local-government-common-records-retention-schedule-core-v.4.2

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

Page 1 of 197

This schedule applies to: All Local Government Agencies

Scope of records retention schedule

This records retention schedule authorizes the destruction/transfer of the public records of all local government agencies relating to the common functions of the

management of the agency, and management of the agency’s assets, finances, human resources, and information resources. It is to be used in conjunction with

the other approved schedules that relate to the functions of the agency.

All current approved records retention schedules can be accessed online at: http://www.sos.wa.gov/archives/recordsretentionschedules.aspx.

Disposition of public records

Public records covered by records series within this records retention schedule must be retained for the minimum retention period as specified in this schedule.

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.

Public records designated as Archival (Permanent Retention) or Non-Archival (with a retention period of “Life of the Agency” or “Permanent”) must not be

destroyed. Records designated as Archival (Appraisal Required) must be appraised by the Washington State Archives before disposition. Public records must not

be destroyed if they are subject to ongoing or reasonably anticipated litigation. Such public records must be managed in accordance with the agency’s policies and

procedures for legal holds. Public records must not be destroyed if they are subject to an existing public records request in accordance with chapter 42.56 RCW.

Such public records must be managed in accordance with the agency’s policies and procedures for public records requests.

In addition to the minimum retention requirements specified in this schedule, there may be additional (longer) retention requirements mandated by federal, state,

and/or local statute, grant agreement, and/or other contractual obligations.

Revocation of previously issued records retention schedules

All previously approved disposition authorities for records that are covered by this retention schedule are revoked, including those listed in all general and agency

unique retention schedules. Local government agencies should take measures to ensure that the retention and disposition of public records is in accordance with

current approved records retention schedules.

Authority

This records retention schedule was approved by the Local Records Committee in accordance with RCW 40.14.070 on August 4, 2021.

Signature on File

For the State Auditor: Al Rose

For the Attorney General: Matt Kernutt

The State Archivist: Steve Excell

Local Government Common Records Retention Schedule (CORE)

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REVISION HISTORY

Version

Date of

Approval

Extent of Revision

1.0

December

16, 2008

Consolidation of existing records series common to all local government agencies (from all local government general schedules) into a single records

retention schedule. No changes to records series titles, descriptions, retention periods, disposition authority numbers (DANs), or archival designations.

EXCEPTION: All duplicate DANs have been assigned new DANs. New series relating to Electronic Imaging Systems (EIS) source documents (DAN GS50-09-14).

2.0

January 28,

2010

Complete revision of Information Management function. New Records Conversion activity created. Library records series transferred from Local

Government General Records Retention Schedule (LGGRRS) Version 5.0 and updated. Electronic Information Systems activity completely revised and

placed in Asset Management function. New archival designations introduced in all new and revised records series. (Definitions can be found in the

Glossary.) Revision numbers have been added to all Disposition Authority Numbers (DANs). A new section, Records with Minimal Retention Value, covers

records previously covered by GS50-02 (which has been discontinued). Removed “Secondary Copy” and “Remarks" columns in all activities with new and

revised records series. Also removed extraneous notes about revisions and corrections in all records series.

2.1

July 29,

2010

Records series in the Risk Management/Insurance and Legal sections (covering accidents/incidents, guardian permission for minors, and claims for

damages) have been revised. The Industrial Insurance (workers’ compensation) section has been updated and consolidated, and a new series covering

LEOFF 1 claims has been added. GS50-01-11 (covering contracts and agreements) has been updated to include legal agreements of all kinds, such as

liability waivers, hold harmless agreements, insurance waivers, etc. Two new series covering agency strategic plans have been added. A new series

covering Superior Court source records (which have been reproduced) has been added. An obsolete records series relating to public disclosure requests

has been discontinued.

2.2

December

15, 2011

Critical updates based on user feedback/input. 36 pages removed. 77 records series discontinued, 34 revised, and 28 added. 31 existing series relating to

financial transactions have been consolidated into 2 new series: Financial Transactions – General, and Financial Transactions – Bond, Grant and Levy

Projects. 19 existing series relating to meetings and hearings have been consolidated into 2 existing and 4 new series. Added “Designations” column;

removed “Item No.”, “Secondary Record Copy”, and “Remarks" columns. (Some remarks have been added to description as “Notes”.) All records series

relating to purchasing have been moved to Financial Management/ Purchasing. The Contracts and Agreements section has been updated/enhanced, and

a new Training section has been added to cover agency-provided training. (These and many more changes are detailed in the Revision Guide.)

3.0

November

29, 2012

Complete revision of the Asset Management function. 34 new series; 7 series transferred in from LGGRRS Version 5.2; 87 series revised; and 78 series

discontinued. Multiple activities restructured and several new activities added including: Elections (Elected Officials, Initiatives and Referenda);

Emergency Planning, Response and Recovery; and, Local Government Legislation. (All changes are detailed in the Revision Guide.)

3.1

December

18, 2014

Added new series (GS2014-030) to urgently address the payment card Sensitive Authentication Data issue. Three additional series added (GS2014-029,

GS2014-031, and GS2014-032); one discontinued (GS2010-085); and 11 revised/updated. Also, corrections made to 11 DAN revision numbers (e.g., “Rev.

0”) (All changes are detailed in the Summary of Changes.)

Local Government Common Records Retention Schedule (CORE)

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Version

Date of

Approval

Extent of Revision

3.2

August

20, 2015

One records series modified. GS2014-030 renamed Financial Transactions – Sensitive Cardholder Data and description modified to include primary

account/credit card number (PAN) as well as all Sensitive Authentication Data (SAD). Exclusions on p.90 & 91 updated. (No Summary of Changes.)

3.3

October 27,

2016

Minor revisions to the “Agency Management – Meetings and Hearings” and “Records with Minimal Retention Value (Transitory Records)” sections.

4.0

May 18,

2017

Complete revision of Human Resource Management, Legal Affairs (Agency Management), and Payroll (Financial Management).

IMPORTANT: Disposition authority for legal advice/opinions provided by the agency attorney (or outside counsel) is granted with the DAN

for the records to which the advice relates, whether specified in each individual records series or not. EMPLOYEE refers to any individual

who performs tasks or assumes responsibilities for or on behalf of the agency, whether paid or unpaid (e.g., appointed, volunteer, contract,

temporary, etc.) This definition applies only in relation to legal disposition authority and does not refer to legal employment status. 16

records series added; 63 revised; and 98 discontinued. (All changes are listed in the Summary of Changes.)

4.1

August 5,

2020

Minor revisions to the “Asset Management – Security” section.

4.2

August 4,

2021

Minor revisions to the “Human Resource Management – Employee Health and Safety” section.

For assistance and advice in applying this records retention schedule,

please contact Washington State Archives at:

recordsmanageme[email protected]

or contact your Regional Archivist.

http://www.sos.wa.gov/archives/

Local Government Common Records Retention Schedule (CORE)

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TABLE OF CONTENTS

1. AGENCY MANAGEMENT .............................................................................................................................................................................................6

1.1 ADMINISTRATION (GENERAL) .................................................................................................................................................................................................................. 6

1.2 AUTHORIZATION/CERTIFICATION .......................................................................................................................................................................................................... 10

1.3 CHARTER, JURISDICTION AND MISSION ................................................................................................................................................................................................ 11

1.4 COMMUNITY AND EXTERNAL RELATIONS ............................................................................................................................................................................................. 14

1.5 CONTRACTS/AGREEMENTS .................................................................................................................................................................................................................... 17

1.6 ELECTIONS (ELECTED OFFICIALS, INITIATIVES AND REFERENDA) .......................................................................................................................................................... 21

1.7 EMERGENCY PLANNING, RESPONSE, RECOVERY ................................................................................................................................................................................... 25

1.8 LEGAL AFFAIRS ....................................................................................................................................................................................................................................... 27

1.9 LOCAL GOVERNMENT LEGISLATION ...................................................................................................................................................................................................... 36

1.10 MEETINGS AND HEARINGS .................................................................................................................................................................................................................... 37

1.11 PLANNING .............................................................................................................................................................................................................................................. 44

1.12 POLICIES AND PROCEDURES .................................................................................................................................................................................................................. 46

1.13 REPORTING ............................................................................................................................................................................................................................................ 47

1.14 RISK MANAGEMENT/INSURANCE .......................................................................................................................................................................................................... 48

1.15 TRAINING ............................................................................................................................................................................................................................................... 52

2. ASSET MANAGEMENT .............................................................................................................................................................................................. 56

2.1 ACQUISITION/OWNERSHIP .................................................................................................................................................................................................................... 56

2.2 AUTHORIZATION/CERTIFICATION .......................................................................................................................................................................................................... 61

2.3 CONSTRUCTION ..................................................................................................................................................................................................................................... 63

2.4 DISPOSAL................................................................................................................................................................................................................................................ 69

2.5 HAZARDOUS MATERIALS MANAGEMENT .............................................................................................................................................................................................. 70

2.6 INSPECTION/MONITORING .................................................................................................................................................................................................................... 74

2.7 INVENTORY ............................................................................................................................................................................................................................................ 78

2.8 MAINTENANCE ....................................................................................................................................................................................................................................... 80

2.9 PLANNING .............................................................................................................................................................................................................................................. 82

2.10 REPORTING ............................................................................................................................................................................................................................................ 85

2.11 SECURITY ................................................................................................................................................................................................................................................ 86

2.12 USAGE AND OPERATIONS ...................................................................................................................................................................................................................... 90

3. FINANCIAL MANAGEMENT ....................................................................................................................................................................................... 93

3.1 ACCOUNTING ......................................................................................................................................................................................................................................... 93

3.2 AUDITING ............................................................................................................................................................................................................................................. 102

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3.3 BANKING .............................................................................................................................................................................................................................................. 103

3.4 BUDGET ................................................................................................................................................................................................................................................ 104

3.5 PAYROLL ............................................................................................................................................................................................................................................... 105

3.6 PLANNING ............................................................................................................................................................................................................................................ 108

3.7 PURCHASING ........................................................................................................................................................................................................................................ 110

3.8 REPORTING .......................................................................................................................................................................................................................................... 113

3.9 TAXES ................................................................................................................................................................................................................................................... 115

4. HUMAN RESOURCE MANAGEMENT ........................................................................................................................................................................ 116

4.1 AUTHORIZATION/CERTIFICATION ........................................................................................................................................................................................................ 116

4.2 EMPLOYEE BENEFITS ............................................................................................................................................................................................................................ 118

4.3 EMPLOYEE DEVELOPMENT, PERFORMANCE AND WORK HISTORY ..................................................................................................................................................... 126

4.4 EMPLOYEE HEALTH AND SAFETY ......................................................................................................................................................................................................... 134

4.5 RECRUITMENT/HIRING ........................................................................................................................................................................................................................ 141

4.6 REPORTING/FILING .............................................................................................................................................................................................................................. 143

4.7 WORKFORCE PLANNING/STAFF STRUCTURE/POSITION DEVELOPMENT ............................................................................................................................................ 144

5. INFORMATION MANAGEMENT............................................................................................................................................................................... 145

5.1

FORMS AND PUBLICATIONS................................................................................................................................................................................................................. 145

5.2 LIBRARY SERVICES ................................................................................................................................................................................................................................ 147

5.3 MAIL SERVICES ..................................................................................................................................................................................................................................... 149

5.4 PUBLIC DISCLOSURE ............................................................................................................................................................................................................................. 150

5.5 RECORDS CONVERSION ....................................................................................................................................................................................................................... 151

5.6 RECORDS MANAGEMENT .................................................................................................................................................................................................................... 154

6. RECORDS WITH MINIMAL RETENTION VALUE (TRANSITORY RECORDS) ................................................................................................................... 157

GLOSSARY ......................................................................................................................................................................................................................... 165

INDEXES ............................................................................................................................................................................................................................ 169

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1. AGENCY MANAGEMENT

The function relating to the overarching management of the local government agency and its general administration. Also includes managing the agency’s

interaction with its community, and managing its legal matters.

1.1

ADMINISTRATION (GENERAL)

The activity associated with the day-to-day operations of the agency. Includes short-term records that can be disposed of as part of normal

administrative practice.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-01-02

Rev. 0

ADMINISTRATIVE WORKING FILES

Subject files containing informational copies of various records organized by issue, person,

subject, or other areas of interest.

Remarks: Contact your Regional Archivist before disposing of elected official, executive, or

department head files. Records from this series may be selected for transfer to and preservation

at a Regional Archives branch.

Destroy when obsolete or

superseded - elected official,

executive and department head

files are potentially archival

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OFM

GS50-01-36

Rev. 0

APPOINTMENT CALENDARS

Remarks: Elected officials and department heads may want to retain appointment calendars to

document activities and appointments for a longer period of time.

Destroy when obsolete or

superseded

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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1.1

ADMINISTRATION (GENERAL)

The activity associated with the day-to-day operations of the agency. Includes short-term records that can be disposed of as part of normal

administrative practice.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-01-12

Rev. 3

Communications – Governing/Executive/Advisory

Internal and external communications to, from, and/or on behalf of the agency’s governing

bodies, elected official(s)/executive management, and advisory bodies, that are made or

received in connection with the transaction of public business, and that are not covered by

a more specific records series.

Includes all communication types, regardless of format:

 Correspondence, email;

 Web sites/forms/pages, social networking posts and comments, etc.

Includes, but is not limited to:

 Agency-initiated information/advice;

 Communications sent or received by support staff (administrative assistants,

communications staff, etc.) on behalf of the executive or governing/advisory member;

 Requests for and provision of information/advice.

Excludes:

 Non-executive communications covered by DAN GS2010-001;

 Public records requests covered by DAN GS2010-014;

 The provision of routine information covered by DAN GS50-02-01.

Note: Information/advice published online by the agency continues to be “provided” until the

date it is removed/withdrawn.

Retain for 2 years after

communication received or

provided, whichever is later

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OFM

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1.1

ADMINISTRATION (GENERAL)

The activity associated with the day-to-day operations of the agency. Includes short-term records that can be disposed of as part of normal

administrative practice.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2010-001

Rev. 3

Communications – Non-Executive

Internal and external communications to or from employees (includes contractors and

volunteers), that are made or received in connection with the transaction of public business,

and that are not covered by a more specific records series.

Includes all communication types, regardless of format:

 Correspondence, email;

 Web sites/forms/pages, social networking posts and comments, etc.

Includes, but is not limited to:

 Requests for and provision of information/advice;

 Agency-initiated information/advice.

Excludes:

 Communications sent or received by support staff on behalf of the executive or

governing/advisory member, which are covered elsewhere in CORE (such as GS50-01-12)

and sector schedules;

 Governing/Executive/Advisory communications covered by DAN GS50-01-12;

 Public records requests covered by DAN GS2010-014;

 The provision of routine information covered by DAN GS50-02-01.

Note: Information/advice published online by the agency continues to be “provided” until the

date it is removed/withdrawn.

Retain for 2 years after

communication received or

provided, whichever is later

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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1.1

ADMINISTRATION (GENERAL)

The activity associated with the day-to-day operations of the agency. Includes short-term records that can be disposed of as part of normal

administrative practice.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-06F-03

Rev. 1

Informational Reports Compiled for Agency Use

Reports created by agency staff where not covered by a more specific records series in CORE

or sector schedules.

Retain until no longer needed

for agency business

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OFM

GS50-01-39

Rev. 1

Project Files (Miscellaneous)

Records relating to agency projects where not covered by a more specific records series in

CORE or sector schedules.

Retain for 6 years after

completion of project

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

GS50-01-32

Rev. 1

Research/Program Reports, Studies, Surveys, Models, and Analyses

Research/program reports, studies, surveys, models, and analyses where not covered by a

more specific records series in CORE or sector schedules.

Excludes reports covered by GS2012-028 and data extracts/printouts covered by GS50-02-

04.

Retain until no longer needed

for agency business

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OFM

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1.2

AUTHORIZATION/CERTIFICATION

The activity of the local government agency seeking authorization/approval from regulating authorities relating to its general functions, mission, or

operations, where regulated by federal, state or local law or court rule. Excludes the granting of approval by the local government agency acting in a

regulatory capacity, which is covered in sector schedules.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-01-42

Rev. 2

Authorizations/Certifications – Agency Management

Records relating to licenses, permits, accreditations, certifications, inspections, and other

authorizations acquired by the agency in relation to its general functions and operations,

where not covered by a more specific records series. Includes authorizations required by

and/or received from regulating authorities (local, state, federal agencies and/or courts).

Includes applications, confirmations, correspondence, violations/corrections, reports, etc.

Includes, but is not limited to:

 Airport operating certificates (United States Federal Aviation Administration, 14 CFR §

139);

 Animal control registration (Board of Pharmacy, RCW 69.50.310);

 Animal exhibitor/importer/rehabilitation licenses, registrations and permits (U.S.

Department of Agriculture, Center for Disease Control, U.S. Dept. of Fish and Wildlife);

 Drug Enforcement Agency (DEA) license to acquire/dispense drugs;

 Transportation (trains, light rail, ferries, school buses, etc.) (U.S. Dept. of Transportation,

Title 49 CFR);

 Temporary permits and licenses (food and beverage, public gatherings, etc.);

 Workers’ Compensation Self-Insurance Certification (WAC 296-15-021).

Excludes records covered by:

 Authorizations/Certifications - Hazardous Materials (DAN GS55-01M-04);

 Capital Assets (Real Property) (DAN GS55-05A-06) (land division permits, etc.).

IMPORTANT: Excludes authorizations granted by the local government agency such as permits,

certificates, licenses, etc. (which are covered in sector schedules).

Retain for 6 years after

authorization superseded or

terminated

and

conditions of authorization

satisfied

and

violations (if any) corrected

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

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1.3

CHARTER, JURISDICTION AND MISSION

The activity of establishing, documenting, and determining the local government agency’s charter, jurisdiction, and mission. Excludes records covered in

the Meetings and Hearings section.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2012-015

Rev. 0

Agency Identity/Brand

Records relating to the development and selection of the agency’s identity/brand for use on

printed materials, web pages, signs, badges, banners, etc.

May include, but is not limited to:

 Design of symbols, logos, emblems, etc.;

 Determination of mottos, slogans, school colors, mascots, etc.;

 Establishment of program names, etc.;

 Public participation in the decision-making process.

Excludes the naming of buildings, roads, bridges, and other assets covered by GS2012-032.

Excludes intellectual property ownership records covered by GS2012-030.

Retain until no longer needed

for agency business

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

ESSENTIAL

(for Disaster Recovery)

OPR

GS50-01-37

Rev. 1

Census Records from the State Office of Financial Management

Note: This record is retained permanently by the Office of Financial Management in accordance

with its records retention schedule.

Retain until no longer needed

for agency business

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OFM

GS50-05A-01

Rev. 1

Charter and Bylaws – Adopted

Official, adopted charter and/or bylaws defining the scope of the agency and its rights,

responsibilities, and authority, and including written rules for the agency’s decision-making

bodies (councils, commissions, committees, etc.). Includes Associated Student Bodies (ASB).

Retain until superseded

then

Transfer to Washington State

Archives for permanent

retention.

