through the Agency Records Officer. 1. Every state has its own rules on top of the federal government rules. They are a legal instrument which: All State records must be disposed of in accordance with anapproved Retention and Disposal Authority. Pm@ ' word/document.xml};`yU},+PT"@URI=fm6P(E@}0{sf=QI6. TheAd Hoc Disposal Authority provides for the disposal of records related to vaccination status as soon as possible after they are no longer required. TheState Records Act 2000requires that State and Local government organisations must transfer records identified as State archives under their control to the State Records Office (SRO) when the archives become 25 years old, unless the organisations Recordkeeping Plan states otherwise (State Records Act 2000,.s.32(1)). Under the State Records Act 2000, State records may only be destroyed under an approved Retention and Disposal Authority. Source: Instructions to the Form 990 page 24 What should be retained? Washington State Archives - WA Secretary of State This includes disposal of other records collected incidentally along with proof of vaccination but not required for this purpose (for example, information not required to establish vaccination status). It is to be used in conjunction with the, Summary of Changes from Version 3.3. to 4.0 (May 2017), Changes to HR and Personnel (Video - 9mins), Summary of Changes from Version 3.2 to 3.3 (October 2016), Summary of Changes from Version 3.0 to 3.1 (December 2014), Revision Guide from Version 2.2. to 3.0 (November 2012), Revision Guide from Version 2.1 to 2.2 (December 2011), Revision Guide from Version 2.0 to 2.1 (July 2010), Revision Guide from Version 1.0 to 2.0 (January 2010), Strategies for Managing Sensitive Payment Cardholder Data. DOCX www2.sos.wa.gov This Ad Hoc Disposal Authority has been developed to address the retention of user account data, particularly identifying information, provided by private citizens in order to create an account and use Western Australian government departments' applications (apps) on mobile devices. Recommendation 8.3 states that Australian public records authorities should provide organisations with guidance on identification and retention of relevant records. LEGACY RECORDS. G@Pg! Air Pollution Control Authorities Records Retention Schedule - Version 1.3. To provide guidance on the retention requirements for records related to the pandemic, we have created an advice sheet for state and local government agencies. FINANCIAL MANAGEMENT Page 81 of @WK$F1/1 T SrN#$ Wj}~0>D
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`egNn"+'# PK ! 3. k [Content_Types].xml ( Mo@Hk(@)(N|E'I{qbHwfv`Mq1ijVSV^i/+V$N l]_n.l>p INDEX TO: ESSENTIAL RECORDS. PK ! Medicine Version 1.11 (April 2023), University of Washington Version 2.24 (June 2023), Utilities and Transportation Commission Version 1.2 (December 2022), Veterans Affairs, Department of (Last Updated 2006), Volunteer Firefighters and Reserve Officers, Board for Version 1.0 (March 2014), Washington State University Version 1.7 (October 2022), Western Washington University Version 3.3 (June 2021), Workforce Training and Education Coordinating Board Version 1.0 (December 2019). This document may be found here. Washington State Archives strongly recommends the disposition of public records at the end of their minimum retention period for the efficient and effective management of local resources. 601^Z4a&5>0,[~A?o>?d9. RCW, The lawful destruction of public records is governed by retention schedules. The law requires businesses to keep complete and adequate records for a period of at least five years. For information on what records should be retained seeGuidance for identifying and retaining records which may become relevant to an actual or alleged incident of child sexual abuse. PDF. This schedule is to be used in conjunction with theLocal Government Common Records Retention Schedule (CORE) / State Government General Records Retention Schedule (SGGRRS),which authorizes the destruction/transfer of public records common to all government agencies. Covers management of the agency and its assets, finances, human resources, and information resources. N _rels/.rels ( j0@QN/c[ILj]aGzsFu]U
^[x 1xpf#I)Y*Di")c$qU~31jH[{=E~ { word/_rels/document.xml.rels ( N0HC;qbD This kind of authority is most often used when old or superseded records are being appraised for disposal. State organisations are required to keep their archives in accordance with the SROsDirections for Keeping State Archives Awaiting Transfer to the State Archives Collection (PDF). The retention schedule is a list of the records created, maintained, used, or received by the agency, along with the approved retention and disposition instructions for each record type (called a "record series"). Word County Assessors Records Retention Schedule - Revision Guide from Version 3.0 to 4.0 (January 2009) PDF County Auditors Records Retention Schedule - Version 5.0 (September 2010) PDF Word County Auditors Records Retention Schedule - Revision Guide from Version 4.1 to 5.0 (September 2010) PDF The purpose of an Ad Hoc Disposal Authority is to authorise disposal action on a once-only basis, i.e. Page 14 of 17. 1. Document Retention Policies for Nonprofits There are two places in which you may find record series retention: Washington State Department of Social and Health Services, Aging and Long-Term Support Administration (ALTSA), Developmental Disabilities Administration (DDA), Facilities, Finance and Analytics Administration (FFA), State General Records Retention Schedules, unique Department of Social and Health Services schedules, Language Testing and Certification Program.