3610-R1 - Procedures Regarding Retention and Disposition of District Record

Adopted
2/3/75

Revised
6/18/85

The retention and disposition of district records shall be accomplished according to the procedures outlined herein.

LEGAL DEFINITIONS
The legal definitions relating to public records are found in WAC-414.

STATUS OF RECORDS
Each records series shall be evaluated to determine its status using the following designations:

  • Active Records — Referenced daily or frequently.
  • Semiactive Records — Records referenced less frequently.
  • Inactive Records — Records referenced infrequently if at all.
  • Permanent Records — Records of permanent value administratively, legally, financially and/or historically and may be active or inactive but not disposable.
  • Disposable Records — Records which reach a point of inactivity and are of no further administrative, legal, financial or historical value.

DESCRIPTIONS OF VALUES
1. Administrative Value

Records are created to help accomplish the functions for which the district is responsible. They have administrative value as long as they assist the district in performing either current or future work. The primary administrative use of most records is exhausted when the transactions to which they relate have been completed.

Some administrative records contain basic facts concerning the district's origin, policies, functions, organization, and significant administrative decisions. These records should be preserved to provide adequate documentation of the district's operations.

2. Legal Value

Records have legal value if they contain evidence of legally enforceable rights or obligations of the district. Examples of these are records that provide the basis for action, such as legal decisions and opinions; fiscal documents representing agreements, such as leases, titles, and contracts; and records of action in particular cases.

3. Fiscal Value

Records of fiscal value are those which pertain to the financial transactions of the district, such as budgets, ledgers, allotments, payroll and vouchers. After those records have served their basic function, they may still have sufficient fiscal value to justify their retention in storage for a time to protect the district against court action or to account for the expenditure of funds.

4. Research, Historical, or Archival Value

Some records have enduring value because they reflect significant historical events or document the history and development of the district. It is important to examine critically those records selected for research purposes and to re-evaluate them periodically to insure that the material being accumulated is actually filling a valid research need.

EVALUATION OF RECORDS
Evaluation of records shall be done by considering the legal definition, the status, and the value of records.

Based on the inventory data gathered, each identifiable records series shall be independently evaluated for retention or destruction.

DETERMINATION TO RETAIN OR DESTROY RECORDS
Decisions regarding whether records will be retained or destroyed shall be made by the district records custodian in keeping with the foregoing designations, state statutes and regulations, and district needs.

All district records, except student records, shall be retained or disposed of as prescribed by state statute and regulation or this policy and regulations.

For requirements regarding retention or disposition of student records, see policy JO and procedures JO-R1.

STEPS REQUIRED TO RECEIVE AUTHORITY TO DISPOSE OF PUBLIC RECORDS
1. The Edmonds School District shall

a. Inventory records.

b. For recurring authority to dispose of records in accordance with the provisions of RCW 40.14.070, use Public Records Retention Schedule and Destruction Authorization. This form is to be completed as follows:

1) COUNTY, CITY OR OTHER LOCAL AGENCY:
Name of the local government entity, e.g., Edmonds School District shall be entered.
2) OFFICE OF RECORD:
Name of the local office, section or department, e.g., Business Office, shall be entered.
3) NAME AND TITLE OF RESPONSIBLE OFFICER:
Name and title of the official or person in charged of or having custody of the records involved, shall be entered.
4) DATE:
5) ITEM NUMBER:
Each item or records series shall be numbered consecutively.
6) RECORDS SERIES TITLE AND DESCRIPTION:
Each records series shall be listed by name, for example, vouchers. The content of the series and its function, e.g., payment vouchers, single form with copies of vendor invoices attached, used for authorizing payment to vendors for goods and services, shall be described in a sentence or two. If possible, a sample of each records series listed on the schedule shall be attached.
7) OPR or OFM:
The appropriate classification shall be indicated. (WAC 414-080-040 or WAC 414-08-050.)
8) RECORDS LOCATION:
Primary Copy. If the record being reported is an only copy, it shall be so indicated and NONE shall be entered in the other copy column. If the record is duplicated, which copy is the primary and which is the secondary shall be determined. If the reporting office holds the primary copy, it shall be so stated under primary copy location column. If the primary copy is located in another office, the reporting office shall be entered in the other copy location column.
9) RETENTION PERIOD:
The length of time it has been determined to be necessary or desirable to retain the copy of the record in question shall be entered. Retention of OPR records is automatically a minimum of 7 years (WAC 414-080-40).

c. Requests shall be submitted in triplicate to the Washington State Local Records Committee, in care of the Division of Archives, 218 General Administration Building, Olympia, Washington 98504.

2. The State Archivist shall:

a. Receive requests and assign disposition authority numbers.
b. Submit requests to the State Local Records Committee.

3. The Washington State Local Records Committee shall:

a. Review requests and amend retention periods or dates of destruction to comply with legal and fiscal requirements, if necessary, and with committee requirements.
b. Designate historical records for transfer to State Archives or to other recognized depository.

4. The State Archisist Shall:

a. Log return of all approved requests to the Edmonds School District.
b. Arrange for transfer and accessioning of records deemed to be of archival value to the Archives or to another recognized depository.

5. The Edmonds School District shall:

a. Receive approved copies of requests from the Washington State Local Records Committee.
b. Dispose of records authorized for destruction by schedule or list and in accord with instructions of the Committee.
c. Retain records deemed of historical value for receipt by State Archives or another designated depository.
d. File and maintain signed copies of schedules or lists as proof of authority and evidence of what records have been disposed of.
e. Implement scheduled authority as required to dispose of obsolete records by completing the district's Records Disposal Authorization Form (x-597) on the reverse side of Public Records Retention Schedule and Destruction Authorization Form.

METHODS OF RECORDS DESTRUCTION (WAC 414.24.070, 414.24.080)
After the state local records committee has authorized the disposal of public records by or for destruction, it shall be the responsibility of the director of business services of the school district or his/her designee, having requested such authorization, to cause such records to be destroyed promptly and effectively. The primary objective of such destruction shall be to reduce the records to an illegible condition. Burning, pulping, shredding, or recycling are considered to be the most effective methods of accomplishing that objective. Having received appropriate authorization from the state local records committee (WAC 414.24.080), the district may destroy records by selling them to be recycled. The following conditions must be adhered to if this method of destruction is ordered.

  1. The prompt destruction of the records shall be insured, and the responsibility for such destruction shall continue to be that of the school district until accomplished.
  2. The individual or entity purchasing such records shall have in effect or shall provide a performance bond in a penal sum of not less than $100,000 or the face value of the records being sold, whichever is less.
  3. Records shall not be kept in unattended and unprotected storage prior to their destruction.
  4. The director of business services of the school district or his/her designee shall obtain and preserve evidence of the destruction of such records in the form of a destruction certificate from the person or entity to whom they are sold.

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