ARCHIVAL

(Permanent Retention)

ESSENTIAL

(for Disaster Recovery)

OPR

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1.3

CHARTER, JURISDICTION AND MISSION

The activity of establishing, documenting, and determining the local government agency’s charter, jurisdiction, and mission. Excludes records covered in

the Meetings and Hearings section.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-05A-07

Rev. 1

Charter and Bylaws – Development

Records relating to the development of the agency’s charter and/or by-laws defining the

scope of the agency and its rights, responsibilities, and authority, and including written rules

for the agency’s decision-making bodies (councils, commissions, committees, etc.). Includes

Associated Student Bodies (ASB).

Excludes adopted charters and bylaws covered by GS50-05A-01.

Retain until no longer needed

for agency business

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OFM

GS50-16-09

Rev. 1

Jurisdictional Boundary – Official

Official documentation of the agency’s legal jurisdictional boundary, changes to its boundary

(including annexation or incorporation), and related records documenting locations and

physical features within the agency’s jurisdiction.

Records may include, but are not limited to:

 Drawings, maps, photographs (prints, slides, negatives, digital images), aerial photos;

 Surveys, land survey field books;

 Geological data/geotechnical reports.

Excludes records that are:

 Site-specific to real property assets owned by the agency and covered by GS55-05A-06;

 Held by the county engineer and covered by GS2012-031;

 Covered in the County Assessor, County Auditor, & Land Use Planning and Permitting

sector schedules.

Retain until no longer needed

for agency business

then

Transfer to Washington State

Archives for permanent

retention.

ARCHIVAL

(Permanent Retention)

ESSENTIAL

(for Disaster Recovery)

OPR

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1.3

CHARTER, JURISDICTION AND MISSION

The activity of establishing, documenting, and determining the local government agency’s charter, jurisdiction, and mission. Excludes records covered in

the Meetings and Hearings section.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS52-03A-05

Rev. 1

Jurisdictional Boundary – Development

Records relating to the development and/or proposal of modifications/changes to the

agency’s jurisdictional boundary (including annexation or incorporation). Includes requests,

proposals, process documentation, related communications, etc.

Excludes records covered by GS50-05A-13, Meetings – Governing/Executive.

Excludes official boundary documentation covered by GS50-16-09.

Retain for no longer needed for

agency business

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

ESSENTIAL

(for Disaster Recovery)

OPR

GS50-18-38

Rev. 1

Jurisdictional Reference – Maps, Drawings, Photographs

Maps, drawings, and/or photographs that provide reference information on land use

conditions and physical features within the agency’s jurisdictional boundary, prepared or

collected by the agency and used for staff reference and/or public information.

Records may include, but are not limited to:

 Drawings, maps, photographs (prints, slides, negatives, digital images), aerial photos;

 Surveys, land survey field books;

 Geological data/geotechnical reports.

Excludes records covered more specifically in CORE or sector schedules such as records that

are:

 Related to projects covered in the Land Use Planning sector schedule;

 Site-specific to real property assets owned by the agency and covered by GS55-05A-06;

 Held by the county engineer and covered by GS2012-031.

Retain for no longer needed for

agency business

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

ESSENTIAL

(for Disaster Recovery)

OFM

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1.4

COMMUNITY AND EXTERNAL RELATIONS

The activity of the local government agency’s interaction with its community.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2011-165

Rev. 0

Advertising and Promotion

Records relating to the planning and/or execution of educational or promotional events,

campaigns, and contests conducted by the agency to promote the agency’s mission or

business

Retain until no longer needed

for agency business

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

GS2011-166

Rev. 0

Awards and Recognitions

Records documenting international, national, and other significant awards and recognition

received by the agency in relation to its functions and assets.

Includes, but is not limited to:

 Awards (design, efficiency, sustainability, etc.) for agency-owned buildings, monuments,

bridges, dams, and features (archeological, geographical or topological), etc.;

 Recognition for web site or electronic information system designs, transit

efficiency/service, customer service excellence, etc.

Excludes artifacts (plaques, trophies, etc.).

Retain until no longer needed

for agency business

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OFM

GS2011-167

Rev. 0

Charity Fundraising

Records documenting the agency’s coordination and support of and/or participation in

charity fundraising campaigns, including promotion of employee payroll deductions.

Includes, but is not limited to:

 Decision process for selecting charity campaigns to support;

 Communication between the agency and charities;

 Dissemination of charity information;

 Arrangements and promotion of campaign events.

Excludes authorizations of payroll deductions covered by GS50-03E-01.

Retain for 6 years after end of

fiscal year

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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1.4

COMMUNITY AND EXTERNAL RELATIONS

The activity of the local government agency’s interaction with its community.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-01-09

Rev. 2

Citizen Complaints/Requests

Communications from citizens making a complaint or request, as well as the associated

agency response. Includes community mediation/dispute resolution records relating to

routine issues where not covered by a more specific records series.

Excludes records covered more specifically in CORE or sector schedules such as:

 Claims for Damages (DAN GS50-01-10);

 Code Enforcement (DAN GS2012-026);

 Contracts and Agreements (General) (DAN GS50-01-11);

 Public Disclosure/Records Requests (DAN GS2010-014);

 Social service files covered in the Social Services Records Retention Schedule.

Retain for 3 years after matter

closed

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-06F-07

Rev. 1

Media Releases and Coverage

Records relating to media coverage (television, radio, newspapers, internet, etc.) of the

agency’s activities and accomplishments.

Includes, but is not limited to:

 Audio/visual recordings/transcripts of press conferences, speeches, etc., by the head of

the agency or senior executives;

 Copies of guest editorials written by the head of the agency or senior executives;

 Copies of news clippings/media coverage;

 Interactions with the media (press/news releases issued by the agency, etc.).

Excludes information provided on the agency’s own website or social media channels which

is retained according to the information’s function and purpose.

Retain for 2 years after end of

calendar year

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OFM

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1.4

COMMUNITY AND EXTERNAL RELATIONS

The activity of the local government agency’s interaction with its community.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2011-168

Rev. 0

Proclamations

Proclamations issued by the mayor, commissioner, or elected executive on behalf of the

local government agency, where not included in the minutes or meeting packet of the

agency’s governing body.

Retain for 6 years after issued

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

GS2012-016

Rev. 0

Public Notice (Official)

Records documenting public notices published or posted by the local government agency in

order to inform the general public of its actions, decisions, or services. Includes all public

notices, whether posted voluntarily or required by statute, where not covered by a more

specific records series.

Includes, but is not limited to:

 Affidavit of mailing, posting or publishing;

 Notices of agency elections, ordinances, auction, public meetings/hearings, etc.

Excludes notices covered more specifically in CORE or sector schedules, such as public

notices relating to bids and proposals covered by GS50-08A-01 and GS50-08A-11.

Retain for 6 years after notice

published

6 years after published event

completed, whichever is later

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-01-30

Rev. 0

PUBLIC OPINION POLLS

Retain until no longer needed

for agency business

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OFM

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1.5

CONTRACTS/AGREEMENTS

The activity of managing contracts and agreements entered into by the local government agency and processes involved in the development of such

contracts and agreements.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2011-169

Rev. 2

Contracts and Agreements – Capital Assets (Non-Real Property)

Records relating to agreements between the agency and one or more parties that set out

terms and conditions to which the signing parties agree or submit, and that relate to capital

asset ownership, but do not establish, alter, or abolish real property ownership. Includes

negotiations, change orders, compliance monitoring, etc.

Includes, but is not limited to:

 Purchase and sales agreements (non-real property only);

 Bond, grant and levy project contracts/agreements (non-real property only);

 Building construction and improvements;

 Rights-of-way and/or easements granted to (received by) the agency;

 Franchises granted to (received by) the agency.

Excludes contracts/agreements covered more specifically in CORE or sector schedules such

as:

 Capital Assets (Real Property) (DAN GS55-05A-06) (for real property agreements, rights-

of-way/easements granted by the agency, etc.);

 Financial Transactions - Bond, Grant and Levy Projects (DAN GS2011-183);

 Franchise Requests – Granted by Agency (DAN GS50-05A-10).

Note: Bond transactions are completed when the final bond payment is made.

Retain for 6 years after

completion of transaction

6 years after termination/

expiration of instrument

6 years after disposition of asset

(if asset owned by agency),

whichever is later

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

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1.5

CONTRACTS/AGREEMENTS

The activity of managing contracts and agreements entered into by the local government agency and processes involved in the development of such

contracts and agreements.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-01-11

Rev. 4

Continued

Contracts and Agreements – General

Records relating to agreements between the agency and one or more parties that set out

terms and conditions to which the signing parties agree or submit, and that do not establish,

alter, or abolish ownership of capital assets.

Includes, but is not limited to:

 Memoranda of understanding (MOU);

 Negotiations, final/initial agreements, change orders, amendments, addenda;

 Compliance monitoring;

 Legal interpretations, mediation, arbitration, etc.

Contracts/agreements include, but are not limited to:

 Bonds (fidelity/surety coverage, performance/vendor, elected & appointed official, etc.);

 Customer account authorizations (automatic payments, ongoing discounts, etc.);

 Employee use of personally-owned items for work-related purposes (weapon, vehicle,

ergonomic equipment, Personal Protective Equipment [PPE], cell phone, laptop, etc.);

 Human resources (delegation of authority, employee/employment, etc.). Does not

include retirement verification records covered by GS2017-009;

 Inter-agency, intra-agency, inter-governmental, inter-local agreements;

 Labor relations (collective bargaining, Public Employer Relations Commission (PERC)

filings, etc.) Does not include employee grievances;

 Lease, escrow, and rental agreements;

 Lending agreements (facility, equipment, vehicle, etc.);

 Liability waivers (hold harmless, insurance, etc.);

 Loan agreements (long-term debt, etc.);

 Master depository contract (banking); Continued Next Page

Retain for 6 years after

completion of transaction or 6

years after termination/

expiration of instrument/

coverage

then

Destroy.

Continued Next Page

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

Continued Next

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1.5

CONTRACTS/AGREEMENTS

The activity of managing contracts and agreements entered into by the local government agency and processes involved in the development of such

contracts and agreements.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-01-11

Continued

From Previous

Page

Contracts/agreements include, but are not limited to: Continued From Previous Page

 Ongoing exemptions/discounts/rate reductions (utilities, property taxes, etc.);

 Professional and client services;

 Purchase and sales agreements (non-capital asset purchases only);

 Retirement investment portfolios (for agencies operating their own pension systems);

 Warranties.

Excludes contracts/agreements covered more specifically in CORE or sector schedules such

as:

 Employee Retirement/Pension Verification (DAN GS2017-009);

 Financial Transactions - Bond, Grant, and Levy Projects (DAN GS2011-183).

Note: Pursuant to RCW 4.16.040, the statute of limitations for the commencement of actions

upon a contract “…or liability express or implied arising out of a written agreement…” is 6 years.

Continued From Previous Page

Continued From

GS2012-017

Rev. 0

Franchise Requests – Declined

Records relating to franchise request proposals submitted to or requested by the local

government agency where the request is not granted. Includes review, development,

negotiations, and related communications.

Excludes franchises granted by the agency, which are covered by GS50-05A-10.

Excludes franchises granted to the agency, which are covered by GS2011-169.

Retain for 6 years after request

declined

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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1.5

CONTRACTS/AGREEMENTS

The activity of managing contracts and agreements entered into by the local government agency and processes involved in the development of such

contracts and agreements.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-05A-10

Rev. 1

Franchise Requests – Granted by Agency

Records relating to franchise agreements granted by the local government agency allowing

the use of public streets, bridges or other public ways, structures or places above or below

the surface of the ground, for the provision of public services (such as utilities [gas,

electricity, water, sewer, etc.], railroads, telecommunications, and other activities) in

accordance with RCW 35A.47.040 and/or RCW 80.32.010. Includes review, development,

negotiations, final agreement, and related communications.

Excludes franchises granted to the agency, which are covered by GS2011-169.

Retain for 6 years after

termination or withdrawal of

franchise agreement

then

Transfer to Washington State

Archives for permanent

retention.

ARCHIVAL

(Permanent Retention)

ESSENTIAL

(for Disaster Recovery)

OPR

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1.6

ELECTIONS (ELECTED OFFICIALS, INITIATIVES AND REFERENDA)

The activity of administering all elections other than those administered by the County Auditor (which are covered in the County Auditor Records

Retention Schedule). Includes official notifications of election results issued by the agency and/or received from the County Auditor or other regulating

authority, and oaths of office taken by elected and appointed officials.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2012-018

Rev. 1

Certification of Election – By Regulatory Agency

Agency copy of election certification documentation issued by a regulatory agency in

accordance with federal, state, or local law. Includes certifications of elected officials (school

board, city council, chief of police, judge, prosecuting attorney, etc.), bonds, levies, etc.

Includes, but is not limited to, certifications of:

 Regular and special elections held in accordance with Title 29 RCW and certified by the

County Auditor. (County Auditor certification records are designated “Archival –

Permanent Retention” in the County Auditor Records Retention Schedule.)

 Educational service district board and regional committee member elections held by the

Superintendent of Public Instruction (OSPI) in accordance with RCW 28A.310.080). (OSPI’s

certification records are designated “Archival” in its records retention schedule.)

 Conservation District elections certified by the Washington State Conservation

Commission (WSCC) in accordance with RCW 89.08.110. (WSCC’s certification records are

designated “Archival” in its records retention schedule.)

Excludes:

 Election administration records covered by GS2012-020;

 Certification of elections certified by the local government agency, which are covered by

GS2012-019;

 County Auditor records covered in the County Auditor Records Retention Schedule.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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1.6

ELECTIONS (ELECTED OFFICIALS, INITIATIVES AND REFERENDA)

The activity of administering all elections other than those administered by the County Auditor (which are covered in the County Auditor Records

Retention Schedule). Includes official notifications of election results issued by the agency and/or received from the County Auditor or other regulating

authority, and oaths of office taken by elected and appointed officials.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2012-019

Rev. 1

Elections – Held and Certified by the Local Government Agency (Official Results)

Core official documentation and certification of elections held and certified by the agency.

Records include, but are not limited to:

 Sample ballots, voters’ pamphlets;

 Tabulated votes;

 Certification of election.

Elections include, but are not limited to:

 Irrigation District elections held pursuant to RCW 87.03.075;

 Associated Student Body (ASB) officer elections held pursuant to RCW 28A.325.020;

 School Board President elections held pursuant to RCW 28A.330.010;

 Executive Committee elections.

Excludes County Auditor records covered in the County Auditor Records Retention Schedule.

Excludes agency-held elections administration records covered by GS2012-020.

Retain for 6 years after end of

calendar year

then

Contact Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

ESSENTIAL

(for Disaster Recovery)

OPR

GS2012-020

Rev. 0

Elections – Held by the Local Government Agency (Administration)

Internal administration of elections held by the local government agency.

May include, but is not limited to:

 Voter eligibility and challenges to voter eligibility;

 Voted ballots, tally sheets;

 Working files.

Excludes County Auditor records covered in the County Auditor Records Retention Schedule.

Excludes official election results documentation covered by GS2012-019.

Retain for 1 year after

certification of election

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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1.6

ELECTIONS (ELECTED OFFICIALS, INITIATIVES AND REFERENDA)

The activity of administering all elections other than those administered by the County Auditor (which are covered in the County Auditor Records

Retention Schedule). Includes official notifications of election results issued by the agency and/or received from the County Auditor or other regulating

authority, and oaths of office taken by elected and appointed officials.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2012-021

Rev. 0

Initiative, Referenda and Recall Measures

Records relating to the administrative management of initiatives, referenda, and recall

measures filed with the agency.

Includes, but is not limited to:

 Petitions signed by citizens;

 Outreach, voter pamphlet input;

 Planning files, legal opinions;

 Related communications.

Includes, but is not limited to, initiative, referenda, and recall measures:

 Passed by voters;

 Rejected by voters;

 Where requisite number of signatures is not sufficient to place on ballot.

Excludes elections records covered by GS2012-018, GS2012-019, and GS2012-020.

Retain for 6 years after

certification of election or

determination of signature

insufficiency

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

GS50-05A-15

Rev. 1

Oaths Of Office – Filed or Recorded with County Auditor

Agency copy of official oaths of office taken by elected and appointed officials which have

been filed or recorded with the County Auditor.

Excludes oaths of office covered by GS2012-023.

Note: All documents filed and/or recorded with the County Auditor are designated Archival in the

County Auditor Records Retention Schedule.

Retain for 6 years after end of

term of office or appointment

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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1.6

ELECTIONS (ELECTED OFFICIALS, INITIATIVES AND REFERENDA)

The activity of administering all elections other than those administered by the County Auditor (which are covered in the County Auditor Records

Retention Schedule). Includes official notifications of election results issued by the agency and/or received from the County Auditor or other regulating

authority, and oaths of office taken by elected and appointed officials.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2012-023

Rev. 1

Oaths Of Office – Not Filed or Recorded with County Auditor

Official oaths of office taken by elected and appointed officials which have not been filed or

recorded with the County Auditor.

Retain for 6 years after end of

term of office or appointment

then

Transfer to Washington State

Archives for permanent

retention.

ARCHIVAL

(Permanent Retention)

ESSENTIAL

(for Disaster Recovery)

OPR

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Version 4.2 (August 2021)

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1.7

EMERGENCY PLANNING, RESPONSE, RECOVERY

The activity of the agency responding to natural, man-made, and technology disasters and emergencies.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-06A-02

Rev. 1

Backups for Disaster Preparedness/Recovery

Routine, cyclical backups of the agency’s electronic records created for the purpose of

disaster preparedness and recovery.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OFM

GS2012-024

Rev. 1

Emergency/Disaster Preparedness – Contact Information

Personal contact information compiled to facilitate contact in the event of an emergency or

natural disaster. Includes employees, students, volunteers, etc.

Includes, but is not limited to:

 Medical information (provider name, blood type, allergies, ADA requirements, etc.);

 Personal contact information (cell/home phone, email address, etc.);

 Physical pick-up information (for students/minors, etc.).

Retain until obsolete or

superseded

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OFM

GS50-14-03

Rev. 2

Emergency/Disaster Preparedness and Recovery Plans

Emergency and disaster preparedness, response, and recovery plans prepared for any aspect

of the agency’s operations and assets.

Also includes, but is not limited to:

 Employee emergency plans and fire prevention plans prepared in accordance with

WAC 296-24-567;

 Essential records lists.

Excludes hazardous materials/dangerous waste management plans covered by GS50-19-08.

Retain for 6 years after obsolete

or superseded

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

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1.7

EMERGENCY PLANNING, RESPONSE, RECOVERY

The activity of the agency responding to natural, man-made, and technology disasters and emergencies.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-18-29

Rev. 1

Emergency/Disaster Response/Recovery – Uncommon or Major

Records relating to actions taken by the local government agency in response to uncommon

or major natural or manmade disasters/emergencies (storms, floods, fires, earthquakes,

terrorism, etc.), where the agency deploys non-routine procedures, mobilizes special

resources, requires significant outside assistance and/or where normal agency operations

are suspended or significantly disrupted.

Includes, but is not limited to:

 Emergency operations center activities and communications;

 Invocation of mutual aid or interlocal agreements with adjoining local jurisdictions;

 State of Emergency/disaster damage declaration;

 Federal Emergency Management Agency (FEMA) claims;

 Actions implemented to protect life, property, public peace, the environment, and/or the

economic base of the community;

 Protection, recovery, and repair of agency or community assets.

Excludes emergencies/disasters involving hazardous materials/dangerous waste covered by

GS2011-177 or GS50-19-15.

