Records Management 102:
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1 Records Management 102: Updates and Reminders For School Districts and ESDs WASBO Conference Spokane May 7, 2015 Julie Blecha Local Government Records Retention Specialist (360)
2 Overview of Today s Session 1. Public Records Laws - Updates 2. Reminders and Helpful Hints 3. Records Retention Schedules - Updates 4. Resources
3 Public Records Laws Open Government Trainings Act Engrossed Senate Bill 5964, Chapter 66, Laws of 2014 RCW Training (governing bodies) RCW Training Local elected officials RCW Training Public records officers Quick Review
4 Sets the rules for public agencies regarding the management of public records requests and the disclosure of public records Under the authority of the Office of the Attorney General Since 1972 Chapter RCW Public Records Act Training mandatory for local elected officials and records officers per Open Government Trainings Act ESB 5964
5 Chapters & RCW Open Public Meetings Sets the rules for ensuring public agencies deliberate and take action on the people s business in open public meetings Under the authority of the Office of the Attorney General Since 1971 Training mandatory for members of governing bodies per Open Government Trainings Act ESB 5964
6 Chapter RCW Preservation & Destruction of Public Records Requirements for the retention, protection and legal destruction or transfer of all public records Under the authority of the Office of the Secretary of State Since 1957 Training mandatory for local elected officials and records officers per Open Government Trainings Act ESB 5964
7 What is a Public Record? RCW For the purposes of retention and destruction, two criteria: 1. Made or received in connection with the transaction of public business 2. Regardless of format
8 Who Creates Public Records? Anyone who makes or receives records while working on behalf of a government agency, commission, board or committee: Elected officials All other public employees Contractors and volunteers
9 Reminders & Helpful Hints Disasters Auditor Findings
10 Types of Disasters Flood Fire Storm Earthquake Human Error Terrorism/Vandalism Computer Viruses Power/Plumbing/ Equipment Failure
11 Disasters can happen to you!
12 They really can.
13 And we know!
14 Because one happened to us!
15 Disaster Preparedness Essential records require appropriate offsite backup (digital, microfilm or naturally occurring copies) Chapter RCW In order to provide for the continuity and preservation of civil government records needed in an emergency and for the reestablishment of normal operations after any such emergency.
16 Disaster Preparedness Place boxes on shelves List box contents on label Prioritize archival and other long-term records
17 Disaster Preparedness Destroy records as soon as they ve met their minimum retention period(s) And keep boxes off the floor!
18 Disaster #2
19 The PUBLIC S Records
20 Crime Doesn t Pay
21 Disaster Preparedness PRESERVATION OF ELECTRONIC PUBLIC RECORDS WAC An agency is responsible for a security backup of active records. A security backup must be compatible with the current system configuration in use by the agency.
22 Disaster Preparedness RCW no public records shall be destroyed until approved for destruction by the local records committee
23 RCW Injury to and Misappropriation of Record Every officer who shall mutilate, destroy, conceal, erase, obliterate, or falsify any record or paper appertaining to the officer's office is guilty of a class B felony and shall be punished by imprisonment in a state correctional facility for not more than ten years, or by a fine of not more than five thousand dollars, or by both.
24 State Auditor Findings Various 2014 ASB Findings? ABC and XYZ
25 State Auditor Findings Various 2014 ASB Findings!!!
26 XYZ State Auditor Findings Various 2014 Findings
27 State Auditor Findings Various 2014 ASB Findings XYZ
28 2014 Records Retention Schedule Updates Local Government Common Records Retention Schedule (CORE) Ver. 3.1 (December) School Districts and ESDs Records Retention Schedule (SCHOOLS) Ver. 8.1 (September) and Ver. 8.2 (December)
29 CORE 3.1 Revisions 1. Financial Transactions - Sensitive Authorization Data (GS ) 2. Tenant Files (Residential Housing)(GS ) 3. Disclosure of Former Employee Information to Prospective Employers (GS ) 4. Workforce Planning (GS )
30 CORE 3.1 Revisions 1. Financial Transactions - Sensitive Authorization Data (GS )
31 CORE 3.1 Revisions 2. Tenant Files (Residential Housing)(GS )
32 CORE 3.1 Revisions 3. Disclosure of Former Employee Information to Prospective Employers (GS )
33 CORE 3.1 Revisions 4. Workforce Planning (GS )
34 SCHOOLS 8.2 and 8.1 Revisions Employee Sexual/Verbal/Physical Misconduct Health Care/Services Provided to Students Certificated Years of Experience Student Assessment Standardized Achievement Testing Student Assignment (Special Service Programs) Bus Sign/Light Violation Special Education (Student History File)
35 SCHOOLS 8.2 Revisions Employee Sexual Misconduct Accusations/ Investigations Sustained and Unfounded SD
36 SCHOOLS 8.2 Revisions Employee Verbal Abuse/Physical Abuse Accusations/ Investigations Sustained and Unfounded SD
37 SCHOOLS 8.2 Revisions Health Care/Services Provided to Students SD
38 SCHOOLS 8.1 Revisions Certificated Years of Experience SD
39 SCHOOLS 8.1 Revisions Student Assessment (School/District Optional) SD Test Selection SD Testing and Results Standardized Achievement Tests (Standardized) SD Communications and Requests SD51-06A-16 Test Results (Group Reports) SD51-06A-17 Test Results (Individual Student) SD51-06A-18 Testing (Mandatory) (covers both secure and non-secure test materials)
40 SCHOOLS 8.1 Revisions Student Assignment SD51-05J-06 General SD51-05J-02 Transfer Requests (Granted) SD Transfer Requests (Not Granted) Student Assignment (Special Service Programs) SD51-06A-13 Student Not Placed SD Student Placed SD Transitional Bilingual Instructio
41 SCHOOLS 8.1 Revisions Bus Sign/Light Violation SD
42 SCHOOLS 8.1 Revisions Special Education (Student History File) SD51-05I-02
43 SCHOOLS 8.1 Revisions Special Education (Student History File) Retention/Disposition Notification SD51-05I-03
44 Current Revision Projects
45 Current CORE Projects 1. Human Resource Management 2. Financial Management Payroll 3. Agency Management Legal Affairs
46 Current SCHOOLS Projects 1. Student Discipline 2. Court Notifications (parenting plans, no-contact orders, custodial rights, etc.) 3. Superintendent Evaluations
47 New Resources 1. Advice Sheets 2. Other online resources
48 Advice Sheets
49 Advice Sheets
50 Advice Sheets
51 Advice Sheets
52 How To Stay Current ordsmanagement/records_local.aspx
53 How To Stay Current Schedules-for-School-Districts-and-Educational-Service-Districts.aspx
54 Washington State Archives Partners in preservation and access Please questions about your public records to:
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