PDF This schedule applies to: Law Enforcement Agencies - Washington ]AzJ*Ie qerEJl XiB(by`8| b:Yd>-_k>?;_5f(zp&fZ N|D6QirWWC7}KM.H*X4Y?-sg5=]4*sl^4A@=640NyGK|u1n +Gb+"Kt'(_Sma 8 3 h_w8L Word. PK ! INDEX TO: DANS. __MKN@V:YdCNAV:Yd%01vi~Ss o PK ! INDEX TO: ESSENTIAL RECORDS. DOCX Utility Services Records Retention Schedule - sos.wa.gov Olympia, WA 98504-0220 [email protected] Phone Numbers. 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. z, /|f\Z?6!Y_o]A PK ! 1. In general, records should be kept that provide: The amount of gross receipts and sales from all sources, including barter or exchange transactions. 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. DOCX Washington Secretary of State 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. Covers management of the agency and its assets, finances, human resources, and information resources. 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. An automatic reduction of retention periods from seven to six years for official public records on record retention schedules existing on June 10, 1982, shall not be made, but the same shall be reviewed individually by the state records committee for approval or disapproval of the change to a retention period of six years. June 2023. How to Write Descriptions, Determine Retention Periods, and Select Designations Checklist for Evaluating New/Updated Records Series. for records in a specific category or date range such as the COVID-19 Contact registers. An agency should have a retention policy in which employees save retainable documents and delete nonretainable ones. f?3-]T2j),l0/%b See also Managing records of Royal Commissions, Reviews, Investigations or Inquiries. TheRetention and Disposal Authority for Records of the National Registration and Accreditation Scheme for Health Practitionershas been developed by the Australian Health Practitioner Regulation Agency (AHPRA) and contractors on their behalf in consultation with the Council of Australasian Archives and Records Authorities (CAARA) National Bodies Working Group representing all the Australian State and Territory members of CAARA. In line with the Disposal Freeze issued by the SRO on 5 April 2018 the following records in any format must not be destroyed until further notice: .All records of past or current actual and alleged incidents of child sexual abuse, and all records related to the care, supervision, education and treatment of children where government employees, contractors, volunteers and outsourced service providers are in contact with children. The purpose of an Ad Hoc Disposal Authority is to authorise disposal action on a once-only basis, i.e. An agency is not required to retain every record it ever created or used. 3. Disposition of public records Iteliminates the need for each government organisation to prepare individual disposal authorities for a large proportion of records. PDF. 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). 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 It is part of MRSC's series on the Public Records Act. Policy 19 - Records Management Note: See 18 CFR 125.3 39. 1 Individual agencies seek approval from the state or local records committee for retention schedules that are specific to their agency, or that, because of particular needs of t. 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. z, /|f\Z?6!Y_o]A PK ! The Policy is designed to: Facilitate and sustain day-to-day operations. DSHS Record Schedules | DSHS - Washington State Department of Social [FIRST FUNCTION NAME] Schedules are approved by the Washington State Records Committee (RCW 40.14) through the Agency Records Officer. Recommendations 8.1 and 8.3 will affect previously approved disposal authorities and amendments to these documents are in progress. Its Final Report was presented to the Governor-General on 15 December 2017. 1. PK ! The following Sector Disposal Authorities (SDA) are currently available: The Council of Australasian Archives and Records Authorities (CAARA) have developed aGeneral Retention and Disposal Authority for Administrative Records of National Bodies(the Authority) that allows commons sets of administrative records for all National Bodies established under the various national schemes to be disposed of in a consistent manner. This open, public meeting will take place online. Retention and Disposal Authorities are an integral part of an organisationsRecord Keeping Plan. What Does "Until No Longer Needed for Agency Business" Mean? The Authority does not authorise the disposal of the administrative records of AHPRA. Records Retention Schedules - Washington State University Record Retention Guidelines by State | Record Nations Page 15 of 17. AGENCY ADMINISTRATION AND MANAGEMENT Page 44 of 155 INDEX TO: SUBJECTS Page 142 of 155 6. 601^Z4a&5>0,[~A?o>?d9. 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. PURPOSE This Policy provides requirements for the creation, maintenance, use, and disposition of City of Olympia records so that City information assets are: Current, accurate and easy to use Managed to support City processes and objectives Open and accessible to City Staff and the public Every state has its own rules on top of the federal government rules. 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). NB: This GDA is to be used exclusively by National Bodies, not State and local government organisations. Y ; word/_rels/document.xml.rels ( WMo0|vY;`WYdHGMZ@1 %sui,h+~L organisational processes for creating and maintaining a safe environment for children, including responses to the Royal Commission's recommendations. LEGACY RECORDS. Public records designated as "Archival (Permanent Retention)" must not be destroyed. State Government GeneralRecords Retention Schedule Version 6.2 August 2021 1. PDF This schedule applies to: Land Use Planning and Permitting - Washington How Are Records Retention Periods Determined? * E&'CffHSD+k%c[uqSBR1bnE[?