Retain for 6 years after matter

resolved/recovery complete

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

GS2012-025

Rev. 0

Emergency/Disaster Response/Recovery – Routine or Minor

Records relating to actions taken by the local government agency in response to routine or

minor natural or manmade disasters/emergencies (leaking pipes/flooding, snow closure,

vandalism, etc.) where the agency manages the recovery with minimal assistance and/or

disruption to normal agency operations.

Excludes emergencies/disasters covered by GS50-18-29, GS2011-177 or GS50-19-15.

Retain for 6 years after matter

resolved/recovery complete

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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1.8

LEGAL AFFAIRS

The activity of providing legal counsel and managing litigation for the local government agency. Includes internal and outside counsel.

IMPORTANT: Criminal and civil cases filed on behalf of “the People of” the cities, counties, or the State of Washington, are covered in the Prosecuting

Attorney Records Retention Schedule.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS53-02-01

Rev. 2

Attorney General Opinions

Formal opinions issued by the Washington Attorney General in response to requests by the

county prosecuting attorney.

Note: Opinions issued by the Office of the Attorney General are designated Archival in the Office

of the Attorney General Records Retention Schedule.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS2011-171

Rev. 1

Civil Rights – Compliance

Records relating to the agency’s efforts to comply with federal, state and local statute

governing employees’ and the general public’s civil rights.

Includes, but is not limited to:

 Agreements, surveys, reports;

 Meeting and training materials;

 Notifications and communications.

Excludes records covered by:

 Civil Rights Compliance (Section 504 Accommodations) (DAN GS50-04C-01);

 Civil Rights Violation Complaints (1985 and Earlier)(DAN GS50-04C-04);

 Civil Rights Violation Complaints (1986 and Later) (DAN GS2017-002).

Retain for 6 years after end of

calendar year and no longer

needed for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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1.8

LEGAL AFFAIRS

The activity of providing legal counsel and managing litigation for the local government agency. Includes internal and outside counsel.

IMPORTANT: Criminal and civil cases filed on behalf of “the People of” the cities, counties, or the State of Washington, are covered in the Prosecuting

Attorney Records Retention Schedule.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-04C-01

Rev. 2

Civil Rights – Compliance (Section 504 Accommodations)

Records relating to the agency’s compliance with Section 504 of the Rehabilitation Act of

1973 which requires that qualified individuals with disabilities have equal opportunity to

benefits and services.

Includes, but is not limited to:

 Agreements, surveys, reports;

 Meeting and training materials;

 Notifications and communications.

Excludes records covered by:

 Civil Rights – Violation Complaints (1985 and earlier) (DAN GS50-04C-04).

 Civil Rights – Violation Complaints (1986 and later) (DAN GS2017-002).

Retain for 6 years after

completion or denial of

accommodation(s)

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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Version 4.2 (August 2021)

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1.8

LEGAL AFFAIRS

The activity of providing legal counsel and managing litigation for the local government agency. Includes internal and outside counsel.

IMPORTANT: Criminal and civil cases filed on behalf of “the People of” the cities, counties, or the State of Washington, are covered in the Prosecuting

Attorney Records Retention Schedule.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-04C-04

Rev. 2

Civil Rights – Violation Complaints (1985 and earlier)

Records relating to civil rights violation complaints within the agency’s jurisdiction, filed by

agency employees or the general public in 1985 or earlier. Includes defending or responding

to complaints filed with the United States Equal Employment Opportunity Commission

(EEOC) and/or the Washington State Human Rights Commission.

Includes, but is not limited to:

 Complaints, investigations, witness statements, evidentiary documents;

 Findings, settlement agreements, post-finding materials;

 Litigation case file (if applicable);

 Notifications, communications, contact logs, notes.

Violation types include, but are not limited to:

 Civil Rights Act of 1964 (voter registration, facilities, transportation, equal employment

opportunity, education, bussing, race, color & national origin [Title VI], etc.);

 Rehabilitation Act of 1973 (Section 504 accommodations, etc.).

Retain for 6 years after

resolution, completion, closure,

or decision not to proceed

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

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1.8

LEGAL AFFAIRS

The activity of providing legal counsel and managing litigation for the local government agency. Includes internal and outside counsel.

IMPORTANT: Criminal and civil cases filed on behalf of “the People of” the cities, counties, or the State of Washington, are covered in the Prosecuting

Attorney Records Retention Schedule.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2017-002

Rev. 0

Civil Rights – Violation Complaints (1986 and later)

Records relating to civil rights violation complaints within the agency’s jurisdiction, filed by

employees or the general public in 1986 or later, and where civil litigation has not

commenced. Includes defending or responding to complaints filed with the United States

Equal Employment Opportunity Commission (EEOC) and/or the Washington State Human

Rights Commission.

Includes, but is not limited to:

 Complaints, investigations, witness statements, evidentiary documents;

 Findings, settlement agreements, post-finding materials;

 Notifications, communications, contact logs, notes.

Violation types include, but are not limited to:

 Americans with Disabilities Act (ADA), Title II, etc.;

 Civil Rights Act of 1964 (voter registration, facilities, transportation, equal employment

opportunity, education, race, color & national origin [Title VI], etc.);

 Federal Fair Housing Amendments Act of 1988;

 Health Insurance Portability and Accountability Act (HIPAA);

 Individuals with Disabilities Education Act (IDEA);

 Rehabilitation Act of 1973 (Section 504 accommodations, etc.).

Note: If litigation commences, these records become part of the litigation case file.

Retain for 6 years after

resolution, completion, closure,

or decision not to proceed

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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LEGAL AFFAIRS

The activity of providing legal counsel and managing litigation for the local government agency. Includes internal and outside counsel.

IMPORTANT: Criminal and civil cases filed on behalf of “the People of” the cities, counties, or the State of Washington, are covered in the Prosecuting

Attorney Records Retention Schedule.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-01-10

Rev. 2

Claims for Damages

Records relating to claims for damages filed either against the agency by other parties, or by

the agency against other parties

Excludes workers’ compensation claims covered in the Human Resource Management -

Employee Benefits section.

Note: If litigation commences, these records become part of the litigation case file.

Retain for 6 years after claim

closed

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS2012-026

Rev. 1

Code Enforcement

Records relating to the enforcement of the local government agency’s official code, where

not covered by the Law Enforcement Records Retention Schedule.

Includes, but is not limited to:

 Complaints, mediation/dispute resolution, investigations, warnings, notices;

 Inspections, assessments, citations, statements of required corrective action, resolution;

 Related communications.

Code violations may include, but are not limited to:

 Animal control;

 Building, development, land use, and fire;

 Nuisance (accumulation of junk on private property, etc.);

 Parking;

 Personal license and business license.

Excludes records covered more specifically in CORE or sector schedules, such as Appeals

Hearings – Local Decision-Making Bodies (General) (DAN GS2011-173).

Note: If litigation commences, these records become part of the litigation case file.

Retain for 6 years after matter

resolved or closed

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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LEGAL AFFAIRS

The activity of providing legal counsel and managing litigation for the local government agency. Includes internal and outside counsel.

IMPORTANT: Criminal and civil cases filed on behalf of “the People of” the cities, counties, or the State of Washington, are covered in the Prosecuting

Attorney Records Retention Schedule.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2011-172

Rev. 1

Compulsory Process Served on the Agency (Not Party to Litigation)

Records relating to court orders, subpoenas and other compulsory legal process served on

the agency, where the agency is not a party to the litigation.

Includes, but is not limited to:

 Personnel/staff summonses or notice of deposition;

 Subpoenas or court orders for agency records.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS2017-003

Rev. 0

Discovery Materials Not Submitted to the Court

Records gathered, received, or produced in relation to discovery requests or civil

investigative demands which are not submitted to the court.

Note: Discovery materials submitted to the court become part of the litigation case file.

Retain until resolution of case

(including appeals)

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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LEGAL AFFAIRS

The activity of providing legal counsel and managing litigation for the local government agency. Includes internal and outside counsel.

IMPORTANT: Criminal and civil cases filed on behalf of “the People of” the cities, counties, or the State of Washington, are covered in the Prosecuting

Attorney Records Retention Schedule.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS55-05A-09

Rev. 3

Evictions, Liens, Foreclosures, Condemnations

Records relating to disputes and attempts to collect funds where real property ownership is

involved and where litigation has not commenced.

Includes, but is not limited to:

 Correspondence, research, invoices/statements, notices, proof of mailing;

 Copies of title reports, certificates of delinquency.

 Damage and loss claims (purchasing);

 Lien filings (and releases) and other actions;

 Settlement documentation;

 Warrants/checks returned due to non-sufficient funds (NSF).

Includes activities and actions relating to real property ownership (where litigation has not

commenced), such as:

 Condemnation/eminent domain;

 Debt forgiveness;

 Evictions, vacation of premises, etc.

 Property liens (and releases), foreclosure of deeds and mortgages, etc.

Excludes records covered by:

 Capital Assets (Real Property) (DAN GS55-05A-06) (encroachments);

 Financial Disputes and Collections – General (DAN GS50-03B-14);

 The Prosecuting Attorney Records Retention Schedule.

Note: If litigation commences, these records become part of the litigation case file.

Note: Pursuant to RCW 4.16.020, the statute of limitations for the commencement of actions for

the recovery of real property is 10 years.

Retain for 10 years after matter

resolved

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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LEGAL AFFAIRS

The activity of providing legal counsel and managing litigation for the local government agency. Includes internal and outside counsel.

IMPORTANT: Criminal and civil cases filed on behalf of “the People of” the cities, counties, or the State of Washington, are covered in the Prosecuting

Attorney Records Retention Schedule.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS52-07-03

Rev. 1

Legal Advice, Analysis, and Opinions – Development

Records relating to the development of legal advice and analysis of the law.

Includes, but is not limited to:

 Preliminary drafts;

 Comments on preliminary drafts;

 Related correspondence/communications.

Retain until issuance of

advice/opinion

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS53-02-03

Rev. 2

Legal Advice, Analysis, and Opinions – Official

Records relating to the provision of legal advice, opinions, and interpretations in the process

of acting as legal counsel for the agency or any of its departments/offices, where the

advice/analysis/opinions are not retained and dispositioned with other agency records to

which they relate.

Excludes records covered by Legal Advice, Analysis and Opinions – Development (DAN GS52-

07-03).

Retain for 10 years after

issuance of advice/opinion

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

GS53-02-05

Rev. 1

Legal Advice, Analysis, and Opinions – Secondary Copies

Records relating to the provision of legal advice, opinions, and interpretations in the process

of acting as legal counsel for the agency or any of its departments/offices, where the

advice/analysis/opinions are retained and dispositioned with the agency records to which

they relate.

Excludes records covered by Legal Advice, Analysis and Opinions – Development (DAN GS52-

07-03).

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

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LEGAL AFFAIRS

The activity of providing legal counsel and managing litigation for the local government agency. Includes internal and outside counsel.

IMPORTANT: Criminal and civil cases filed on behalf of “the People of” the cities, counties, or the State of Washington, are covered in the Prosecuting

Attorney Records Retention Schedule.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS53-02-04

Rev. 2

Litigation Case Files

Records relating to cases litigated on behalf of the local government agency (as plaintiff or

defendant) before a local, state, or federal court or administrative forum.

Excludes records covered by Litigation Materials – Development (DAN GS2017-004).

NOTE: The provision of legal representation on behalf of the cities, counties, or State of

Washington (relating to criminal, juvenile offender, or civil matters) in family law, juvenile,

trial, and appellate courts and/or administrative forums, is covered in the Prosecuting

Attorney Records Retention Schedule.

Retain for 10 years after

resolution of case (including

appeals)

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

ESSENTIAL

(for Disaster Recovery)

OPR

GS2017-004

Rev. 0

Litigation Materials – Development

Records relating to the development of litigation materials (such as pleadings, memoranda,

briefs, declarations, discovery materials, reports, etc.) concerning any matter in litigation or

reasonably anticipated to be in litigation before any judicial or administrative forum.

Includes, but is not limited to:

 Copies of research materials;

 Copies of records that are part of the official court record (pleadings, orders, decrees,

etc.);

 Preliminary drafts;

 Comments on preliminary drafts;

 Related correspondence (including procedural/scheduling communications, non-

substantive transmittal letters, etc.).

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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LOCAL GOVERNMENT LEGISLATION

The activity of the local government agency’s governing bodies establishing law, statutes, & regulations for themselves and for the people they

represent.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-05A-16

Rev. 1

Ordinances and Resolutions – Approved

Laws, statutes, and/or regulations approved and enacted by the local government agency’s

governing body.

Note: Official and municipal codes are covered by Publications – Master Set, GS50-06F-04.

Retain until no longer needed

for agency business

then

Transfer to Washington State

Archives for permanent

retention.

ARCHIVAL

(Permanent Retention)

ESSENTIAL

(for Disaster Recovery)

OPR

GS50-01-25

Rev. 1

Ordinances and Resolutions – Development

Documentation of the analysis and development of ordinances and/or resolutions intended

for submission to the agency’s governing council, commission, or board.

Excludes approved ordinances and resolutions covered by GS50-05A-16.

Retain for 3 years after approval

or decision not to proceed

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

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MEETINGS AND HEARINGS

The activity of the agency assembling groups of people for the purpose of information-sharing, discussion, planning and/or decision-making. Includes all

meetings organized by or on behalf of the agency including open public meetings, executive sessions, public and/or appeals hearings, community

meetings, and internal agency meetings. May involve governing and advisory bodies, executive management, general staff, volunteers, general public.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2011-173

Rev. 2

Appeals Hearings – Local Decision-Making Bodies (General)

Records documenting the adjudicative proceedings of the local government agency’s decision-

making bodies. Includes hearings and quasi-judicial actions of the legislative body, planning

commission, hearing examiner, or other bodies which determine the legal rights, duties, or

privileges of specific parties in a hearing or other contested case proceeding where NO land use

decision is being appealed.

Includes, but is not limited to:

 Agendas, meeting/agenda packets (briefs, reference materials, etc.);

 Audio/visual recordings and transcripts of proceedings;

 Case files, decisions/orders/rulings, minutes (if taken);

 Oral and written testimony, exhibits, etc.;

 Indexes and other finding aids.

Hearings and proceedings include, but are not limited to:

 Animal control dispute appeals;

 Billing dispute appeals hearings (utilities, etc.);

 Civil asset forfeiture hearings;

 Civil Service Commission hearings and employee grievance appeals;

 County Board of Equalization property tax valuation and/or exemption appeals.

Excludes records covered by:

 Meetings – Advisory (DAN GS2012-027);

 Meetings – Governing/Executive (DAN GS50-05A-13);

 Appeals Hearings – Local Decision-Making Bodies (Land Use) (DAN GS2011-174);

 Meetings/Hearings – Arrangements (DAN GS2011- 176).

Retain for 6 years after final

disposition of case

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

ESSENTIAL

(for Disaster Recovery)

OPR

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MEETINGS AND HEARINGS

The activity of the agency assembling groups of people for the purpose of information-sharing, discussion, planning and/or decision-making. Includes all

meetings organized by or on behalf of the agency including open public meetings, executive sessions, public and/or appeals hearings, community

meetings, and internal agency meetings. May involve governing and advisory bodies, executive management, general staff, volunteers, general public.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2011-174

Rev. 2

Appeals Hearings – Local Decision-Making Bodies (Land Use)

Records documenting the adjudicative proceedings of the local government agency’s

decision-making bodies. Includes hearings and quasi-judicial actions of the legislative body,

planning commission, hearing examiner, zoning adjuster, board of adjustment or other

bodies which determine the legal rights, duties, or privileges of specific parties in a hearing

or other contested case proceeding where a land use decision is being appealed. Includes

land use administrative appeals.

Includes, but is not limited to:

 Agendas, meeting/agenda packets (briefs, reference materials, etc.), etc.;

 Audio/visual recordings and transcripts of proceedings;

 Case files, decisions/orders/rulings, minutes (if taken);

 Oral and written testimony; exhibits, etc.;

 Indexes and other finding aids.

Excludes records covered by:

 Meetings – Advisory (DAN GS2012-027);

 Meetings – Governing/Executive (DAN GS50-05A-13);

 Appeals Hearings – Local Decision-Making Bodies (General) (DAN GS2011-173);

 Meetings/Hearings – Arrangements (DAN GS2011-176).

Retain for 6 years after final

disposition of case

then

Transfer to Washington State

Archives for permanent

retention.

ARCHIVAL

(Permanent Retention)

ESSENTIAL

(for Disaster Recovery)

OPR

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MEETINGS AND HEARINGS

The activity of the agency assembling groups of people for the purpose of information-sharing, discussion, planning and/or decision-making. Includes all

meetings organized by or on behalf of the agency including open public meetings, executive sessions, public and/or appeals hearings, community

meetings, and internal agency meetings. May involve governing and advisory bodies, executive management, general staff, volunteers, general public.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2016-007

Rev. 0

Meeting Materials – Members’ Copies/Notes

Individual members’ meeting materials from participating in advisory, governing/executive,

internal/external committees (including national/external bodies), and staff meetings,

provided the Committee’s records are retained by the secretary/responsible

agency/member.

Includes, but is not limited to:

 Copies of agendas, meeting packets, minutes, etc.;

 Working notes/drafts, etc.;

 Related correspondence/communications.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS2012-027

Rev. 0

Meetings – Advisory

Records documenting all meetings of the local government agency’s advisory bodies.

Includes:

 Meetings regulated by the Open Public Meetings Act (chapter 42.30 RCW), such as regular

and special meetings, public hearings, etc.;

 All other meetings (including executive sessions regulated by RCW 42.30.110(2)).

Includes, but is not limited to:

 Agendas, meeting/agenda packets (briefs, reference materials, etc.);

 Speaker sign-up, written testimony;

 Audio/visual recordings and transcripts of proceedings;

 Minutes.

Includes indexes and other finding aids.

Excludes records covered by GS2011-173, GS2011-174, GS2011-175, and GS2011-176.

Retain for 6 years after end of

calendar year

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

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MEETINGS AND HEARINGS

The activity of the agency assembling groups of people for the purpose of information-sharing, discussion, planning and/or decision-making. Includes all

meetings organized by or on behalf of the agency including open public meetings, executive sessions, public and/or appeals hearings, community

meetings, and internal agency meetings. May involve governing and advisory bodies, executive management, general staff, volunteers, general public.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-05A-13

Rev. 2

Meetings – Governing/Executive

Records documenting all meetings of the local government agency’s governing bodies and

executive management.

Includes:

 Meetings regulated by the Open Public Meetings Act (chapter 42.30 RCW), such as regular

and special meetings, public hearings, etc.;

 All other meetings (including executive sessions regulated by RCW 42.30.110(2)).

Includes, but is not limited to:

 Agendas, meeting/agenda packets (briefs, reference materials, etc.);

 Speaker sign-up, written testimony;

 Audio/visual recordings and transcripts of proceedings;

 Minutes.

Includes indexes and other finding aids.

Excludes records covered by GS2011-173, GS2011-174, GS2011-175, and GS2011-176.

Retain for 6 years after end of

calendar year

then

Transfer to Washington State

Archives for permanent

retention.

