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Washington State Archives

Washington State Archives. Electronic Records Retention & The Digital Archives. Presented by: Russell Wood – State Records Manager Kerry Barbour – Digital Archivist. This session will cover: Records retention requirements Putting it into practice How we can help you

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Washington State Archives

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Presentation Transcript

  1. Washington State Archives Electronic Records Retention & The Digital Archives Presented by: Russell Wood – State Records Manager Kerry Barbour – Digital Archivist

  2. This session will cover: Records retention requirements Putting it into practice How we can help you Washington State Digital Archives Overview

  3. Get to know your Washington State Archives But first…

  4. “To centralize the archives of the State of Washington, to make them available for reference and scholarship, and to ensure their proper preservation...” (RCW 40.14.020) Mandate of the Archives

  5. State Archives Building

  6. State Archives Collection

  7. Total Cubic Feet of Documents Pages at Archives Electronic Records Microfilm Images in Vaults Pages at Records Center Records In Our Custody Archives Collection as at March 2009 650,361 404,230,000 80,667,000 680,916,200 721,672,500 1.9 Billion!

  8. Regional BranchesRepositories for Archival Public Records and Advice for Local Governments Northwest (Bellingham) Eastern (Cheney) Puget Sound (Bellevue) Central (Ellensburg) Southwest (Olympia)

  9. Digital Archives Cheney, Washington

  10. Basics of Records Retention

  11. For the purposes of retention and destruction, two criteria: Regardless of format; Made or received in connection with the transaction of public business (RCW 40.14). For public disclosure, refer to RCW 42.56. What is a Public Record?

  12. No public records shall be destroyed until approved for destruction by the Local Records Committee. (RCW 40.14.070) What needs to be kept?

  13. Established under RCW 40.14.070 Comprised of: State Auditor representative Attorney General representative State Archivist Who is the Local Records Committee?

  14. Local Records Committee grants approval in the form of records retention schedules. Records retention schedules describe: Type of records approved for destruction; Minimum period for which they need to be retained; and Which records also have archival value. Approval for Destruction

  15. For non-archival records: Retain for the minimum retention; THEN Destroy. Records subject to current public disclosure requests or litigation (current or reasonably anticipated) must not be destroyed. What happens next?

  16. Records determined by the State Archivist as having permanent and enduring historical and/or legal value. Typically only 2-5% of records have archival value. Listed on Records Retention Schedules. What are Archival Records?

  17. Archival records must not be destroyed. Agencies must either: Keep the records themselves indefinitely; OR Transfer the records to Washington State Archives (at no cost). What do I do with Archival Records?

  18. Electronic records must be retained in electronic format … for the length of the designated retention period. Printing and retaining a hard copy is not a substitute for the electronic version. (WAC 434-662-040) “Born Digital” Records

  19. Metadata associated with “born digital” records establishes and preserves the authenticity of the record which is the evidence of the transaction it documents. Printing electronic records (e.g. emails) preserves the informational content but not the authenticity of the record. Why Printing Doesn’t Work

  20. Conversion to an imaging system does not automatically authorize the destruction of the source documents for which images have been created. Requires “Electronic Imaging System (EIS)” approval. (WAC 434-663-600) Digitized Records

  21. Agencies need to: Retain all public records for at least the minimum retention period as listed on the approved Records Retention Schedule. Continue to retain or transfer to Washington State Archives, all archival records In Summary…

  22. Applying Records Retention Schedules “Putting it into Practice”

  23. Port Districts use both: Local Government Common Records Retention Schedule (CORE); AND Local Government General Records Retention Schedule (LGGRRS). Records Retention Schedules

  24. Covers records common to all local government agencies: Agency management; Asset management; Financial management; Human Resource management; Information management. CORE Retention Schedule

  25. Covers records unique to port districts, such as: airport certification; cargo handling and storage documentation; landing fee reports; vessel logs. General Retention Schedule

  26. Example

  27. Don’t try and mange each record individually. Group “like” records together into folders and manage retention at the folder level. Base folder structure on the record types used in the records retention schedules. Applying to Electronic Records

  28. Retention applies to records within the database, not the database itself. Is the database the primary record or a finding aid to other records? Are updates to database records actually destroying records? Applying to Database Records

  29. Retention is based on the content and function of the records not the format. Websites typically comprise many different types of records with different retention requirements. Applying to Websites

  30. Some web content may be considered: secondary copies of records held elsewhere (in hardcopy, within databases, etc.). advice relating to the agency’s mission and core business. other records series relating to the core business of the agency. Applying to Websites (cont.)

  31. Digital archives will … copy state and local government web sites that are determined to have archival value either annually or more frequently. (WAC 434-662-140) Archival snapshots. May not satisfy all legal and other requirements to retain records of websites. Website Spidering

  32. Four key considerations for posts and comments on social networking sites: Is there a transaction of public business? Are these copies of other records? Can the record be kept? Does another record of the transaction need to be created? Applying to Blogs, Twitter, etc

  33. Transitory / non-records / secondary copies (use CORE GS50-02). Destroy non-archival records at end of their minimum retention period. Transfer archival records to Washington State Archives. Get Rid of What You Don’t Need

  34. How We Can Help You

  35. Website: www.secstate.wa.gov/archives Electronic Records Consultants: Eastern WA: Scott Sackett Western WA: Coming Soon Questions: recordsmanagement@secstate.wa.gov Records Management Advice

  36. Subscribe to email notification listserv for: Training opportunities Retention schedule changes Records management advice Link on website: www.secstate.wa.gov/archives Currently only 8 ports subscribed Notification Service

  37. Training Calendar online Classes and seminars across the state Contact us for special needs Recent PowerPoints available online Records Management Training

  38. Available online Searchable database Revisions and modernization underway Records Retention Schedules

  39. Available again for 2009-11 Focus on digitization and online access for archival records: Minutes Ordinances Resolutions County Auditor Recordings (esp Deeds) Court Records Local Records Grants

  40. Imaging Services able to scan & microfilm New Service: Images to 35mm microfilm Storage of Security Backups (no charge) Security Microfilm Vaults Digital – Disaster Recovery Service Disaster Preparedness

  41. Imaging Services – providing scanning and microfilming services Electronic Imaging Systems (EIS) applications for approval for the early destruction of source documents after digitization Digitization

  42. Storage, preservation and access provided by professional staff (at no cost) Paper and electronic records Regional research rooms and www.digitalarchives.wa.gov Preservation of Archival Records

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