Records management processes procedure for conducting a records inventory pdf procedure for preparing a records inventory and disposition. The primary duties of our office revolve around filing, docketing, attending court, issuing of notices, records management, and reporting to the administrative office of the courts. The first step in records management is to understand what is a record. Handbook on records management practices and guidelines for. Records management is the systematic and administrative control of records throughout their lifecycle to ensure efficiency and economy in their creation, use, handling, control, maintenance, and disposition. The university archives, located in bender library, is the official repository for all university records of lasting value once they are no longer. Stocked forms are stored at the fulfillment center. We recommend that you begin by reading the electronic records management strategy guidelines for a. The dol records management program consists of managerial activities required to ensure the proper management of agency records. Apply to records specialist, receptionist, customer service representative and more. The offender health record will be maintained with the central file. If you experience any technical difficulties accessing the.
Electronic records with longterm retention that only exist electronically i. Uwmadison libraries uw archives and records management. Patient information retention and disposal schedule. Open shelves open shelving provides high density access to file folders while occupying significantly less floor space than a vertical or lateral cabinet. Adrm assistant departmental records manager bd bureau and department ccgo central cyber government office cm content management drm departmental records manager edms electronic document management system eim electronic information management erks electronic recordkeeping system erm electronic records management fr of an erks functional requirements of an electronic. This includes the protection of records in the event of a disaster. Adrm assistant departmental records manager bd bureau and department ccgo central cyber government office cm content management drm departmental records manager edms electronic document management system eim electronic information management erks electronic recordkeeping system erm electronic records management fr of an erks functional requirements of an electronic recordkeeping system.
Scanning, imaging and papertodigital conversion services to help make your business more productive. Basics of records management florida state capitol. An effective records management policy allows us to meet operational needs and legal requirements for record retention and privacy protection, optimize office space, minimize the cost of record retention, and properly dispose. The records management program at central washington university provides information for the identification, management, and preservation of active, inactive, and archival records.
Please contact the university records officer with any questions regarding retention schedules. This manual provides guidelines and procedures for the proper administration of a records management. Records management jobs, employment in washington, dc. To use the health records feature, patients must have a my peacehealth account. This schedule does not apply to wa health administrative records, nonpatient functional records, financial and accounting records, or human resource management records.
Handbook on records management practices and guidelines. Records management training free workshops are available on a variety of records management topics including records management basics, electronic records, disaster preparedness and. The university and the state of washington have designated us as the legal authority for determining how long electronic and paper records must be retained. The program operates under public records law, rcw 40. Hapa ni mtaa wa jaribu, magomeni mapipa, ilifanyika dua nyumbani kwa mzee mshamu italo mwaka 1957 kabla ya hayati baba wa taifa mwl julius nyerere download. For more information, please visit our page regarding the closure. At a personal and local level it is about individuals. Thus, setting up an electronic records management system and paying close attention to retention. The department of the navy don records management rm program establishes policies and procedures for life cycle management creation, maintenance, use, and disposition of don records. Records relevant to current public disclosure requests or litigation current.
Essential records manual washington secretary of state. The university is committed to effective records management that includes meeting operational needs and legal requirements for record retention and privacy. Healthcare providers will have access to an offenders central file upon request. As the university of washington is considered a state agency, this chapter applies to university records. The following public records index is a broad list of the types of records we maintain. New employee onboarding checklist word basics of records management brochure pdf 4 essentials of records management pdf 4 essentials of the public records act pdf. Records management services university of washington. The correctional records program administrator will serve as the departments records officer, who will coordinate the department records management program and. For more information on how to manage your records, please see.