ARCHIVAL

(Permanent Retention)

ESSENTIAL

(for Disaster Recovery)

OPR

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MEETINGS AND HEARINGS

The activity of the agency assembling groups of people for the purpose of information-sharing, discussion, planning and/or decision-making. Includes all

meetings organized by or on behalf of the agency including open public meetings, executive sessions, public and/or appeals hearings, community

meetings, and internal agency meetings. May involve governing and advisory bodies, executive management, general staff, volunteers, general public.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2011-175

Rev. 2

Meetings – Inter-Agency

Records documenting all meetings held between the local government agency and one or

more other public agencies. May include multi-agency staff meetings, committees, task

forces that coordinate activities, communications, solutions to problems, etc.

Includes, but is not limited to:

 Agendas, meeting packets, sign-in lists, etc.;

 Minutes, audio/visual recordings, transcripts, etc.;

 Indexes and other finding aids.

Excludes meetings covered more specifically in CORE or sector schedules such as:

 Meetings – Governing Bodies (DAN GS50-05A-13);

 Meetings – Advisory (DAN GS2012-027);

 Occupational Health and Safety Program – Administration (DAN GS2017-016) (safety

committee minutes).

Retain for 6 years after end of

calendar year

6 years after completion of

project, whichever is later

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

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MEETINGS AND HEARINGS

The activity of the agency assembling groups of people for the purpose of information-sharing, discussion, planning and/or decision-making. Includes all

meetings organized by or on behalf of the agency including open public meetings, executive sessions, public and/or appeals hearings, community

meetings, and internal agency meetings. May involve governing and advisory bodies, executive management, general staff, volunteers, general public.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-01-43

Rev. 2

Meetings – Staff and Internal Committees

Records documenting meetings of agency staff and those of internal committees, councils,

commissions, boards, task forces, etc.

Includes, but is not limited to:

 Agendas, meeting/agenda packets (briefs, reference materials, etc.);

 Speaker sign-up, written testimony, etc.;

 Audio/visual recordings and transcripts of proceedings, etc.;

 Minutes.

Excludes meetings covered more specifically in CORE or sector schedules such as:

 Meetings – Governing Bodies (DAN GS50-05A-13);

 Meetings – Advisory (DAN GS2012-027);

 Occupational Health and Safety Program – Administration (DAN GS2017-016) (safety

committee minutes).

Retain for 2 years after end of

calendar year and no longer

needed for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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MEETINGS AND HEARINGS

The activity of the agency assembling groups of people for the purpose of information-sharing, discussion, planning and/or decision-making. Includes all

meetings organized by or on behalf of the agency including open public meetings, executive sessions, public and/or appeals hearings, community

meetings, and internal agency meetings. May involve governing and advisory bodies, executive management, general staff, volunteers, general public.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2011-176

Rev. 1

Meetings/Hearings – Arrangements

Records relating to the administrative arrangements of meetings held by or on behalf of the

local government agency.

Includes, but is not limited to:

 Agenda requests;

 Arrangement of catering, facilities, and equipment.

Excludes:

 Records covered by Scheduling – Appointments/Meetings (DAN GS2016-011);

 Financial records (facilities, catering, travel expense, etc.) covered by Financial

Transactions – General (DAN GS2011-184);

 Open Public Meeting Act notices covered by Public Notice (Official) (DAN GS2012- 016).

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

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PLANNING

The activity of documenting and determining the local government agency’s objectives, and the means for obtaining them.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-06F-02

Rev. 1

Establishment/Development History of Agency/Programs

Records documenting the planning, establishment and significant changes/developments of

the agency and its programs, including agency mergers/splits, creation/combination of

divisions, major changes of agency functions, etc.

Includes, but is not limited to:

 Biographical files (notable staff and other individuals related to the agency);

 Organizational charts and other records documenting significant changes/restructures

(such as agency mergers/splits, creation/combinations of divisions, major changes of

agency functions/roles, etc.);

 Scrapbooks, news clippings, web pages/screen grabs, photographs, audio/visual

recordings, etc., documenting the history of the agency/programs;

 Summaries/histories;

 Transitional documentation prepared for incoming officials/agency heads;

 Year-end/annual listing of all agency officials/staff (employee directory, roster, etc.).

Retain for 6 years after end of

calendar year

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

GS2010-079

Rev. 0

Strategic Plans – Development

Records relating to the development of the agency’s strategic plan.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS2010-080

Rev. 0

Strategic Plans – Final Version

Final version of agency-wide strategic, long-term plan used to align the agency’s

organizational and budget structure with its priorities, missions, and objectives.

Retain until no longer needed

for agency business

then

Transfer to Washington State

Archives for permanent

retention.

ARCHIVAL

(Permanent Retention)

NON-ESSENTIAL

OFM

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PLANNING

The activity of documenting and determining the local government agency’s objectives, and the means for obtaining them.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-01-38

Rev. 2

Work Plans

Plans describing work to be performed by divisions and units of the agency, including

timelines and areas of responsibility for specific actions. Also includes records relating to the

development of work plans.

Excludes records covered by:

 Strategic Plans – Final Version (DAN GS2010-080);

 Workforce Planning (DAN GS2014-032).

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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POLICIES AND PROCEDURES

The activity of creating systematic approaches to operations and processes.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-01-01

Rev. 0

ADMINISTRATIVE PROCEDURES AND INSTRUCTIONS

Internal procedures and instructions - Guidance on any routine internal procedure or

protocol required for day to day operations. Includes work assignments to staff.

Destroy when obsolete or

superseded

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-01-24

Rev. 1

Official Agency Policy and Procedure Directives, Regulations and Rules

Officially-adopted policies, procedures, or public rules affecting the entire agency. Activated

through executive or department head signature, ordinance or resolution.

Retain until no longer needed

for agency business

then

Transfer to Washington State

Archives for permanent

retention.

ARCHIVAL

(Permanent Retention)

ESSENTIAL

(for Disaster Recovery)

OPR

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1.13

REPORTING

The activity of providing information as required by federal, state, or local statute, or by court order/rule. Also includes internal agency reporting and

voluntary reporting. Excludes published reports covered in the Forms and Publishing section.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-05A-04

Rev. 1

Annual Reports – Adopted

May also include annual messages of chief executive officer.

Retain until no longer needed

for agency business

then

Transfer to Washington State

Archives for permanent

retention.

ARCHIVAL

(Permanent Retention)

NON-ESSENTIAL

OPR

GS2012-028

Rev. 1

Reporting/Filing (Mandatory) – Agency Management

Records relating to general functions of the agency that are required to be filed with, or

submitted to, an outside agency (including the legislative authority) by federal, state or local

law, or by court order/rule, where not covered by a more specific records series.

Includes, but is not limited to:

 Reports/forms/certificates/lists;

 Submission confirmation, correspondence, inquiries, etc.

Includes, but is not limited to:

 Political campaign reports, lobbying reports, personal statements (financial affairs,

contact information) etc., filed with the Public Disclosure Commission in accordance with

chapters 42.17 and 42.17A RCW;

 Special purpose district reports filed with the County or State Auditor in accordance with

RCW 36.96.090;

 Annual and 5-Year Plans submitted by Public Housing Authorities to the U.S. Department

of Housing and Urban Development (HUD) in accordance with Section 511 of the Quality

Housing and Work Responsibility Act (QHWRA);

 Prosecuting Attorney reports submitted to the Governor, the state Liquor Control Board,

and/or the legislative authority pursuant to RCW 36.27.020.

Retain for 6 years after report

or document submitted

then

Contact Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

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1.14

RISK MANAGEMENT/INSURANCE

The activity of identifying and mitigating risks to the local government agency.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2011-177

Rev. 0

Accidents/Incidents (Hazardous Materials) – Human Exposure

Records documenting accidents, incidents, and any other occurrences within the agency’s

jurisdiction that are known to have involved human exposure to potentially hazardous

materials. Includes employees (including contractors and volunteers) and the public.

Includes, but is not limited to:

 Description of accident/incident, response, and investigation;

 Personal exposure information, physical examination reports, etc.;

 Analyses of medical or exposure records (WAC 296-802-20015);

 Toxic and hazardous substances records (29 CFR § 1926.1101(n));

 Personal exposure records as defined by American Nuclear Insurers (ANI);

 Employment records for persons entering radiologically-controlled areas as defined by

American Nuclear Insurers (ANI);

 Other records as specified in WAC 296-802-20010.

Hazardous materials include, but are not limited to:

 Toxic substances or harmful physical agents as defined by 29 CFR § 1910.1020(c)(13);

 Hazardous materials as defined by RCW 70.136.020;

 Dangerous waste, extremely dangerous waste, hazardous substances or hazardous waste

as defined by RCW 70.105.010;

 Pesticides as defined by RCW 15.58.030.

Note: There is no limitation of action on the agency’s liability for the exposure of individuals to

hazardous materials.

Retain for 100 years after

individual’s date of birth

30 years after individual’s date

of death, whichever is sooner

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

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1.14

RISK MANAGEMENT/INSURANCE

The activity of identifying and mitigating risks to the local government agency.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-19-03

Rev. 2

Accidents/Incidents (Hazardous Materials) – No Human Exposure

Records documenting accidents and incidents within the agency’s jurisdiction involving

hazardous materials where there was no human exposure.

Includes, but is not limited to:

 Description of accident/incident, response, and investigation;

 Toxic and hazardous substances records (29 CFR § 1926.1101(n)).

Hazardous materials include, but are not limited to:

 Toxic substances or harmful physical agents as defined by 29 CFR § 1910.1020(c)(13);

 Hazardous materials as defined by RCW 70.136.020;

 Dangerous waste, extremely dangerous waste, hazardous substances or hazardous waste

as defined by RCW 70.105.010;

 Pesticides as defined by RCW 15.58.030.

Excludes accidents/incidents involving human exposure covered by GS2011-177.

Retain for 50 years after date of

accident/incident

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

GS50-06C-03

Rev. 4

Accidents/Incidents – No Claim Filed (Under Age 18)

Records relating to accidents/incidents involving individual(s) younger than age 18, and

where claims for damages are not filed. Includes, but is not limited to, reports and

investigations.

Includes agency copy of Reports of Accident filled out for volunteer fire fighters and reserve

officers in accordance with RCW 41.24.210.

Excludes hazardous materials accidents and incidents covered by GS2011-177 and GS50-19-

03.

Retain for 3 years after

individual reaches age 18

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

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1.14

RISK MANAGEMENT/INSURANCE

The activity of identifying and mitigating risks to the local government agency.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2010-081

Rev. 2

Accidents/Incidents – No Claim Filed (Age 18 and Older)

Records relating to accidents/ incidents involving individuals age 18 and older, and where

claims for damages are not filed. Includes, but is not limited to, reports and investigations.

Includes agency copy of Reports of Accident filled out for volunteer fire fighters and reserve

officers in accordance with RCW 41.24.210.

Excludes hazardous materials accidents and incidents covered by GS2011-177 and GS50-19-

03.

Retain for 3 years after date of

incident

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-06C-15

Rev. 0

INSURANCE AUDITS, SURVEYS, REPORTS

To document and analyze the coverage, premium costs, and self-insurance costs.

4 years

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-06C-16

Rev. 1

Insurance Policies Purchased

Includes accident/injury, sickness, automobile, theft, fire liability, life, and all other insurance

policies purchased by the agency.

Note: The Local Records Committee suggests that policies which allow claims retroactive to their

period of coverage should be retained permanently. Consult your risk manager.

Retain for 6 years after

termination or expiration of

coverage

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

GS50-06C-04

Rev. 0

INSURANCE POLICY CERTIFICATES

PERMANENT

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

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1.14

RISK MANAGEMENT/INSURANCE

The activity of identifying and mitigating risks to the local government agency.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-06C-35

Rev. 3

Permission for Minors to Participate

Records relating to parental/legal guardian permission for individuals under age 18 (includes

employees, students, interns and volunteers) to participate in agency-sponsored or agency-

approved programs, events and activities. Includes travel away from agency facilities.

Includes, but is not limited to:

 Notices and announcements;

 Sign-up sheets, rosters, registration forms;

 Parent/legal guardian permissions (approval for use of private vehicles, waiver of liability,

emergency information, etc.);

 Chaperone/driver lists and information;

 Transportation and all other arrangements.

Excludes public school-sponsored events and activities for PreK-12 students covered by DAN

SD51-06C-31 in the Public Schools (K-12) Records Retention Schedule.

Excludes records covered by PR50-13C-19 in the Parks, Recreation and Culture Records

Retention Schedule.

Note: If an accident/incident occurs, these records are covered by GS50-06C-03, GS50-01-10,

and/or GS53-02-04.

Retain for 3 years after

individual reaches age 18

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-06C-25

Rev. 0

RISK DATA

Information compiled on the costs, liability for risks to which the agency is exposed, and the

allocation of expense required to support the risk management program.

4 years

NON-ARCHIVAL

NON-ESSENTIAL

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1.15

TRAINING

The activity of the local government agency providing training to agency employees, contractors, customers, or the public. Excludes financial records

covered in the Financial Management function.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2011-178

Rev. 1

Agency-Provided Training – Curriculum and Materials Development

Records relating to the development of training courses, seminars, and/or workshops.

Includes research, materials development, etc.

Excludes final curriculum and materials covered by GS2011-180.

Excludes PreK-12 education covered in the Public Schools (K-12) Records Retention Schedule.

Retain until curriculum no

longer provided by agency

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS2011-179

Rev. 1

Agency-Provided Training – Arrangements

Records relating to the administrative arrangements of agency-provided training courses,

seminars, and workshops.

Includes, but is not limited to:

 Training date and place scheduling records;

 Training availability announcements and notices;

 Participant registration;

 Arrangement of catering, facilities, and equipment.

Excludes financial records (facilities, catering, travel expense, etc.).

Excludes PreK-12 education covered in the Public Schools (K-12) Records Retention Schedule.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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Version 4.2 (August 2021)

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Page 53 of 197

1.15

TRAINING

The activity of the local government agency providing training to agency employees, contractors, customers, or the public. Excludes financial records

covered in the Financial Management function.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2011-180

Rev. 1

Agency-Provided Training – Certificated, Hours/Credits Earned, or Mandatory

Records documenting training courses, seminars and workshops provided by the local

government agency to the public, customers, contractors, or agency employees, where:

 Certificates/credentials/licenses may be awarded; or,

 Continuing education hours/credits/points may be earned; or

 Training is required by federal, state, or local statute, and/or by employer.

Includes, but is not limited to:

 Curricula, materials presented, tests administered, etc.;

 Attendee lists and sign-in sheets, test results, evaluations, etc.;

 Certification/hours/credits/points awarded.

Agency-provided training includes, but is not limited to:

 Continuing legal education (CLE) credits, etc.;

 Certification (and recertification) such as Emergency Medical Technician (EMT), Certified

Municipal Clerk (CMC), cardiopulmonary resuscitation (CPR), disaster response/

emergency preparedness, first aid, lifeguard, childcare, etc.;

 Recreational courses with marked levels of achievement (aquatics, etc.).

Excludes records covered more specifically in CORE or sector schedules such as:

 Hazardous materials training covered by GS2012-029 or UT2012-005;

 In-service education programs (clock hours) covered by SD51-04G-01;

 Hazardous materials trained personnel list covered by GS50-19-09;

 Apprentice certification files covered by GS50-04B-34;

 Employee training certificates/history retained in work history files.

Retain for 6 years after training

provided

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

1. AGENCY

MANAGEMENT

Page 54 of 197

1.15

TRAINING

The activity of the local government agency providing training to agency employees, contractors, customers, or the public. Excludes financial records

covered in the Financial Management function.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2012-029

Rev. 0

Agency-Provided Training – Hazardous Materials Handling

Records documenting training courses, seminars and workshops provided by the local

government agency to the public, customers, contractors, or agency employees, relating to

non-radiological hazardous materials/waste handling or exposure (including communicable

infectious disease, toxic substances, harmful physical agents, etc.), where:

 Certificates/credentials/licenses may be awarded; or,

 Continuing education hours/credits/points may be earned; or,

 Training is required by federal, state, or local statute, and/or by employer.

Includes, but is not limited to:

 Curricula, materials presented, tests administered, etc.;

 Attendee lists and sign-in sheets, test results, evaluations, etc.;

 Certification/hours/credits/points awarded.

Excludes records covered more specifically in CORE or sector schedules such as:

 Radiation protection training as defined by WAC 246-222-030 and American Nuclear

Insurers (ANI) and covered in the Utility Services Records Retention Schedule.

 Employee training certificates/history retained in the employee’s work history file.

Note: There is no limitation of action on the agency’s liability for the exposure of individuals to

hazardous materials.

Retain for 50 years after

training provided

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

1. AGENCY

MANAGEMENT

Page 55 of 197

1.15

TRAINING

The activity of the local government agency providing training to agency employees, contractors, customers, or the public. Excludes financial records

covered in the Financial Management function.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2011-181

Rev. 1

Agency-Provided Training – General

Records documenting training courses, seminars and workshops provided by the local

government agency to the public, customers, contractors, or agency employees where:

 Certificates/credentials/licenses are NOT awarded; and,

 Continuing education hours/credits/points are NOT earned; and

 Training is NOT required by federal, state, or local statute or by employer.

Includes, but is not limited to:

 Curricula, materials presented, tests administered, etc.;

 Attendee lists and sign-in sheets, test results, evaluations, etc.

Excludes records covered more specifically in CORE or sector schedules such as:

 Agency-provided training covered by GS2011-180 and GS2012-029;

 Apprentice certification files covered by GS50-04B-34;

 Employee training certificates/history retained in the employee’s work history file.

Retain for 3 years after training

provided

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 56 of 197

2. ASSET MANAGEMENT

The function of managing the local government agency’s assets, including physical assets (facilities, land, equipment, vehicles, supplies, hazardous materials,

etc.) and intangible assets (copyrights, easements, water and timber rights, etc.). Includes hazardous materials. Excludes financial assets (stocks, bonds, etc.),

which are covered in the Financial Management section.

2.1

ACQUISITION/OWNERSHIP

The activity of acquiring/owning assets through purchase, donation, or other means. Includes the agency’s structures, infrastructure, and information

system technology (IT). Excludes records documenting financial transactions which are covered in the Financial Management section.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2012-030

Rev. 0

Capital Assets (Other) and Non-Capital Tracked Assets

Records documenting acquisition/ownership of the agency’s capitalized, non-real property

assets and non-capital assets that are tagged or tracked (small and attractive assets, etc.).

Non-real property capital assets may include, but are not limited to:

 Vehicles, machinery, computers, equipment, furniture;

 Intellectual property (copyrights, patent rights, trademarks, etc.);

 Works of art and historical treasures;

 Easements, rights-of-way received by the agency;

 Water and timber rights received by the agency.

Includes, but is not limited to:

 Appraisals (statement of value);

 Purchase offers for agency assets which are declined by agency ;

 Legal ownership documentation (includes copy of vehicle title if original is transferred to

new owner).

Excludes contracts and agreements covered by GS2011-169 and GS2011-183.

Excludes real property assets covered by GS55-05A-06.

Retain for 4 years after

disposition of asset

until disposition of asset and

completion of State Auditor’s

examination report, whichever

is sooner

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

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Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 57 of 197

2.1

ACQUISITION/OWNERSHIP

The activity of acquiring/owning assets through purchase, donation, or other means. Includes the agency’s structures, infrastructure, and information

system technology (IT). Excludes records documenting financial transactions which are covered in the Financial Management section.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS55-05A-06

Rev. 1

continued

Capital Assets (Real Property)

Records relating to the agency’s capitalized, real property assets that document their

acquisition, ownership, division, value, improvements, and sale (or other disposition).

