ACHIEVING BASIC RECORDS MANAGEMENT CONTROL Washington State Emergency Management Association Confere

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ACHIEVING BASICRECORDS MANAGEMENT
CONTROLWashington State Emergency Management
Association Conference Ocean Shores21 September
2004
Presented by Lanny Weaver and Wayne
Lawson Southwest Regional Branch Archives
Washington State Archives Office of the
Secretary of State
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Regional Archives System

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Southwest Regional Branch Archives
Olympia
Southwest_at_secstate.wa.govPhone [phone]
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Presentation Topics

• Records Inventory
• General Records Retention Schedule
• Non-current Records Storage
• Standard Function Based Filing
• Essential Records Protection
• Disaster Preparedness
• Electronic Records Management
• Records Disposal

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What Is Records Management?
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Public Records Life Cycle
Lost
Birth
Active Life (in office)
Retirement Home at a storage facility
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Planning
Eternal Life _at_ Archives
Death
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Four Reasons to Save Records

• Records are used in the routine activities of the
  agency.
• Records indicate what the agency has been doing.
• Records contain information of longstanding
  value.
• Records reflect aspects of the agencies
  development.

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What is a Record?

• Books
• Reports
• Receipts
• Maps
• Photographs
• Tapes

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What are my Basic Responsibilities?

• Manage the records
• File the records
• Dispose of the records

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Am I Free toRecycle or Destroy Recordsin my
Office?
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A Few More Basic Questions

• Record type?
• Are they active?
• Semi-active record storage problem?
• Retrieval issues?
• Lost file issues?
• Monitor usage?

•  

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Records Inventory

• Appraisal
• Identification
• Determine location
• Establish record value
• Storage requirements
• Disposition needs

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Planning The Inventory

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Conducting the Inventory A Team Approach

• Use two people
• Create map
• Identify storage container
• Look at current record first
• Survey everything

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Inventory Worksheet
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Inventory Worksheet
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Records Appraisal

• Determine record usefulness
• Verify retention requirements
• Identify disposition needs

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• Physical and Intellectual Control

• Realize control
• Minimize legal problems

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Record Definition Are you Confused?
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Inactive Records How should you manage them?
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Records Management Retention Schedules Records
Center
Historical records search
Records Management
Washington State History
Imaging Services
Archives Research

• www.secstate.wa.gov/archives

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Filing Systems

• Numerical
• Alphabetical
• Alpha Numeric
• Subject
• Chronological

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What is Function-Based File Classification?
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Hard Copy Storage Systems

• File Cabinets
• Hanging Folders
• Moveable Shelving
• Boxes
• Folders

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Microfilm Storage System

• Long term needs only
• Contact Greg Mennegar
• [phone]
• gmennegar_at_secstate.wa.gov

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Electronic Imaging Storage Systems

• Ten year recommendation
• Contact Adam Jansen
• [phone] ext 201

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Electronic Imaging System Approval Form
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Records Disposition Process
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Documenting Records Destruction
PUBLIC RECORDS DESTRUCTION LOG
Date of Disposal
Disposition Authority
Inclusive Dates
Records Series
6/15/97
GS50-03A.20
1960-1987
Vouchers
6/15/97
GS50-03F.1
1985-191
Internal Audit Reports
6/15/97
GS50-05A.2
1990-1991
Audio Tape Recordings of Council Meetings
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Essential Records andDisaster Preparedness
The Manual www.secstate.wa.gov/archives/gs.aspx
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ACHIEVING BASICRECORDS MANAGEMENT
CONTROLWashington State Emergency Management
Association Conference Ocean Shores21 September
2004
Presented by Lanny Weaver and Wayne
Lawson Southwest Regional Branch Archives
Washington State Archives Office of the
Secretary of State