Any information created or received by the university of washington is considered a record, regardless. Workforce development toolkit technical training records and information management community engagement construction development division emergency management environmental services gis maintenance records and information management traffic operations transportation equipment fund tef washington state ferries wsf. Retention schedules apply to all public records, regardless of format. Records management issued by the lord chancellor under section 46 of the freedom of information act 2000. Click on the link to print the schedule, otherwise search the table below for the appropriate record series. The records coordinator is the person designated in your department to be the main liaison with university records management services. Public records covered by records series within this records retention schedule must be retained for the minimum retention period as specified in this schedule. Records management provides advice, guidance, and support to state and local government agencies in the management of public records. Leslie koziara, crm, ermp electronic records management consultant leslie. Chapter 9 records management revised april 18, 2006 what is the purpose of records management. Records management compliance george washington university. Records management is also the designated administrator of the countys onbase document management software system.
Our files management planning manual provides guidance for establishing and maintaining the records of your office by the most efficient and economical means available. Director of records management services, university of washington. They will receive the accession confirmation report confirming the receipt, retention and storage location of the boxes on the storage request form. Washington county circuit clerk what does the circuit clerk do. Place specific records series in one or more boxes, depending on their volume. All public records shall be and remain the property of the state of washington.
Times for inspection and copying posting on web site. Stafford hospital patient identification authorization to release confidential medical information. They are often the fastest and most convenient filing equipment to use. Keep electronic records in electronic format washington. Records management by judith readsmith, managing the crowd. Records management services records management services. Local government records retention schedules alphabetical list. All branches and facilities of the washington state archives are closed to the public until at least may 5th. Sending boxes to the washington national records center please mark your calendars, for thursday of each week which is the day designated by the noaa warehouse to ship records boxes to or from the wnrc. The goal of floridas records management program is to provide professional assistance to state and local government agencies in managing the records and information required to take care of the business of government. Archives and records management is based upon the records series concept and two primary principles, the records life cycle and records appraisal. This includes the secure storage, maintenance, and accountability of records created or received within the department, and the proper use and disposition of those records. The records analysis section provides you, our client, the following support.
The uw general records retention schedule is organized by sections, based upon the function of the record. Washington state archives strongly recommends the disposition of public records at the end of their minimum retention period for the efficient. The isabella bush records center warehouse provides lowcost, secure storage for state agency records that must be retained for audit, legal, fiscal, or administrative needs, but that are no longer used. Serve as primary contact for department employees, contract staff, and volunteers with the state records committee and the office of the secretary of state, 2. Records management in the public sector this report has been prepared for submission to parliament under the provisions of section 25 of the auditor general act 2006. Records management training free workshops are available on a variety of records management topics including records management basics, electronic records, disaster preparedness and more. Open shelves are readily adaptable to the storage and management of paper records, magnetic media, microforms, and. State agencies are required to maintain an index of selected records. The object of proper files management is to be able to find the record you need quickly and economically, regardless of its format. Records management washington state digital archives.
This guide, created in partnership with the state auditors office center for government innovation, is intended to help washington government agencies to identify, evaluate, and select records management technology solutions that are best matched with their needs, goals, and budgets. A record series is a group of records or documents. Electronic records records management services uw finance. The value of a record is determined by content, not by format. Provide guidance to state and local government agencies regarding the definition of a public record for the purposes of records retention.
This office also acts as the countys liaison with the washington state archives for records retention schedule matters, and transfer of historical records to state custody. Washington state archives, digital archives is the first digital archives in the nation to preserve the electronic records of both state and local government. Department of commerce records management program office. In the absence of a records management briefing or lack of provided related documentation, resources such as the records management handbook and other guidance products are available for reference at the. To implement a costeffective departmentwide program that provides for adequate and proper documentation of department of energy activities, proper records disposition, and promotes economy and efficiency in the program. Records management american university, washington, dc.
It isnt a complete list of all our records, but provides an excellent overview of the records available. Use washington state archives cubic foot boxes these are available new from the bookstore and used from the records center. Archives records management washington state archives. Records transmittal pdf instructions for records transfer to the records center. Physical records and information management solutions including stateoftheart record centers and secure media vaults.