Real property capital assets may include, but are not limited to:

 Land, infrastructure; road establishment; improvements;

 Land division (plat, short plat, binding site plans, etc.);

 Buildings, leasehold improvements.

Includes, but is not limited to:

 Appraisals (statement of land/facility values);

 Contracts and agreements (including bond/grant/levy-funded real property); includes

negotiations, compliance monitoring, etc.;

 Documentation of legal ownership (deeds, titles, title insurance, etc.);

 Easements granted by the agency;

 Encroachments (land disputes, water rights and obligations, etc.);

 Environmental site assessments (including tests, abatement/enclosure summary, etc.);

 Geological data and geotechnical reports; aerial survey photographs/images and maps;

 Land information files (acquisition reference files, condemnation proceedings, title

information such as location, size, value, etc.);

 National and State Environmental Policy Act (NEPA and SEPA) applications, checklists, reports;

determinations of significance or non-significance; draft, final, supplemental Environmental

Impact Statements (EIS), Scoping Notices, etc.;

 Rights of way vacated/relinquished by the agency;

 Purchase offers for agency assets (whether accepted or declined by agency);

 Sale/auction/salvage/donation records (where not already included in records of the

governing body covered by GS50-05A-13.) continued next page

Retain for 10 years after

disposition of real property

and

10 years after completion of

transaction or termination/

expiration of instrument

then

Transfer to Washington State

Archives for appraisal and

selective retention.

continued next page

ARCHIVAL

(Appraisal Required)

ESSENTIAL

(for Disaster Recovery)

OPR

continued next page

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 58 of 197

2.1

ACQUISITION/OWNERSHIP

The activity of acquiring/owning assets through purchase, donation, or other means. Includes the agency’s structures, infrastructure, and information

system technology (IT). Excludes records documenting financial transactions which are covered in the Financial Management section.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

continued from

GS55-05A-06

Rev. 1

Capital Assets (Real Property) continued from previous page

Excludes records covered more specifically in CORE or sector schedules such as:

 Records recorded/filed with the county engineer and covered by GS2012-031;

 Rights-of-way and easements received by the agency and covered by GS2011-169;

 Land survey field books and maps covered by GS50-18-16;

 Lead Agency SEPA records covered in the Land Use Planning sector schedule;

 Non-site-specific geological data/geotechnical reports.

Note: Bond transactions are completed when the final bond payment is made.

Note: Per RCW 4.16.020, the statute of limitations for the commencement of actions for the

recovery of real property is 10 years.

continued from previous page

continued from

GS2012-031

Rev. 0

County Engineer Records

Records retained by the county engineer in accordance with RCW 36.80.040. Includes all

matters recorded and filed with the county engineer documenting the complete history of

public roads, highways, bridges, ditches, or other surveys of the county.

Includes, but is not limited to, original papers, documents, petitions, surveys, repairs, other

papers and reports.

Retain for the life of the agency

then

Transfer to Washington State

Archives for permanent

retention.

ARCHIVAL

(Permanent Retention)

ESSENTIAL

(for Disaster Recovery)

OPR

GS50-06B-24

Rev. 2

Environmental Site Assessments – Asset Not Acquired

Records relating to an analysis of environmental conditions (including hazardous materials

and conditions) on real property being considered for acquisition, but not acquired by the

agency. Includes appraisals completed by independent appraisers under contract to the

agency as well as agency-generated appraisals.

Retain until no longer needed

for agency business

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OFM

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Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 59 of 197

2.1

ACQUISITION/OWNERSHIP

The activity of acquiring/owning assets through purchase, donation, or other means. Includes the agency’s structures, infrastructure, and information

system technology (IT). Excludes records documenting financial transactions which are covered in the Financial Management section.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2017-005

Rev. 0

Lost and Found Property

Records relating to personal property left behind in/at agency facilities/properties, vehicles

and/or events, and the return or disposal of the item.

Includes, but is not limited to:

 Records documenting discovery of item(s), attempts to locate the owner, return,

retention, donation, or disposal of item(s);

 Related correspondence/communications.

Excludes records covered by:

 Unclaimed Property – Funds Remitted to Department of Revenue (DAN GS55-05B-31);

 Unclaimed Property – Funds Held by Agency (DAN GS55-05B-32).

Note: Pursuant to RCW 4.16.080, the statute of limitations for the commencement of actions for

injury to personal property is 3 years.

Retain for 3 years after

return/disposal of item

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS2012-032

Rev. 0

Naming (Assets)

Records relating to the naming or renaming of roads, streets, parks, buildings, schools,

stadiums, bridges, and other assets within the local government’s jurisdiction where the

naming process is not included in the development application.

Includes research, community polls, proposals, approvals, correspondence, contracts and

agreements, sale of naming rights, etc.

Excludes records covered by GS50-05A-13, Meetings – Governing/Executive.

Retain until no longer needed

for agency business

then

Transfer to Washington State

Archives for permanent

retention.

ARCHIVAL

(Permanent Retention)

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 60 of 197

2.1

ACQUISITION/OWNERSHIP

The activity of acquiring/owning assets through purchase, donation, or other means. Includes the agency’s structures, infrastructure, and information

system technology (IT). Excludes records documenting financial transactions which are covered in the Financial Management section.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS51-07-21

Rev. 1

Property Purchase Proposals Made by Agency – Unsuccessful

Records relating to proposals made by the local government agency for the purchase of real

property where the offer is not accepted or is withdrawn by the agency.

Includes, but is not limited to, negotiations, purchase offers, title reports, etc.

Excludes successful purchase proposals made by the agency AND purchase offers made by

other parties for the agency’s real property, which are covered by GS55-05A-06.

Excludes environmental site assessments covered by GS50-06B-24.

Retain for 3 years after offer

declined or withdrawn

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 61 of 197

2.2

AUTHORIZATION/CERTIFICATION

The activity of receiving permission or approval in relation to asset management. Excludes authorizations granted by the local government agency.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2012-033

Rev. 0

Authorizations/Certifications – Assets

Records relating to licenses, permits, accreditations, certifications, inspections, and other

authorizations acquired by the local government agency in relation to its assets, where not

covered by a more specific records series. Includes authorizations required by and/or

received from regulating authorities (local, state, federal agencies and/or courts).

Includes, but is not limited to:

 Application/filing & confirmation, violations/corrections, reports, related correspondence, etc.

 Building construction/modification permits and inspections (master use, mechanical,

electrical, plumbing, statements of alternate construction, certificates of occupancy, tenant

improvement, Federal Emergency Management Agency [FEMA] flood, etc.);

 Fire and life safety permits/inspections (fire extinguishers, alarms, sprinklers, suppression

systems); heating, ventilation, air conditioning [HVAC] systems; boilers/hot water tanks,

elevators, etc.);

 Land use and environmental permits (utility, shoreline, conditional use, surface mining,

zoning/land use exceptions/waivers, variances, forest practices, landscape, Army Corps of

Engineers, National Pollutant Discharge Elimination System [NPDES], etc.);

 Registrations (x-ray facilities and devices, etc.);

 Vehicle/Vessel registration/tabs, emissions testing, USDOT number, etc., for motor pool/fleet,

buses, garbage/recycling trucks, armored transport, etc.;

 Water permits (drinking, waste, surface, ground, and drainage, etc.).

Excludes records covered more specifically in CORE or sector schedules such as:

 Records filed/recorded with the county engineer and covered by GS2012-031;

 Real property ownership (land division permits, SEPA, etc.) covered by GS55-05A-06;

 Hazardous materials covered by GS55-01M-04.

Excludes authorizations granted by the local government agency (permits, certificates,

licenses, SEPA lead agency review, etc.), which are covered in sector schedules.

Retain for 6 years after

authorization superseded or

terminated

and

conditions of authorization

satisfied

and

violations (if any) corrected/

resolved

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 62 of 197

2.2

AUTHORIZATION/CERTIFICATION

The activity of receiving permission or approval in relation to asset management. Excludes authorizations granted by the local government agency.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2012-034

Rev. 0

Designations (Assets)

Records relating to designations bestowed on assets owned or maintained by the local

government agency. Includes applications, correspondence, notifications, etc.

Includes, but is not limited to:

 Heritage or landmark designation, placement on the National Historic Register, etc.;

 Critical (Sensitive) Area designation.

Excludes electric utility designations made by federal regulators including NERC, CIP and TSA.

Excludes the granting of designations, which is covered in sector schedules.

Retain until no longer needed

for agency business

then

Transfer to Washington State

Archives for permanent

retention.

ARCHIVAL

(Permanent Retention)

NON-ESSENTIAL

OFM

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 63 of 197

2.3

CONSTRUCTION

The activity of designing, planning and construction of structures (buildings, schools, power plants, park facilities, transit centers, etc.), infrastructure

(roads, sidewalks, bridges, runways, helipads, water, sewer, drainage and lighting systems, etc.), and information systems (IT)(software, networks, etc.)

owned, leased, maintained, or occupied by the local government agency.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2012-035

Rev. 0

As-Built Drawings – Appraised and Not Selected for Archival Preservation

Final set of drawings (as-builts) produced at the completion of the construction of the local

government agency’s structures and infrastructure where Washington State Archives has

appraised and not selected the records for preservation. Documents the approved design

(as-designed drawings) and changes made during construction. Includes redesigns,

remodels, and renovations; architectural and engineering drawings and specifications.

Note: If a final set of as-built drawings is not produced, then the as-designed drawings (with

notations) serve as the as-built.

Retain until structure no longer

owned by agency

then

Transfer to new owner

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

GS50-18-06

Rev. 1

As-Built Drawings – Appraised and Selected for Archival Preservation

Final set of drawings (as-builts) produced at the completion of the construction of the local

government agency’s structures and infrastructure where Washington State Archives has

appraised and selected the records for preservation. Documents the approved design (as-

designed drawings) and changes made during construction. Includes redesigns, remodels,

and renovations; architectural and engineering drawings and specifications.

Note: If a final set of as-built drawings is not produced, then the as-designed drawings (with

notations) serve as the as-built.

Note: Due to the significance of this record, Washington State Archives recommends that upon

project completion, the agency create a working copy for its use and transfer the original to

Washington State Archives.

Retain until completion of

project

then

Transfer original to Washington

State Archives for permanent

retention.

ARCHIVAL

(Permanent Retention)

ESSENTIAL

(for Disaster Recovery)

OPR

GS50-18-10

Rev. 1

Construction Project Files

Retain for 6 years after

completion of project or terms

ARCHIVAL

(Appraisal Required)

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2. ASSET MANAGEMENT

Page 64 of 197

2.3

CONSTRUCTION

The activity of designing, planning and construction of structures (buildings, schools, power plants, park facilities, transit centers, etc.), infrastructure

(roads, sidewalks, bridges, runways, helipads, water, sewer, drainage and lighting systems, etc.), and information systems (IT)(software, networks, etc.)

owned, leased, maintained, or occupied by the local government agency.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

continued

continued from

Records documenting the planning, design, and construction phases of the local government

agency’s structures and infrastructure. Includes redesigns, remodels, renovations,

improvements, betterments, and increases in efficiency.

Structures and infrastructure (above or below ground) include, but are not limited to:

 Buildings (offices, schools, plants, warehouses, etc.);

 Roads, bridges, tunnels, dams, drainage systems, water and sewer systems;

 Ferry terminals/docks, helipads, runways; transit stops/pads/shelters; park facilities;

 Curbs, gutters, sidewalks, parking lots; park benches; fire hydrants;

 Street lighting systems, traffic lights, signs, and signals; parking meters; art installations.

Includes, but is not limited to:

 As-designed drawings (provided that as-built drawings are retained in accordance with

GS50-18-06);

 Design and décor documentation for historical reference (paint colors, building material

and fixture descriptions, etc.);

 Public feedback (input, support, opposition, etc.);

 Public meeting materials (handouts, comments, etc.);

 Photographs, official dedication/opening, etc.;

 Preliminary drawings and specifications;

 Schedules, calendars, construction logs, quality control reports;

 Related communications (with contractors, consultants, attorneys, regulatory agencies,

municipalities, etc.).

Excludes records covered more specifically in CORE or sector schedules such as:

continued next page

Construction Project Files continued from previous page

of grant agreement, whichever

is later

then

Transfer to Washington State

Archives for appraisal and

selective retention.

continued next page

continued from previous page

NON-ESSENTIAL

OPR

continued next page

continued from

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Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 65 of 197

2.3

CONSTRUCTION

The activity of designing, planning and construction of structures (buildings, schools, power plants, park facilities, transit centers, etc.), infrastructure

(roads, sidewalks, bridges, runways, helipads, water, sewer, drainage and lighting systems, etc.), and information systems (IT)(software, networks, etc.)

owned, leased, maintained, or occupied by the local government agency.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-18-10

Rev. 1

Excludes records covered more specifically in CORE or sector schedules such as:

 As-Designed drawings (serving as As-Built drawings) covered by GS50-18-06 or GS2012-035;

 Records filed/recorded with the county engineer covered by GS2012-031;

 Construction permits and inspections covered by GS2012-033;

 Contracts and agreements covered by GS2011-183, GS55-05A-06, etc.;

 Real property ownership records (SEPA, contracts, etc.) covered by GS55-05A-06.

Note: Per RCW 4.16.310, the statute of limitations for the commencement of actions or claims arising

from construction, alteration, repair, design, planning, survey, engineering, etc., of improvements

upon real property is 6 years after substantial completion of construction or termination of services.

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 66 of 197

2.3

CONSTRUCTION

The activity of designing, planning and construction of structures (buildings, schools, power plants, park facilities, transit centers, etc.), infrastructure

(roads, sidewalks, bridges, runways, helipads, water, sewer, drainage and lighting systems, etc.), and information systems (IT)(software, networks, etc.)

owned, leased, maintained, or occupied by the local government agency.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-06B-22

Rev. 1

Facility Systems/Equipment

Documentation of systems and equipment installed in facilities owned, leased, or

maintained by the local government agency. Includes only systems and equipment that are

not integral to the structure of the facility and that may be replaced during the life of the

facility, such as:

 Audio/visual;

 Fire and life safety (alarms, sprinklers, etc.);

 Heating, ventilating and air conditioning (HVAC);

 Information technology (IT) wiring;

 Security.

Includes, but is not limited to:

 Installation drawings and other documentation integral to the maintenance and operation

of the system or equipment;

 System layout descriptions, specifications;

 Warranties.

Retain for 6 years after the

system or equipment is replaced

or disposed of

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 67 of 197

2.3

CONSTRUCTION

The activity of designing, planning and construction of structures (buildings, schools, power plants, park facilities, transit centers, etc.), infrastructure

(roads, sidewalks, bridges, runways, helipads, water, sewer, drainage and lighting systems, etc.), and information systems (IT)(software, networks, etc.)

owned, leased, maintained, or occupied by the local government agency.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-06A-03

Rev. 3

IT Applications – Technical Design and Implementation

Records documenting the technical design and implementation of the agency’s computer

software applications, databases, and websites (internet and intranet).

Includes, but is not limited to:

 Design documentation/detail;

 Database schema and dictionaries;

 Source code;

 System and program change descriptions/authorizations;

 Development plans (for testing, training, conversion, and acceptance);

 Release notes;

 Operational and user instructions;

 Acceptance testing.

Retain until application or

version is no longer needed for

agency business

and

all records within the

application have been migrated

or dispositioned in accordance

with a current approved records

retention schedule

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OFM

GS2010-003

Rev. 1

IT Audit Trail – Infrastructure

Records documenting authorizations for and modifications to the configurations and settings

of the agency’s infrastructure (firewalls, routers, ports, network servers, etc.).

Retain for 1 year after date of

activity

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS2010-006

Rev. 1

IT Network – Design and Build

Records documenting the design and construction of the agency’s information technology

network.

Includes, but is not limited to:

 Network diagrams and build guides;

 Master control list of Internet Protocol (IP) address assignments;

 Uniform Resource Locator (URL) addresses and passwords.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OFM

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 68 of 197

2.3

CONSTRUCTION

The activity of designing, planning and construction of structures (buildings, schools, power plants, park facilities, transit centers, etc.), infrastructure

(roads, sidewalks, bridges, runways, helipads, water, sewer, drainage and lighting systems, etc.), and information systems (IT)(software, networks, etc.)

owned, leased, maintained, or occupied by the local government agency.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS55-05G-04

Rev. 1

Standards and Specifications Manuals

Design and development standards and specifications approved by the agency’s governing

body for the construction, operation, and maintenance of structures and infrastructure

within the agency’s jurisdiction.

Retain for 6 years after

superseded

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

ESSENTIAL

(for Disaster Recovery)

OFM

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Version 4.2 (August 2021)

2. ASSET MANAGEMENT

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2.4

DISPOSAL

The activity of disposing of the local government agency’s assets through sale or otherwise. Excludes hazardous materials/dangerous waste.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-06E-08

Rev. 1

Disposal of Assets (Non-Real Property)

Non-financial records relating to the process disposing of all agency non-real property

capital assets. Includes sale, auction, salvage, donation, etc.

Includes, but is not limited to:

 Selling equipment, vehicles, machinery, art, etc.;

 Copy of vehicle/vessel report of sale, etc.;

 Surplus property transfer.

Excludes:

 Ordinances and resolutions (and associated documents) authorizing the auction of surplus

property covered by GS50-05A-16 and GS50-01-25;

 Disposal of hazardous materials covered by GS50-19-02;

 Disposal of real property assets covered by GS55-05A-06;

 Purchase offers for agency assets declined by the agency covered by GS2012-030.

Retain for 6 years after disposal

of asset

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-06B-23

Rev. 0

Waste Materials Analysis

Records relating to the analysis of the agency’s waste materials (such as motor oil) used to

determine if the materials should be designated as non-hazardous or hazardous waste.

Includes reports.

Retain for 6 years after analysis

completed

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

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2.5

HAZARDOUS MATERIALS MANAGEMENT

Records relating to the identification, location, handling, use, storage, transportation, and disposal of the local government agency’s hazardous materials.

Includes abatement and remediation.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS55-01M-04

Rev. 1

Authorizations/Certifications – Hazardous Materials

Records relating to licenses, permits, accreditations, certifications, inspections, and other

authorizations acquired by the local government agency in relation to hazardous materials

created, maintained, disposed of, or in any way used by the local government agency, where

not covered by a more specific records series. Includes authorizations required by and/or

received from regulating authorities (local, state, federal agencies and/or courts).

Includes, but is not limited to:

 Radioactive materials licenses and inspections pursuant to chapter 246-220 through 254

WAC.

Hazardous materials include, but are not limited to:

 Toxic substances or harmful physical agents as defined by CFR § 1910.1020(c)(13);

 Hazardous materials as defined by RCW 70.136.020;

 Dangerous waste, extremely dangerous waste, hazardous substances or hazardous waste

as defined by RCW 70.105.010;

 Pesticides as defined by RCW 15.58.030;

 Hazardous chemicals defined by the U.S. Department of Labor, Occupational Safety &

Health Administration (OSHA) Hazard Communication Standards.

Note: There is no limitation of action on the agency’s liability for the exposure of individuals to

hazardous materials.

