Records Management 102: Updates and Reminders For School Districts and ESDs WASBO Conference Spokane May 7, 2015 Julie Blecha Local Government Records Retention Specialist julie.blecha@sos.wa.gov (360) 586-4902
Overview of Today s Session 1. Public Records Laws - Updates 2. Reminders and Helpful Hints 3. Records Retention Schedules - Updates 4. Resources
Public Records Laws Open Government Trainings Act Engrossed Senate Bill 5964, Chapter 66, Laws of 2014 RCW 42.30.205 Training (governing bodies) RCW 42.56.150 Training Local elected officials RCW 42.56.152 Training Public records officers Quick Review
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 42.56 RCW Public Records Act Training mandatory for local elected officials and records officers per Open Government Trainings Act ESB 5964
Chapters 42.30 & 42.32 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
Chapter 40.14 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
What is a Public Record? RCW 40.14.010 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
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
Reminders & Helpful Hints Disasters Auditor Findings
Types of Disasters Flood Fire Storm Earthquake Human Error Terrorism/Vandalism Computer Viruses Power/Plumbing/ Equipment Failure
Disasters can happen to you!
They really can.
And we know!
Because one happened to us!
Disaster Preparedness Essential records require appropriate offsite backup (digital, microfilm or naturally occurring copies) Chapter 40.10 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.
Disaster Preparedness Place boxes on shelves List box contents on label Prioritize archival and other long-term records
Disaster Preparedness Destroy records as soon as they ve met their minimum retention period(s) And keep boxes off the floor!
Disaster #2
The PUBLIC S Records
Crime Doesn t Pay
Disaster Preparedness PRESERVATION OF ELECTRONIC PUBLIC RECORDS WAC 434-662-040 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.
Disaster Preparedness RCW 40.14.070 no public records shall be destroyed until approved for destruction by the local records committee www.sos.wa.gov/archives/localrecordscommittee.aspx
RCW 40.16.020 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.
State Auditor Findings Various 2014 ASB Findings? ABC and XYZ
State Auditor Findings Various 2014 ASB Findings!!!
XYZ State Auditor Findings Various 2014 Findings
State Auditor Findings Various 2014 ASB Findings XYZ
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)
CORE 3.1 Revisions 1. Financial Transactions - Sensitive Authorization Data (GS2014-030) 2. Tenant Files (Residential Housing)(GS2014-029) 3. Disclosure of Former Employee Information to Prospective Employers (GS2014-031) 4. Workforce Planning (GS2014-032)
CORE 3.1 Revisions 1. Financial Transactions - Sensitive Authorization Data (GS2014-030)
CORE 3.1 Revisions 2. Tenant Files (Residential Housing)(GS2014-029)
CORE 3.1 Revisions 3. Disclosure of Former Employee Information to Prospective Employers (GS2014-031)
CORE 3.1 Revisions 4. Workforce Planning (GS2014-032)
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)
SCHOOLS 8.2 Revisions Employee Sexual Misconduct Accusations/ Investigations Sustained and Unfounded SD2014-020
SCHOOLS 8.2 Revisions Employee Verbal Abuse/Physical Abuse Accusations/ Investigations Sustained and Unfounded SD2014-021
SCHOOLS 8.2 Revisions Health Care/Services Provided to Students SD2012-071
SCHOOLS 8.1 Revisions Certificated Years of Experience SD2014-022
SCHOOLS 8.1 Revisions Student Assessment (School/District Optional) SD2014-023 Test Selection SD2014-024 Testing and Results Standardized Achievement Tests (Standardized) SD2014-025 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)
SCHOOLS 8.1 Revisions Student Assignment SD51-05J-06 General SD51-05J-02 Transfer Requests (Granted) SD2012-067 Transfer Requests (Not Granted) Student Assignment (Special Service Programs) SD51-06A-13 Student Not Placed SD2014-026 Student Placed SD2014-027 Transitional Bilingual Instructio
SCHOOLS 8.1 Revisions Bus Sign/Light Violation SD2014-028
SCHOOLS 8.1 Revisions Special Education (Student History File) SD51-05I-02
SCHOOLS 8.1 Revisions Special Education (Student History File) Retention/Disposition Notification SD51-05I-03
Current Revision Projects
Current CORE Projects 1. Human Resource Management 2. Financial Management Payroll 3. Agency Management Legal Affairs
Current SCHOOLS Projects 1. Student Discipline 2. Court Notifications (parenting plans, no-contact orders, custodial rights, etc.) 3. Superintendent Evaluations
New Resources 1. Advice Sheets 2. Other online resources
Advice Sheets
Advice Sheets
Advice Sheets
Advice Sheets
How To Stay Current http://www.sos.wa.gov/archives/rec ordsmanagement/records_local.aspx
How To Stay Current http://www.sos.wa.gov/archives/recordsmanagement/records-retention- Schedules-for-School-Districts-and-Educational-Service-Districts.aspx
Washington State Archives www.sos.wa.gov/archives Partners in preservation and access Please e-mail questions about your public records to: recordsmanagement@sos.wa.gov