Electronic records management strategy read this set of guidelines first for basic, key concepts in electronic records management. Managing and overseeing information compliance at uw. Public records include any paper, correspondence, completed form, bound record book, photograph, film, sound recording, map, drawing, machinereadable material, compact disc meeting current industry iso specifications, or other. The records management program at jefferson lab ensures that record information is controlled, maintained, appraised, and disposed of in compliance with legal requirements, department of energy doe requirements, and other federal requirements. These are the pdf s for the record schedules in the table below. Basics of records management what is a public record. When a state entity creates a record, a plan must exist for where the record will be kept, how long it should be kept, will it need to be preserved for. Records management policy statement schools and divisions that maintain george washington university university records are responsible for establishing appropriate records management processes in line with the contents of this policy. Records management services creates two categories of records retention schedules for the university of washington. Archives records management washington state archives wa. Records retention schedules all public records held by washington s state institutions must be retained according to records retention schedules approved by the state records committee, as required by rcw 40. The archives strongly recommends documenting records destruction. Records and information management document storage and. The isabella bush records center warehouse provides lowcost, secure storage for state agency records that must be retained for audit, legal, fiscal, or administrative needs, but that are no longer used frequently enough to justify expensive office storage.
Sample training roster examples of other possible sources for training materials andor speakers include the washington secretary of states office records managementretention, the municipal research and services center, the association of washington cities, the washington association of county officials, the washington. Documents and indexes to be made public statement of costs. Washington state government general records retention. The university and the state of washington have designated us as.
Identifiable records facilities for copying availability of public records. State archives provides a com service for tiff images, ms word, excel, pdf. These items are both a part of the new employee records management toolkit as described in executive policy inf156ep. Electronic records management guidelines 1 table of contents introduction describes the legal framework guiding the development of an electronic records management strategy, and the purpose of the guidelines. University archives collections university archives guidelines. Files management planning records management services. 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. They shall be delivered by outgoing officials and employees to their successors and shall be preserved, stored, transferred, destroyed or disposed of, and otherwise managed, only in accordance with the provisions of this chapter. Operational related record schedules uw archives and. Records retention schedules clearly state how long records created and received by the university of washington, in both electronic and paper format, must legally be retained. Records management washington municipal clerks association. Search for your ancestors in our collection of washington census and naturalization records at the digital archives. Electronic records management guidelines introduction section containing questions to spark discussion, and an annotated list of resources to use for more detailed research.
Records management services creates two types of retention schedules for those under our jurisdiction general records retention schedules and departmental retention schedules. Washington state archives services include training and consultation on records management programs and procedures, basic file management, records retention, records. Records management is the system an office uses to create, maintain, and preserve or destroy its records. Originating in 2004, and last revised in 2017, the records management policy is one that applies to all schools and divisions that maintain gw records. Washington national records center, 4205 suitland rd, suitland, md 207468001. The retention schedules below were approved by the committee on april 3, 2019, and supersede all. Adobe acrobat pro or document cloud is a pdf creation. Records management the university archives selects, preserves, and provides access to the records of the university and related materials of enduring historical and administrative significance. To order a stocked form, you must order online through the. Offender health records will be created and maintained per doc 640. Be aware that all records pertaining to ongoing or pending audits, lawsuits or even reasonably anticipated lawsuits, litigation holds or public disclosure proceedings must not be destroyed, damaged or altered until the issue is resolved and you are specifically advised that such records may be. Washington association of sheriffs and police chiefs.
Software solutions for more efficient, secure and compliant document management. Electronic records management consultant, central wa. Proposed by the county archivist and recommended by the washington county public records commission, the resolution requires that all county offices and departments use the. Data mapping checklist secretary of state of washington. If an email or im helps you conduct the substantive duties of your office, it is a record and must be scheduled as if it were any other paper document. Sample training roster examples of other possible sources for training materials andor speakers include the washington secretary of states office records management retention, the municipal research and services center, the association of washington cities, the washington association of county officials, the washington. Washington state archives records management 101 presented by. Mary washington hospital health information management department, 1201b sam perry blvd, suite 210, fredericksburg, va 22401 or fax to. Records management 101 washington secretary of state. Records management at its september 25th, 2017 meeting, the county commission adopted resolution 170912.
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