Retain for 50 years after

authorization superseded or

terminated

and

conditions of authorization

satisfied

and

violations (if any) corrected

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 71 of 197

2.5

HAZARDOUS MATERIALS MANAGEMENT

Records relating to the identification, location, handling, use, storage, transportation, and disposal of the local government agency’s hazardous materials.

Includes abatement and remediation.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-19-15

Rev. 1

Hazardous Materials/Dangerous Waste – Abatement and Remediation

Records relating to hazardous materials clean-up actions and investigations of incidents

and/or disasters occurring within the agency’s jurisdiction and completed by or on behalf of

the agency.

Projects include, but are not limited to:

 Comprehensive Environmental Response, Compensation and Liability Act (CERCLA)

Superfund projects; sites listed on the Department of Ecology’s Hazardous Sites List (WAC

173-340-330);

 Abatement, remediation, removal of potentially hazardous materials such as asbestos,

lead paint, lead in drinking water, contaminated soil, storage tanks (under or above

ground), etc.;

 Clean-up of spills and releases of hazardous materials.

Includes, but is not limited to:

 Preliminary assessment/site inspection reports, remedial investigation/feasibility studies and

reports, risk and endangerment assessment, health and safety plans, etc.;

 Notifications (such as Emergency Release Notification of an Extremely Hazardous Substance (EHS)

in accordance with Comprehensive Environmental Response, Compensation and Liability Act

(CERCLA), or asbestos removal/disturbance notification required of local education agencies by the

Asbestos National Emissions Standards for Hazardous Air Pollutants (NESHAP) in accordance with

40 CFR § Part 61, Subpart M.)

 Contracts, abatement permits, consent agreements, record of decision (ROD), administrative

orders, plans (project operations, work, community relations, quality assurance, etc.);

 Sampling data, chemical analysis services, surveys, applicable or relevant and appropriate

requirements (ARARs), enforcement action, operation & maintenance, monitoring & review;

 (Potentially) responsible party searches and investigations; consent decrees;

 Alert notifications (email, web post, tweet, RSS feed, etc.).

Retain for 10 years after

completion of project

10 years after terms of grant

agreement, whichever is later

then

Transfer to Washington State

Archives for appraisal and

selective retention

and

Retain records not selected for

permanent preservation for 50

years pursuant to

42 USC § 9603 (d)(2).

ARCHIVAL

(Appraisal Required)

ESSENTIAL

(for Disaster Recovery)

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 72 of 197

2.5

HAZARDOUS MATERIALS MANAGEMENT

Records relating to the identification, location, handling, use, storage, transportation, and disposal of the local government agency’s hazardous materials.

Includes abatement and remediation.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-19-02

Rev. 1

Hazardous Materials/Dangerous Waste – Control/Inventory/Tracking/Disposal

Records documenting the control, tracking, and disposal of the hazardous materials and

dangerous waste generated, transported, treated, stored, used, and/or disposed of by the

local government agency where no accident or incident has occurred.

Includes, but is not limited to:

 Reports and forms required under the Resource Conservation and Recovery Act (RCRA);

 Dangerous Waste Annual Report filed with the Department of Ecology in accordance with

WAC 173-303-220;

 Materials Safety Data Sheet (MSDS)(WAC 296-800-180), annual inventory of chemicals,

emergency and hazardous chemical inventory form, Tier Two Chemical Inventory Report,

and all other forms and reports submitted to the State Emergency Response Commission

(SERC), Local Emergency Planning Committees (LEPC), the Department of Ecology and/or

local fire department as required by the Environmental Protection Agency Emergency

Planning & Community Right-to-Know Act;

 Toxic Release Inventory (TRI) reporting in accordance with 40 CFR § Part 372.

Excludes:

 Abatement/remediation records covered by GS50-19-15;

 Pesticide application covered by GS50-18-43;

 Hazardous materials/dangerous waste plans covered by GS50-19-08.

Note: There is no limitation of action on the agency’s liability for the exposure of individuals to

hazardous materials.

Retain for 50 years after end of

calendar year

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 73 of 197

2.5

HAZARDOUS MATERIALS MANAGEMENT

Records relating to the identification, location, handling, use, storage, transportation, and disposal of the local government agency’s hazardous materials.

Includes abatement and remediation.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-19-08

Rev. 1

Hazardous Materials/Dangerous Waste – Plans

Plans and procedures relating to the proper management of hazardous materials/waste

used, owned, stored, or created by the local government agency. May include information

relating to the collection, analysis, transportation, recordkeeping, and disposal of hazardous

waste/materials in an effort to prevent contamination of humans, the environment, etc.

Includes, but is not limited to:

 Hazardous materials emergency response plans and procedures;

 Employee Right to Know implementation plan;

 Hazardous waste plans prepared and submitted to the Department of Ecology in

accordance with RCW 70.105.220;

 Asbestos management plans prepared in accordance with the Asbestos Hazard

Emergency Response Act (AHERA) and the Asbestos School Hazard Abatement

Reauthorization Act (ASHARA) in accordance with 40 CFR § Part 763.

Excludes hazardous materials reports and inventories covered by GS50-19-02 and

abatement records covered by GS50-19-15.

Note: Local hazardous waste plans (RCW 70.105.220) received by the Washington State

Department of Ecology are designated Archival in accordance with the Department of Ecology’s

records retention schedule.

Retain for 6 years after obsolete

or superseded

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

ESSENTIAL

(for Disaster Recovery)

OPR

GS50-18-43

Rev. 1

Pesticide Application

Records documenting the local government agency’s application of pesticides to agricultural

land, roadsides, and/or landscapes as regulated by RCW 17.21.100 and WAC 16-228-1320.

Retain for 7 years after date of

pesticide application

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 74 of 197

2.6

INSPECTION/MONITORING

The activity of observing, examining, testing, calibrating, measuring or otherwise evaluating/confirming the functionality, safety, or performance of the

agency’s physical assets. Includes routine, preventive, predictive, scheduled, and unscheduled assessments.

*Excludes inspections/monitoring completed by outside regulatory agencies and covered in Authorizations/Certifications.

*Excludes inspections/monitoring completed by the local government agency in its capacity as a regulatory agency, which is covered in sector schedules.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-18-08

Rev. 1

Inspections – Bridges

Records relating to the inspection of bridges owned by the agency and performed in

accordance with National Bridge Inspection Standards (NBIS) pursuant to 23 CFR § 650(C)

and 23 USC 151. Includes inspection diaries, field notes, etc.

Excludes records held by the county engineer and covered by GS2012-031.

Excludes reports covered by GS2012-044.

Retain for 6 years after asset no

longer owned by agency

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

GS2012-037

Rev. 0

Inspections/Monitoring – Non-Regulated

Records documenting inspections/monitoring of assets owned, used or maintained by the

local government agency, where not required by regulatory agencies. Includes inspections/

monitoring completed by agency staff and/or contractors. Includes structures and

infrastructure, equipment and systems, vehicles/vessels, IT hardware and systems, etc.

May include, but is not limited to:

 Temperature and humidity records;

 Equipment functionality/safety checks (vehicle daily checks, etc.);

 IT system health monitoring (benchmarks, real-time performance logs, etc.).

Excludes records covered more specifically in CORE or sector schedules such as:

 Regulated and/or environmental inspections/monitoring covered by GS51-07-10, GS50-

19-15, GS50-01-42, GS50-18-08, and GS2012-038;

 Traffic/light monitoring covered by GS50-18-33 and GS50-18-34;

 Inspections/monitoring of assets not owned by the agency but monitored by the agency

in a regulatory capacity, which is covered in sector schedules.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 75 of 197

2.6

INSPECTION/MONITORING

The activity of observing, examining, testing, calibrating, measuring or otherwise evaluating/confirming the functionality, safety, or performance of the

agency’s physical assets. Includes routine, preventive, predictive, scheduled, and unscheduled assessments.

*Excludes inspections/monitoring completed by outside regulatory agencies and covered in Authorizations/Certifications.

*Excludes inspections/monitoring completed by the local government agency in its capacity as a regulatory agency, which is covered in sector schedules.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS51-07-10

Rev. 2

Inspections/Monitoring – Regulated (Environmental)

Records relating to environmental monitoring of assets owned by the agency where

required by regulatory agencies and where not covered by a more specific records series.

May include monitoring of soil, air, water (ground, drinking, surface, waste), etc.

Includes, but is not limited to:

 Atmospheric monitoring of confined spaces (WAC 296-809-50006).

Excludes records covered more specifically in CORE or sector schedules such as:

 Hazardous materials abatement/remediation (DAN GS50-19-15);

 Authorizations/Certifications – Agency Management (DAN GS50-01-42);

 Inspections/monitoring of assets not owned by the agency but monitored by the agency

in a regulatory capacity, which is covered in sector schedules.

Note: Local government agencies may need to retain these records longer in order to comply

with additional federal or state regulatory agency requirements.

Retain for 30 years after end of

calendar year

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 76 of 197

2.6

INSPECTION/MONITORING

The activity of observing, examining, testing, calibrating, measuring or otherwise evaluating/confirming the functionality, safety, or performance of the

agency’s physical assets. Includes routine, preventive, predictive, scheduled, and unscheduled assessments.

*Excludes inspections/monitoring completed by outside regulatory agencies and covered in Authorizations/Certifications.

*Excludes inspections/monitoring completed by the local government agency in its capacity as a regulatory agency, which is covered in sector schedules.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2012-038

Rev. 0

Inspections/Monitoring – Regulated (Non-Environmental)

Records relating to non-environmental monitoring of assets owned by the agency where

required by regulatory agencies and where not covered by a more specific records series.

Includes, but is not limited to:

 Airport self-inspections (14 CFR § 139.327);

 Underground storage tank (UST) inspections (40 CFR § 280.45);

Excludes records covered more specifically in CORE or sector schedules such as:

 Bridge inspections covered by GS2012-031, GS50-18-08, and GS2012-044;

 Environmental inspections/monitoring covered by GS51-07-10 and GS2012-037;

 Hazardous materials abatement/remediation covered by GS50-19-15;

 Inspections/monitoring relating to an authorization/certification and covered by GS50-01-

42 or GS2012-033;

 Inspections/monitoring of assets not owned by the agency but monitored by the agency

in a regulatory capacity, which is covered in sector schedules.

Note: Local government agencies may need to retain these records longer in order to comply

with additional federal or state regulatory requirements.

Retain for 6 years after end of

calendar year

and

violations (if any) corrected

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

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2.6

INSPECTION/MONITORING

The activity of observing, examining, testing, calibrating, measuring or otherwise evaluating/confirming the functionality, safety, or performance of the

agency’s physical assets. Includes routine, preventive, predictive, scheduled, and unscheduled assessments.

*Excludes inspections/monitoring completed by outside regulatory agencies and covered in Authorizations/Certifications.

*Excludes inspections/monitoring completed by the local government agency in its capacity as a regulatory agency, which is covered in sector schedules.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-18-34

Rev. 2

Monitoring (Traffic) – Analysis

Compilations, analyses and reports prepared by the agency (includes contractors) relating to

traffic count/volume/flow, traffic lights/signals, traffic accidents/incidents, etc., on streets

and roads within the agency’s jurisdiction.

Includes, but is not limited to:

 Data analysis, summary reports and printouts, maps, etc.

Excludes records covered by Records Documented as Part of More Formalized Records (DAN

GS2016-009) (raw data).

Retain for 6 years after analysis

or report completed

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

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Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 78 of 197

2.7

INVENTORY

The activity of detailing or itemizing goods, materials, and resources on a periodic basis.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-03A-18

Rev. 1

Inventory – Capital, Expendable and Consumable Assets

Records relating to the inventorying of the agency’s capital assets (as defined by agency

policy, ordinance, or resolution) and expendable assets (tagged or tracked using tags or

serial numbers in accordance with agency policy, ordinance, or resolution), and consumable

assets (including items offered for resale).

Capital assets may include, but are not limited to:

 Land, improvements, infrastructure, easements, rights-of-way;

 Buildings, leasehold improvements;

 Vehicles, machinery, computers, equipment, furniture;

 Works of art and historical treasures.

Expendable assets may include, but are not limited to:

 Computers, smart phones, global positioning system (GPS) devices.

Consumable assets may include, but are not limited to:

 Commodities (food, fuel, etc.);

 Supplies (office, forms, printing, mailing, linens, etc.);

 Forms, publications;

 Parts (for vehicles, printers, machines, etc.);

 School stores items (shirts, snacks, annuals, planners, yearbooks, etc.);

 Concession supplies, maps, code books;

 Grave markers.

Excludes:

 Hazardous materials inventories covered by GS50-19-02;

 Tree inventories (GS50-06B-25) and surplus property inventories (GS50-08C-06).

Note: Capital asset tracking information must be created in accordance with RCW 43.09.200, and is

covered by GS2011-182. For more information, please contact the Office of the State Auditor.

Retain for 4 fiscal years after

date of inventory

until disposition of asset and

completion of State Auditor’s

examination report, whichever

is sooner

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

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Page 79 of 197

2.7

INVENTORY

The activity of detailing or itemizing goods, materials, and resources on a periodic basis.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-06B-05

Rev. 1

Inventory – Keys/Key Cards/Badges

Records documenting the inventory of security badges or building keys/key cards issued to

employees (includes contractors and volunteers) and visitors to gain access to agency

facilities and resources.

Retain until obsolete or

superseded

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OFM

GS50-08C-06

Rev. 1

Inventory – Surplus Property

Records relating to the inventorying of surplus capital and/or expendable (tagged or tracked)

assets.

Retain for 6 years after

inventory record obsolete or

superseded

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-06B-25

Rev. 1

Inventory – Trees

Records relating to the inventorying of trees on agency-owned property completed in

accordance with an agency-adopted policy regarding historical or ornamental trees. May

include number, type, age, and estimated height.

Retain for 3 years after

inventory record obsolete or

superseded

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 80 of 197

2.8

MAINTENANCE

The activity of performing legally required or voluntary actions on assets owned or used by the agency aimed at preventing unsafe conditions, advancing

security, reducing equipment decline/failure, and avoiding unnecessary loss. Includes routine, preventive, scheduled, and unscheduled repair, remediation, and

abatement. Excludes records documenting financial transactions which are covered in the Financial Management section of CORE.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2012-039

Rev. 0

Maintenance – Major and/or Regulated

Records documenting all major maintenance AND all regulated maintenance (required by

regulatory agencies and/or local, state or federal statute and/or court order/rule) which is

performed on assets owned, used, or maintained by the agency in order to ensure the full

useful life of the agency’s structures and infrastructure (buildings, roads, bridges, vehicles/

vessels/aircraft, equipment, IT hardware, etc.). Includes work performed by contractors.

Includes, but is not limited to:

 Instructions, maintenance manuals, vendor statements;

 Maintenance/repair history (logs, summaries, reports, etc., which may also include non-

regulated minor maintenance);

 Original defect and inspection reports;

 Service, repair and maintenance records (regulated and/or major);

 Work orders;

 Related correspondence/communications.

Excludes:

 Maintenance records covered more specifically in CORE and sector schedules, such as

GS2012-031 and GS2012-044;

 Capital improvements (redesigns, remodels, renovations, improvements, betterments, and

increases in efficiency) covered by GS50-18-10, Construction Project Files

 Contracts and agreements covered in the Contracts/Agreements section;

 Financial records covered in the Financial Management section.

Reminder: If a record serves multiple purposes (such as an invoice that itemizes costs of services

and documents maintenance performed), it must be retained according to the longer of the

applicable retention periods.

Retain for 6 years after asset no

longer owned by agency

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

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2.8

MAINTENANCE

The activity of performing legally required or voluntary actions on assets owned or used by the agency aimed at preventing unsafe conditions, advancing

security, reducing equipment decline/failure, and avoiding unnecessary loss. Includes routine, preventive, scheduled, and unscheduled repair, remediation, and

abatement. Excludes records documenting financial transactions which are covered in the Financial Management section of CORE.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2012-040

Rev. 0

Maintenance – Minor Non-Regulated

Records documenting maintenance performed on assets owned, used, or maintained by the

agency that is minor in nature and NOT required by a regulatory agency. Includes minor

maintenance on structures and infrastructure (buildings, roads, bridges, equipment,

vehicles/vessels/aircraft, IT hardware, etc.). Includes work performed by contractors.

Minor non-regulated maintenance may include, but is not limited to:

 Custodial, floor and window cleaning, lawn/gardening, indoor plant care, etc.;

 Painting, furniture upholstery/refinishing, etc.;

 Vehicle and equipment oil changes, tune-ups, filters, tires, etc.

Includes, but is not limited to:

 Service, repair and maintenance records (minor non-regulated);

 Related correspondence/communications, work orders, lists/logs, and reports.

Excludes:

 Maintenance records covered more specifically in CORE and sector schedules, such as

GS2012-039 and GS2012-031;

 Capital improvements (redesigns, remodels, renovations, improvements, betterments,

and increases in efficiency) covered by GS50-18-10, Construction Project Files;

 Pesticide application covered by GS50-18-43;

 Contracts and agreements covered in the Contracts/Agreements section;

 Financial records covered in the Financial Management section.

Reminder: If a record serves multiple purposes (such as an invoice that itemizes costs of services

and documents maintenance performed), it must be retained according to the longer of the

applicable retention periods.

Retain for 3 years after end of

fiscal year

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 82 of 197

2.9

PLANNING

The activity of assessing the need for, and strategizing the acquisition, use, and disposal of, the agency’s physical assets (facilities, land, equipment,

vehicles, supplies, hazardous materials, etc.) and intangible assets (copyrights, easements, water and timber rights, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2012-041

Rev. 0

Capital Construction Projects – Preliminary Plans (Project Not Completed)

Records relating to the preliminary planning of the agency’s capital construction projects

where the project is not completed.

Includes, but is not limited to:

 Preliminary drawings and specifications;

 Public meeting materials (handouts, comments, etc.);

 Communications between contractors, consultants, public, etc.

Excludes project plans covered by records series in the Acquisition or Construction sections.

Retain for 6 years after decision

not to proceed

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

GS50-06A-01

Rev. 3

IT Applications – Planning and Review

Records documenting the planning and post-implementation review of the agency’s

computer software applications, databases, and websites (internet and intranet).

Includes, but is not limited to:

 Requirements and objectives documents/statements;

 Feasibility studies;

 Charter, cost/benefit analyses, investment plans;

 Post-implementation reviews/evaluations/recommendations.

Excludes records covered by IT Applications – Technical Design and Implementation (DAN

GS50-06A-03).

Retain for 6 years after

finalization of project

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 83 of 197

2.9

PLANNING

The activity of assessing the need for, and strategizing the acquisition, use, and disposal of, the agency’s physical assets (facilities, land, equipment,

vehicles, supplies, hazardous materials, etc.) and intangible assets (copyrights, easements, water and timber rights, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2012-042

Rev. 0

Long-Range Asset Plans (Development)

Records relating to the development of the agency’s long-range strategic plan(s) for the

management of its physical and intangible assets.

Includes, but is not limited to:

 Forecasting, needs assessment, feasibility studies, surveys and reports;

 Goals and objectives, long-range vision;

 Annual review.

Excludes:

 Final versions of long-range asset plans covered by GS51-07-15;

 Preliminary plans for projects covered by GS2012-041 or GS50-18-10;

Excludes financial records relating to successful levy and bond proposals which are covered

by Financial Transactions – Bond, Grant, and Levy Projects (GS2011-183).