__w )Em#\PkEj+-LC7bA[jyC yHR. N*sSA-O,aX@EX(hEKc2984>?,d~B#=L ( JWs0fMnvF*X6(,3gd)$O$ o,Dm1[rDX&(Fw(1+[|g^N1rSxptyzY r/`Y8g-CH|m~lGuM;]^J&xUb$(APBy:=UbbbI5 :VJ{V#8@-BT-_ mJ_CR&l rz@:Z.HJr^sH/HiKI}a&L|_ApP. They are a legal instrument which: 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 identifies records that will be retained permanently as State archives. 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. Organisation should complete theArchives transfer request form (XLS)and send tosro@sro.wa.gov.au, Developing a Retention and Disposal Authority. Page 3 of 17. This page provides general guidance on how to manage the retention of electronic public records to help Washington local governments comply with records retention requirements and the Public Records Act (PRA), including some practice tips and do's and don'ts. [Content_Types].xml ( Mo1H(@)(8B%gdOcg*I7"]i33}]? PDF Tip 1-5 Retention Schedules - Washington State Department of Transportation WAC 44-14-03005: - Washington TheArchival Storage Specificationis to be used by government organisations that have obtained approval to retain State archives in accordance with SRC Standards. TheSpecification for Digitisation of State Records must be used in conjunction with the General Disposal Authority for Source Records. Records retention schedules help determine how long agency records must be kept and establishes a method of prompt and legal disposition of record series. MRSC - Managing Electronic Records Preservation and Destruction of Public Records (chapter 40.14 RCW), Preservation of Electronic Records (WAC 434-662), How Schedules Affecting More than One Agency are Updated, Preparing State Agency Schedules for Submission. Public records officers must receive training on retention of electronic records. Object Moved. Retention schedules vary based on the content of the record. Records Retention Schedule. Destruction, disposition of official public records or - Washington Supporting documentation for all deductions, exemptions, or credits claimed. 2. The General Disposal Authority for State Government Information was developed by the SRO in consultation with other agencies toenablethe lawful disposal of information documenting the common operations within government. 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. 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. [SECOND FUNCTION NAME] Page 9 of 17. 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. The General Disposal Authority for Local Government Records wasdeveloped by the SRO in consultation with local government agencies. State Agencies Records Retention Schedules - Washington Secretary of State The law requires businesses to keep complete and adequate records for a period of at least five years. On this Page Retention Requirements Case Files 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. Assist in answering questions about past decisions and activities. Retention and Disposal Authorities may takethe form of a: The State Records Commission approves all Retention and Disposal Authorities. MRSC - Retention Requirements for Law Enforcement Records PDF. Pm@ ' word/document.xml};`yU},+PT"@URI=fm6P(E@}0{sf=QI6. Air Pollution Control Authorities Records Retention Schedule - Version 1.3. 1. 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. 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. 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. Accounting/Fiscal Records Administrative- Executive Level Records (Dean and above) Administrative-General Office Operations Information Services Records 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. Records Retention Schedules for Counties - Washington State Archives 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"). For example, documents with no value such as internal meeting scheduling emails can be destroyed when no longer needed, but documents such as periodic accounting reports must be kept for a period of years. PDF This schedule applies to: All State Government Agencies - Washington This page provides guidance on how long police and sheriff departments in Washington State must retain various types of commonly requested records. Page 12 of 17. Public records covered by records series within this records retention schedule must be retained for the minimum retention period as specified in this schedule. RCW. Local Government Common Records Retention Schedule (CORE) - Version 4.2. It is to be used in conjunction with the other approved schedules that relate to the unique functions of the agency. If certain records categories are referenced in one or more disposal authority, the longest retention period must be applied. Because different kinds of records must be retained for different periods of time, an agency is prohibited from automatically deleting all emails after a short period of time (such as thirty days). How to Describe Records Series Using an Excludes Statement. 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 Record keeping requirements | Washington Department of Revenue Page 14 of 17. PURPOSE This Policy provides requirements for the creation, maintenance, use, and disposition of City of Olympia records. 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. The State Records Office is not currently in a position to recieve archives. RCW, An agency is prohibited from destroying a public record, even if it is about to be lawfully destroyed under a retention schedule, if a public records request has been made for that record. Volume 8 of the Report, concerning Recordkeeping and Information Sharing, contains 23 recommendations. On this Page Overview }T\y,9FK[^BJtO} DRAFT #1 - Version 1.0 ([Month Year]) GLOSSARY. . VDOMDHTMLe>Document Moved. 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)).

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