Retain for 6 years after final

version completed

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 84 of 197

2.9

PLANNING

The activity of assessing the need for, and strategizing the acquisition, use, and disposal of, the agency’s physical assets (facilities, land, equipment,

vehicles, supplies, hazardous materials, etc.) and intangible assets (copyrights, easements, water and timber rights, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS51-07-15

Rev. 1

Long-Range Asset Plans (Final Version)

Final version of the agency’s long-range strategic plan(s) for the management of its physical

and intangible assets.

Includes, but is not limited to:

 Capital facilities/improvement plans;

 Comprehensive solid waste plans prepared in accordance with RCW 70.95.080;

 Environmental and conservation plans;

 Transportation plans (such as comprehensive transportation plans approved by the

legislative body in accordance with RCW 35.77.010, Transportation Improvement Plans

(TIP) prepared in accordance with RCW 36.81.121, Annual Construction Program (ACP)

prepared in accordance with RCW 36.81.130, etc.).

Excludes:

 Plans retained as part of the records of the governing body and retained in accordance

with GS50-05A-13, Meetings – Governing/Executive;

 Plans held by the county engineer and covered by GS2012-031;

 Agency-wide strategic plans covered by GS2010-080;

 Project plans covered in the Construction section.

Retain until superseded

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

GS2012-043

Rev. 0

Short-Term/Routine Asset Plans

Records relating to the routine, short-term planning and management of the agency’s

physical and intangible assets, where not covered by a more specific records series.

Excludes project plans covered by records series in the Acquisition or Construction section.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 85 of 197

2.10

REPORTING

The activity of providing information as required by regulating authorities. Also includes internal agency reporting and voluntary reporting. Excludes

published reports covered in the Forms and Publishing section.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2012-044

Rev. 0

Reporting/Filing (Mandatory) – Assets

Records which are required to be filed with, or submitted to, an outside agency (including

the legislative authority) by federal, state or local law, or by court order/rule, which are

related to the agency’s assets, and which are not covered by a more specific records series.

Includes, but is not limited to:

 Reports/forms/certificates/lists; submission confirmation, correspondence, inquiries, etc.;

 Relocation assistance/real property acquisition and displacement activities reports

submitted to federal agencies in accordance with 49 CFR § 24.9 and WAC 468-100-009;

 Bridge and road inspection/maintenance reports/plans required to be submitted or filed

with a regulatory agency by federal and/or state statute.

Excludes records held by the county engineer and covered by GS2012-031.

Retain for 6 years after report

or document submitted

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 86 of 197

2.11

SECURITY

The activity of protecting the local government agency’s assets against danger, loss, or threat. Includes structures (buildings, schools, power plants, park

facilities, transit centers, etc.), infrastructure (roads, sidewalks, bridges, runways, helipads, water, sewer, drainage and lighting systems, etc.),

equipment (motor pool cards, transit vehicles, etc.), and information systems (IT software, networks, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2010-002

Rev. 1

Authorization – Employee Access

Records documenting the authorization of employee (includes contractors and volunteers)

access to agency structures, infrastructure, equipment, supplies, electronic systems,

networks, applications, electronic and physical records/data.

Includes, but is not limited to:

 Requests and approvals for access and permissions;

 Assignment of security identification badges, building/card keys, access codes, etc.

Excludes “day only” authorizations (security tag clipped to jacket, etc.) issued to contract and

temporary employees, which are covered by GS50-06B-20.

Retain for 6 years after

termination of user’s access

6 years after system or asset no

longer in use, whichever is

sooner

then

Destroy

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 87 of 197

2.11

SECURITY

The activity of protecting the local government agency’s assets against danger, loss, or threat. Includes structures (buildings, schools, power plants, park

facilities, transit centers, etc.), infrastructure (roads, sidewalks, bridges, runways, helipads, water, sewer, drainage and lighting systems, etc.),

equipment (motor pool cards, transit vehicles, etc.), and information systems (IT software, networks, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2010-008

Rev. 1

Security Incidents and Investigations

Records documenting security incidents and investigations relating to agency structures,

infrastructure, vehicles, equipment, supplies, electronic systems, networks, applications,

electronic and physical records/data.

Incident documentation may include, but is not limited to:

 Intrusion and event logs; surveillance recordings; photographic evidence;

 Weapons confiscation logs; vandalism reports; voicemail messages;

 Staff/contractor/volunteer/visitor access/entry logs, swipe card data, login records, etc.

Investigation documentation may include, but is not limited to:

 Witness (and other) statements;

 Reports (to law enforcement, agency management, regulating authority, etc.);

 Corrective action taken; decision not to proceed with investigation;

 Correspondence, notes, recorded information.

Excludes accidents/incidents involving injuries to individuals which are covered in the Risk

Management or Employee Benefits sections.

Retain for 6 years after

investigation completed or

matter resolved, whichever is

later

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 88 of 197

2.11

SECURITY

The activity of protecting the local government agency’s assets against danger, loss, or threat. Includes structures (buildings, schools, power plants, park

facilities, transit centers, etc.), infrastructure (roads, sidewalks, bridges, runways, helipads, water, sewer, drainage and lighting systems, etc.),

equipment (motor pool cards, transit vehicles, etc.), and information systems (IT software, networks, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-06B-20

Rev. 1

Security Monitoring – Employee and Public Access

Records documenting employee (includes contractors and volunteers) and public access to

agency structures, infrastructure, equipment, supplies, electronic systems, networks,

applications, electronic and physical records/data.

Includes, but is not limited to:

 Staff and visitor access/entry logs, swipe card data, etc.;

 Information system login records (audit logs), etc.

Excludes surveillance recordings covered by GS50-06B-18 and routine security monitoring

covered by GS2010-009.

Note: If an incident occurs, records are covered by GS2010-008 or other relevant investigation

case file series.

Retain for 3 years after date of

report or last log entry

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS2020-009

Rev. 0

Security Monitoring – Employee and Public Access (COVID-19 Checks/Logs)

Records documenting COVID-19 related checks/logs of staff and visitors to agency facilities,

such as:

 Wellness/temperature checks;

 Contact details captured solely for tracing purposes;

 Records relating to contact tracing by the agency.

Excludes records covered by Security Monitoring – Employee and Public Access (DAN GS50-

06B-20).

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

Page 89 of 197

2.11

SECURITY

The activity of protecting the local government agency’s assets against danger, loss, or threat. Includes structures (buildings, schools, power plants, park

facilities, transit centers, etc.), infrastructure (roads, sidewalks, bridges, runways, helipads, water, sewer, drainage and lighting systems, etc.),

equipment (motor pool cards, transit vehicles, etc.), and information systems (IT software, networks, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2010-009

Rev. 1

Security Monitoring – Routine

Records relating to the routine security monitoring of the agency’s buildings, resources, and

information systems (network/system/data).

Includes, but is not limited to:

 Intrusion and event logs, intrusion alarm reports, etc.

 Security patrol logs.

Excludes records covered by GS50-06B-20 and GS50-06B-18.

Note: If an incident occurs, records are covered by GS2010-008 or other relevant investigation

case file series.

Retain until determined that no

security incident has occurred,

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-06B-18

Rev. 1

Security Monitoring – Oversight/Surveillance Recordings

Security recordings monitoring the agency’s infrastructure, buildings, vehicles, equipment,

etc., where not covered by a more specific records series.

Includes, but is not limited to:

 Audio/visual recordings (digital or analog);

 Data generated by navigational and/or tracking devices used to track and/or verify vehicle

routes, locations, or actions, such as Global Positioning System (GPS) tracking data,

automatic vehicle locator (AVL) data, etc.

Excludes surveillance recordings covered in sector schedules.

Note: If an incident occurs, records are covered by GS2010-008 or other relevant investigation

case file series.

Retain for 30 days after last

recording

until determined that no

security incident has occurred,

whichever is sooner

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

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2.12

USAGE AND OPERATIONS

The activity of the local government agency (staff, contractors and volunteers) using (or granting temporary authority to use) its assets (buildings,

vehicles, equipment, goods, materials, resources, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2010-004

Rev. 1

IT Automated/Scheduled Tasks

Records relating to scheduled, computer-driven tasks including, but not limited to:

 Event logs;

 Run reports and requests;

 Task schedules;

 Successful completion reports.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS2010-005

Rev. 1

IT Helpdesk Requests

Records relating to employee (includes contractors and volunteers) requests for advice and

assistance in using information technology systems and applications.

Note: Maintenance and repair of IT hardware is covered by DAN GS2012-039 or GS2012-040.

Retain for 1 year after

finalization of request

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-06A-05

Rev. 2

IT Systems Usage

Records relating to the usage of the agency’s information technology and communication

systems to ensure appropriate use.

Includes, but is not limited to:

 Internet activity logs (sites visited, downloads/uploads, video/audio streaming, etc.);

 Fax and telephone logs.

Note: The content of records created or received by employees (includes contractors and

volunteers) must be retained for the current approved minimum retention period(s).

Retain for 1 year after activity

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-06B-09

Rev. 1

Operating Manuals

Operating manuals, specifications, vendor statements, and other related documentation for

assets owned, used or maintained by the agency where not covered by a more specific

records series in CORE or sector schedules.

Retain until disposition of asset

then

Destroy

Transfer to new owner.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OFM

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

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2.12

USAGE AND OPERATIONS

The activity of the local government agency (staff, contractors and volunteers) using (or granting temporary authority to use) its assets (buildings,

vehicles, equipment, goods, materials, resources, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2014-029

Rev. 0

Tenant Files (Residential Housing)

Records relating to residential tenants in buildings/units owned, used or maintained by

agencies where public housing/low-income housing subsidies are NOT provided pursuant

to Title 24 CFR.

Residential housing may include, but is not limited to:

 Unsubsidized housing;

 HCFP Rural Rental Housing, Farm Labor Housing, Rural Rental Assistance, or other housing

programs regulated by the United States Department of Agriculture (USDA) pursuant to

7 CFR § XXXV;

 Rural Housing Stability Assistance Program regulated by the U.S. Department of Housing

and Urban Development (HUD) pursuant to Subtitle D of Title IV of the McKinney-Vento

Homeless Assistance Act (42 USC § 11408).

Includes, but is not limited to:

 Application, background check, etc.;

 Correspondence with tenants (including notifications, complaints and responses, notices

of entry of dwelling unit during tenancy, etc.);

 Executed lease/agreement;

 Inspections.

Excludes:

 Tenant files for housing programs provided pursuant to Title 24 CFR, which are covered in

the Housing Authorities Records Retention Schedule.

 Damage claims and collections covered by CORE series GS50-01-10 and GS50-03B-14.

Note: If litigation commences, these records become part of the litigation case file.

Retain for 6 years after

termination of lease/agreement

6 years after conditions of grant

satisfied (if applicable),

whichever is later

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

2. ASSET MANAGEMENT

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2.12

USAGE AND OPERATIONS

The activity of the local government agency (staff, contractors and volunteers) using (or granting temporary authority to use) its assets (buildings,

vehicles, equipment, goods, materials, resources, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2012-045

Rev. 0

Usage and Dispersal (Assets)

Records relating to the dispersal and usage of the agency’s assets. Includes all assets owned,

rented, leased and/or maintained by the agency.

Includes, but is not limited to:

 Energy usage measurements;

 Facility, equipment and vehicle use requests, checkout logs, rental/use schedules,

statistical reports;

 Fuel/oil usage and dispersal data; pump/tank audit reports; mileage data, etc.;

 Materials disbursement, supplies drawn from central stores, stores reports, etc.;

 Pit and quarry material control files.

Excludes services (public utilities, transit, housing, etc.) covered in sector schedules.

Excludes authorizations issued by the local government agency (permits, certificates,

licenses, etc.), which are covered in sector schedules.

Note: Contracts, agreements and permits authorizing the use of the agency’s assets are covered

in the Contracts and Agreements section.

Retain for 4 years after end of

fiscal year

until completion of State

Auditor’s examination report,

whichever is sooner

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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3. FINANCIAL

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3. FINANCIAL MANAGEMENT

The function of managing the local government agency’s financial resources, obligations, and monetary infrastructure.

3.1

ACCOUNTING

The activity relating to the creation of financial records of agency business transactions and the preparation of statements concerning the assets,

liabilities, and performance of the local government agency.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS51-02-01

Rev. 0

ACCOUNTS PAYABLE CONTROL WORKSHEET

Lists invoice totals and taxes. Used to balance against computer generated warrant register.

1 month

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-03B-10

Rev. 0

APPLICATION FOR DUPLICATE INSTRUMENT, AFFIDAVIT, AND BOND

Authority to issue duplicated check or warrant in case of loss or destruction. Notarized oath

that original was lost or destroyed and request for replacement.

6 years

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS2012-046

Rev. 0

Billing Stubs

Records accompanying payments submitted by customers to the agency noting the

amounts, methods, and/or details of the payments (billing stubs, remittance advices,

payment stubs, etc.).

Note: Billing stubs bundled or filed with records requiring longer minimum retention periods

(such as GS2011-184 or GS2011-183) must be retained for the longer retention period(s).

Retain for 4 years after end of

fiscal year

until completion of State

Auditor's examination report,

whichever is sooner

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

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3.1

ACCOUNTING

The activity relating to the creation of financial records of agency business transactions and the preparation of statements concerning the assets,

liabilities, and performance of the local government agency.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2011-182

Rev. 0

Capital Asset Record

Tracking record created by the local government agency for each of its capital assets as

required by the Office of the State Auditor in accordance with RCW 43.09.200.

Includes information summarizing:

 Acquisition (when & how purchased or constructed, purchase price);

 Improvements;

 Depreciation;

 Deductions;

 Disposal (when & how disposed of, expenses related to the sale, etc.).

Retain for 4 years after

disposition of asset

disposition of asset and

completion of State Auditor's

examination report, whichever

is sooner

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-03B-06

Rev. 0

CHECK STUBS OR DUPLICATE COPIES

3 years

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS2012-047

Rev. 0

Collection Agency Reports

Reports received from collection agencies itemizing collections activities performed on

behalf of the local government agency.

Retain for 4 fiscal years

completion of State Auditor's

examination report, whichever

is sooner

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-03A-10

Rev. 0

DISTRIBUTION OF EXPENDITURES

3 years

NON-ARCHIVAL

NON-ESSENTIAL

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3.1

ACCOUNTING

The activity relating to the creation of financial records of agency business transactions and the preparation of statements concerning the assets,

liabilities, and performance of the local government agency.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-03B-14

Rev. 3

Financial Disputes and Collections – General

Records relating to financial disputes and attempts to collect funds, where not related to real

property ownership, and where litigation has not commenced.

Includes, but is not limited to:

 Accounts receivable and payable;

 Correspondence, research, invoices/statements, notices, proof of mailing, account

closure;

 Damage and loss claims (purchasing);

 Lien filings (and releases) and other actions;

 Settlement documentation;

 Warrants/checks returned due to non-sufficient funds (NSF).

Excludes records covered by:

 Appeals Hearings – Local Decision-Making Bodies (General) (DAN GS2011-173);

 Evictions, Liens, Foreclosures, Condemnations (DAN GS55-05A-09).

Note: If litigation commences, these records become part of the litigation case file.

Retain for 6 years after matter

resolved

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

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3.1

ACCOUNTING

The activity relating to the creation of financial records of agency business transactions and the preparation of statements concerning the assets,

liabilities, and performance of the local government agency.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2011-183

Rev. 2

Financial Transactions – Bond, Grant, and Levy Projects

Records documenting all resources received and expended by the agency for bond-, levy-,

and/or grant-funded projects. Also includes authorized debt financing.

Includes, but is not limited to:

 Cancelled (and voided) checks, credit card slips, project cost record, etc., for capital

assets constructed by the local government agency;

 Contracts and agreements (for non-capital assets only); includes negotiations, compliance

monitoring, etc.;

 Documents supporting purchase/acquisition/construction and disposition/sales prices;

 Financial statements and reports (cash receipts transmittals, daily cash report/summary,

expenditure transactions, treasurer/finance officer reports, etc.);

 Grant/scholarship announcements, applications, evaluation summaries, award

notifications, etc., for funds awarded or received by the local government agency;

 Project cost/expenditure tracking record (staff time, etc.);

 Registers and journals for all funds and functions (including numerical listing of

checks/warrants/vouchers, etc.);

 Revenue bonds and coupons, registers, etc.;

 Trust indenture, loan agreement, etc.

Excludes:

 Sensitive Cardholder Data covered by GS2014-030;

 Contracts and agreements involving the agency’s capital assets which are covered by

GS55-05A-06 and GS2011-169;

 General and subsidiary ledgers covered by GS50-03A-15;

 Unsuccessful grant/scholarship applications covered by GS50-03C-07.

Retain for 6 years after final

bond payment

6 years after completion of

levy/grant project

terms of grant agreement,

whichever is later

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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3. FINANCIAL

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3.1

ACCOUNTING

The activity relating to the creation of financial records of agency business transactions and the preparation of statements concerning the assets,

liabilities, and performance of the local government agency.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2011-184

Rev. 3

Financial Transactions – General

Records documenting all resources received and expended by the agency provided that

receipts and expenditures are not for bond, grant or levy projects.

Includes, but is not limited to:

 Purchase and sales (purchase/field orders, bills of sale, receipts, cash books, remittance

advices, vouchers, fiscal purchasing/receiving documents, etc.); donations;

 Billing statements; billing summaries (registers/ledgers); adjustments to accounts (error

corrections, overpayment refunds, conservation rebates, etc.); delinquent accounts lists;

 Financial statements and reports (cash receipts transmittals, daily cash report/summary,

expenditure transactions, treasurer/finance officer, etc.);

 Registers and journals (general and subsidiary) for all funds and functions;

 Check/warrant registers;

 Documentation of non-monetary gifts/donations (other than capital or tracked assets);

 Petty cash.

Excludes records covered by:

 Annual Financial Reports (DAN GS50-03D-02);

 Capital Assets (Other) and Non-Capital Tracked Assets (DAN GS2012-030);

 Contracts and Agreements – Capital Assets (Non-Real Property) (DAN GS2011-169);

 Contracts and Agreements – General (DAN GS50-01-11);

 Financial Transactions – Bond, Grant, and Levy Projects (DAN GS2011-183);

 Financial Transactions – Sensitive Cardholder Data (DAN GS2014-030);

 General and Subsidiary Ledgers (DAN GS50-03A-15);

 Utility meter readings covered in the Utility Services Records Retention Schedule.

Retain for 6 years after end of

fiscal year

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

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3. FINANCIAL

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3.1

ACCOUNTING

The activity relating to the creation of financial records of agency business transactions and the preparation of statements concerning the assets,

liabilities, and performance of the local government agency.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2014-030

Rev. 1

Financial Transactions – Sensitive Cardholder Data

Specific Sensitive Cardholder Data elements obtained during electronic financial transactions

where the agency stores, processes, or transmits cardholder data received via point of sale

systems, phone, email, internet, paper, etc.

Sensitive Cardholder Data elements include:

 Primary Account Number (PAN) and credit card number, if different;

 Sensitive Authentication Data (SAD) as defined by the Payment Card Industry Data

Security Standard (PCI DSS). Includes full track data, PIN/PIN blocks, and 3- or 4-digit

customer identification (CID) number printed on the front or back of payment card such

as Card Identification Number (CIN), Card Verification Value (CVV), or Card Validation

Code (CVC).

Excludes data elements other than PAN and SAD that are received by the agency (such as

transaction number, date, amount, etc.), which must be retained pursuant to GS2011-183,

GS2011-184, or other applicable DAN.

Note: For additional information, please see Washington State Archives’ Records Management

Advice, Sensitive Cardholder Data Obtained During Payment Card Transactions.

Retain until completion of

transaction

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

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3.1

ACCOUNTING

The activity relating to the creation of financial records of agency business transactions and the preparation of statements concerning the assets,

liabilities, and performance of the local government agency.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-03A-15

Rev. 1

General and Subsidiary Ledgers

General and subsidiary ledgers documenting the agency’s assets, liabilities, revenues,

expenditures, gains and losses.

Note: If your agency has ledgers from the 1800’s, please contact Washington State Archives

before destroying.

Retain for 6 years after end of

fiscal year

6 years after final bond

payment

6 years after completion of

levy/grant project

terms of grant agreement,

whichever is later

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

GS50-03C-07

Rev. 1

Grant/Scholarship Applications – Not Approved

Records relating to unsuccessful grant and scholarship applications received or submitted by

the local government agency. Records may include applications, evaluations, denial

notifications, etc.

Retain for 1 year after notify-

cation of denial received or sent

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

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3.1

ACCOUNTING

The activity relating to the creation of financial records of agency business transactions and the preparation of statements concerning the assets,

liabilities, and performance of the local government agency.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-03A-33

Rev. 1

Investment Monitoring (Mandatory)

Records relating to the monitoring of funds held and/or invested by the agency where

required by regulatory agencies.

Includes, but is not limited to:

 Reports reflecting the monitoring and review of fund(s);

 Performance and reports, asset review, etc.;

 Related correspondence/communications.

Funds include, but are not limited to:

 Self-insured retirement system investment portfolios (domestic and international

equities, domestic fixed income, real estate, venture and cash equivalents, etc.);

 Health care, industrial insurance, unemployment, group term life, etc.

Excludes records covered by:

 Banking – Accounts and Transactions (GS2011-185).

 Contracts and Agreements – General (GS50-01-11) (broker and banking contracts, etc.).

Retain for 6 years after end of

fiscal year and no longer

needed for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-03B-09

Rev. 0

STATEMENTS OF BOND OR OTHER COLLATERAL SECURITY POSTED BY BANK (or other

depository)

3 years

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-03A-28

Rev. 0

TRIAL BALANCES

3 years

NON-ARCHIVAL

NON-ESSENTIAL

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3.1

ACCOUNTING

The activity relating to the creation of financial records of agency business transactions and the preparation of statements concerning the assets,

liabilities, and performance of the local government agency.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS55-05B-32

Rev. 1

Unclaimed Property – Funds Held by Agency

Records relating to the return of unclaimed property to its legal owner in accordance with

the Uniform Unclaimed Property Act, chapter 63.29 RCW, where the funds are not submitted

to the Department of Revenue (DOR) in accordance with RCW 63.29.190.

Includes, but is not limited to:

 Research and investigative records;

 Correspondence, registered mail receipts, last known address, etc.;

 Transmittal of abandoned intangible property to the agency’s general fund pursuant to

RCW 63.29.135.

Excludes records covered by Unclaimed Property – Funds Remitted to Department of

Revenue (DAN GS55-05B-31).

Note: Retention based on the requirement that “… the local government shall remain liable to

pay the intangible property to a person or entity subsequently establishing its ownership of this

intangible property" (RCW 63.29.135).

Retain for 6 years after property

claimed

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS55-05B-31

Rev. 1

Unclaimed Property – Funds Remitted to Department of Revenue

Records relating to unclaimed property where the funds are submitted to the Department of

Revenue (DOR) in accordance with the Uniform Unclaimed Property Act, chapter 63.29 RCW.

Includes, but is not limited to:

 Research and investigative records;

 Correspondence, registered mail receipts, last known address, etc.;

 Remittance of funds to Department of Revenue (RCW 63.29.190).

Excludes records covered by Unclaimed Property – Funds Held by Agency (DAN GS55-05B-

32).

Retain for 6 years after report

filed and funds remitted to DOR

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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Version 4.2 (August 2021)

3. FINANCIAL

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3.2

AUDITING

The activity of verifying the accuracy of the local government agency’s financial accounts.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-03F-01

Rev. 0

AUDIT SUBJECT/REFERENCE FILES

Cumulative data on departments and audit issues.

Destroy when obsolete or

superseded

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-03F-02

Rev. 0

FISCAL AND PERFORMANCE AUDIT REPORTS

Final report of audit findings

6 years

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

GS50-03A-26

Rev. 1

STATE AUDITOR’S EXAMINATION REPORT

Note: This record is retained permanently by the Office of the State Auditor in accordance with its

records retention schedule.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-03F-03

Rev. 0

TECHNICAL REFERENCE MATERIALS – INTERNAL AUDIT

Audit related publications and documents gathered for reference.

Destroy when obsolete or

superseded

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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3.3

BANKING

The activity of transacting monetary exchanges with a financial institution.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2011-185

Rev. 0

Banking – Accounts and Transactions

Records relating to the agency’s banking activities and documenting its banking transactions.

Includes, but is not limited to:

 Checks and warrants issued by the agency (if returned by bank);

 Deposits and withdrawals (including Electronic Funds Transfers (EFT), International

Money Transfers (IMT), Automated Clearing House (ACH), etc.);

 Records documenting the status of and adjustments to accounts;

 Statements (bank, dividend, investment, etc.) and reconciliations;

 Stop payment reports/requests (and supporting documentation).

Excludes records covered by:

 Banking – Deposited Items (GS2011-186);

 Contracts and Agreements – General (GS50-01-11) (master depository contract, etc.).

 Financial Transactions – Bond, Grant, and Levy Projects (DAN GS2011-183) (cancelled and

voided checks for capital assets constructed by the agency, etc.).

Retain for 6 years after end of

fiscal year

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS2011-186

Rev. 0

Banking – Deposited Items

Negotiable instruments received by the agency and deposited to the bank in a different

format.

Includes, but is not limited to:

 Original paper checks/warrants imaged using Remote Deposit Capture (RDC) or Imaged

Cash Letter (ICL), or returned by the bank after redemption;

 Images of checks/warrants created in lieu of depositing the original item (such as imaged

cash letter (ICL)).

Excludes checks returned to agency due to non-sufficient funds covered by GS50-03B-14.

Retain until deposit verified by

bank

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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Version 4.2 (August 2021)

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3.4

BUDGET

The activity of determining estimates of the local government agency’s future revenue and expenditures.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-03D-01

Rev. 0

ANNUAL ESTIMATE OF REVENUE AND EXPENDITURES

2 years

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-03D-03

Rev. 0

BUDGET DEVELOPMENT OR WORKING FILES

Background information and draft documents compiled in the course of budget preparation.

Destroy when obsolete or

superseded.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-03D-04

Rev. 0

BUDGET FORECAST REPORTS

1 year

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-03D-05

Rev. 0

BUDGET OFFICER'S MONTHLY REPORT TO GOVERNING COUNCIL, COMMISSION, OR BOARD

6 years

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-03D-06

Rev. 0

BUDGET STATUS REPORT

Includes all types of periodic budget status reports compiled by all units of local government

as per statute, charter, or agency policy.

3 years or until completion of

State Auditor’s examination

report

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-03D-07

Rev. 0

DEPARTMENTAL BUDGET REQUESTS

2 years

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-03D-08

Rev. 0

FINAL BUDGET

Clerk of governing council,

commission or board -

PERMANENT

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OFM

GS50-03D-10

Rev. 0

PRELIMINARY BUDGETS

2 years

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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3.5

PAYROLL

The activity relating to the monetary compensation of employees on a periodic basis.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-03E-01

Rev. 1

Employee Pay – Authorizations and Deductions

Records relating to authorizations for and reductions to individual employee salary/wages

where authorized by the employee or required by court order.

Includes, but is not limited to:

 Court orders (for garnishment or other liens/attachments, child support, etc.);

 Direct deposit (authorization, removal, change of banks, etc.);

 Voluntary deductions (charitable donations, parking, etc.);

 Related correspondence/communications.

Excludes records covered by:

 Employee Retirement/Pension Verification (DAN GS2017-009);

 Internal Revenue Service (IRS) – Employee Forms (DAN GS2017-006);

 Reporting/Filing (Mandatory) – Internal Revenue Service (IRS) (DAN GS50-03A-17).

Retain for 6 years after

completion of transaction,

termination of authorization, or

satisfaction of order

and

no longer needed for agency

business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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3.5

PAYROLL

The activity relating to the monetary compensation of employees on a periodic basis.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-03E-15

Rev. 1

Employee Pay – History

Records relating to the pay history of individual employees.

IMPORTANT: Some of these records may be needed for retirement verification purposes.

Do not destroy before consulting with your agency’s retirement benefits manager.

Includes, but is not limited to:

 Documentation of employee pay status;

 Payroll deductions (taxes, insurance, retirement, miscellaneous);

 Time cards and time sheets.

Excludes records covered by:

 Employee Pay – Authorizations and Deductions (DAN GS50-03E-01);

 Employee Retirement/Pension Verification (DAN GS2017-009);

 Employee Pay – Internal Revenue Service (IRS) Forms (DAN GS2017-006);

 Reporting/Filing (Mandatory) – Internal Revenue Service (IRS) (DAN GS50-03A-17).

Retain for 4 years after end of

fiscal year

and

no longer needed for agency

business (including retirement

benefit verification)

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

GS2017-006

Rev. 0

Employee Pay – Internal Revenue Service (IRS) Forms

Records relating to the Internal Revenue Service forms that are held by the agency and used

to request/authorize employee tax withholding/exemptions.

Includes, but is not limited to:

 W-4 (W-4P, W-4S, W-4V) – Employee/recipient income tax Withholding Allowance

Certificates;

 W-9 – Request for Taxpayer ID Number and Certification.

Excludes records covered by Reporting/Filing (Mandatory) – Internal Revenue Service (IRS)

(DAN GS50-03A-17).

Retain for 4 years after obsolete

or superseded

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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3.5

PAYROLL

The activity relating to the monetary compensation of employees on a periodic basis.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-03E-02

Rev. 1

Payroll Processing, Distribution and Reporting

Records relating to the processing of payroll. Includes verification of actions, detailing of

payroll cost distributions, and ensuring accuracy and accountability.

Includes, but is not limited to:

 Detail reports, year-to-date costs and cumulative summary expense reports;

 Listings of payroll deductions;

 Status of and adjustments to accounts;

 Payroll distribution, warrant distribution log/sheet, etc.

 Reports and transmittal of funds to state agencies (such as Departments of Retirement

Systems (DRS), Labor & Industries (L&I), Employment Security (ESD), etc.).

Excludes records covered:

 Employee Pay – Authorizations and Deductions (DAN GS50-03E-01);

 Employee Pay – History (DAN GS50-03E-15);

 Employee Retirement/Pension Verification (DAN GS2017-009);

 Reporting/Filing (Mandatory) – Internal Revenue Service (IRS) (DAN GS50-03A-17).

Retain for 3 years after end of

fiscal year

and

completion of State Auditor’s

examination report, whichever

is later

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-03E-22

Rev. 1

Payroll Register

Official record of the agency’s payroll.

IMPORTANT: This record may be needed for retirement verification purposes. Do not

destroy before consulting with your agency’s retirement benefits manager.

Excludes records covered by Employee Retirement/Pension Verification (DAN GS2017-009).

Retain for 6 years after end of

fiscal year

and

no longer needed for agency

business (including retirement

benefit verification)

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

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3.6

PLANNING

The activity relating to planning financial strategies and processes in regard to revenues and expenditures. Includes levy and bond planning.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2012-048

Rev. 0

Impact Fees – Rate Setting

Records relating to setting impact fee rates for the collection of taxes by regulatory

authorities. Includes inquiries, notifications, etc.

Includes, but is not limited to, fees calculated for collection pursuant to:

 RCW 36.73.120, Transportation improvements;

 RCW 39.92.050, Transportation Impact Fee;

 RCW 82.02.050, Impact fees – Intent – Limitations;

 RCW 36.70A.350, Growth Management Act;

 RCW 43.21C.060, State Environmental Policy Act;

 RCW 58.17.110(2)(b), State Subdivision Act.

Excludes approvals by governing bodies, and capital facilities plans covered elsewhere in

CORE.

Retain for 6 years after rates

superseded

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS2011-187

Rev. 0

Internal Service Fund – Rate Setting

Records relating to setting rates for goods and services provided by the local government

agency to itself on a cost-reimbursement basis through an internal service fund. May include

motor pools, information technology, purchasing, central stores, duplicating/printing

services, etc.

Includes, but is not limited to:

 Cost-allocation basis;

 Actual costs separated from estimated costs.

Retain for 4 years after rates

superseded

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

3. FINANCIAL

MANAGEMENT

Page 109 of 197

3.6

PLANNING

The activity relating to planning financial strategies and processes in regard to revenues and expenditures. Includes levy and bond planning.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS53-02-06

Rev. 1

Levy and Bond Planning – Successful

Records relating to the financial planning of successful capital improvement and/or

operations & maintenance levy and bond proposals. Includes Local Improvement District

(LID) and Road Improvement District (RID) bond projects.

Includes, but is not limited to:

 Preliminary studies, proposals, prospectuses, budget requests, decision packages, etc.;

 Legal opinions; authorizations and certificates for issuance; cancellation and exchange

records; bond counsel opinions; other legal documents;

 Communications and documentation related to the issuance of bonds to finance any

capital or other project.

Excludes:

 Receipt and expenditure of levy and bond funds covered by GS2011-183, Financial

Transactions – Bond, Grant and Levy Projects;

 Long-range facilities plans covered by GS51-07-15;

 Asset-specific records covered in the Acquisition/Ownership and Construction sections

(for LID and RID projects, etc.).

 Design and construction records for LID and RID projects covered by GS2012-031, GS55-

05A-06, GS50-18-10, or sector schedules.

Retain for 6 years after final

bond payment or completion of

levy project

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

GS2011-188

Rev. 1

Levy and Bond Planning – Unsuccessful

Records relating to the financial planning of unsuccessful capital improvement and/or

operations & maintenance levy and bond proposals. Includes Local Improvement District

(LID) and Road Improvement District (RID) bond projects.

Includes, but is not limited to, preliminary studies, proposals, prospectuses, budget requests,

decision packages, communications, legal opinions, etc.

Retain for 6 years after levy

failure or decision to not

proceed

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

3. FINANCIAL

MANAGEMENT

Page 110 of 197

3.7

PURCHASING

The activity of acquiring goods and services to accomplish the goals of the agency. May include development and review of product specifications,

receipt and processing of requisitions, bids and proposals (advertising, evaluating and awarding), and inspections of goods received.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-08A-01

Rev. 1

Bids and Proposals – Successful

Records documenting bids and proposals made by other parties to provide the agency with

goods, services, revenue, or other benefits which are accepted by the agency.

Includes, but is not limited to:

 Request for proposal or bid (RFP), request for qualifications/quotations (RFQQ),

specifications, etc.;

 Notices (filed with county clerk, newspaper, etc.);

 Bid proposals, evaluation documents, statements of qualification, applications, etc.

Excludes contracts and agreements covered in the Contracts/Agreements section.

Excludes unsuccessful bid proposals covered by GS50-08A-11.

Retain for 6 years after

completion of purchase or

fulfillment of contract

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-08A-11

Rev. 1

Bids and Proposals – Unsuccessful

Records documenting bids and proposals to provide the agency with goods, services,

revenue, or other benefits, which are not accepted by the agency. Includes bid proposals,

evaluation documents, statements of qualification, applications (rental/lease), etc.

If agency decides not to proceed with purchase or agreement, records also include:

 Request for proposal or bid (RFP), request for qualifications/quotations (RFQQ),

specifications, etc.;

 Notices (filed with county clerk, newspaper, etc.).

Excludes successful bids and proposals covered by GS50-08A-01.

Excludes executed contracts and agreements covered in the Contracts/Agreements section.

Retain for 4 years after end of

fiscal year

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-08A-02

Rev. 0

CONSULTANT AND CONTRACTOR ROSTERS

Destroy when superseded plus 6

years

NON-ARCHIVAL

NON-ESSENTIAL

OFM

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

3. FINANCIAL

MANAGEMENT

Page 111 of 197

3.7

PURCHASING

The activity of acquiring goods and services to accomplish the goals of the agency. May include development and review of product specifications,

receipt and processing of requisitions, bids and proposals (advertising, evaluating and awarding), and inspections of goods received.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-08A-05

Rev. 0

DELIVERY RECEIPT-INTERNAL PURCHASING

3 years

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-08A-14

Rev. 0

EMERGENCY PURCHASE AUTHORIZATION AND EXCEPTION REQUEST

Request for an exception of the purchasing process when a department exceeds the dollar

limit when purchasing an item. Files document the approval authorization for emergency

purchases under an amount set by the agency. Includes correspondence, copy of invoice, log

of requests, etc.

Date approved plus 3 years

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-06E-21

Rev. 0

EQUIPMENT/VEHICLE PARTS ORDERS

3 years

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-08B-05

Rev. 0

MATERIALS ORDERS/REQUISITIONS

3 years

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-08B-06

Rev. 0

MATERIALS RECEIPTS

3 years

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-08B-07

Rev. 0

MATERIALS RECEIVING AND DISBURSEMENT REPORTS

3 years

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-08B-08

Rev. 0

PACKING SLIPS

Until confirmation of materials

received

NON-ARCHIVAL

NON-ESSENTIAL

OFM

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

3. FINANCIAL

MANAGEMENT

Page 112 of 197

3.7

PURCHASING

The activity of acquiring goods and services to accomplish the goals of the agency. May include development and review of product specifications,

receipt and processing of requisitions, bids and proposals (advertising, evaluating and awarding), and inspections of goods received.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-08A-06

Rev. 0

PRICE CHECKS AND INFORMAL QUOTATIONS

Destroy when obsolete or

superseded

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-08A-07

Rev. 0

PURCHASE ORDER, REQUISITION AND BID LOGS LISTING

Listing of purchase order, requisitions, and/or bids in numerical order, including date, item,

amount, department, and vendor.

3 years

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-08A-09

Rev. 0

RECEIVING REPORTS

Listing of items actually delivered to purchaser used to make sure that the shipment is

correct and complete.

6 years

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-08A-10

Rev. 0

REQUISITIONS

Official statement documenting the purchase of commodities, goods, or services subject to

bid.

6 years

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-08A-12

Rev. 0

WITHDRAWAL/CANCELLATION/ CHANGE OF PURCHASE ORDERS

6 years

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-08A-13

Rev. 0

WOMEN AND MINORITY OWNED BUSINESS ENTERPRISE (WMBE) VENDOR COMPLIANCE

REPORTS

6 years

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

3. FINANCIAL

MANAGEMENT

Page 113 of 197

3.8

REPORTING

The activity of providing financial information as required by regulating authorities.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-03D-02

Rev. 1

Annual Financial Report of Chief Fiscal Officer to Commissioners/Council

Annual financial report compiled by the local government agency and submitted to its

governing body in accordance with statute, charter, and/or agency policy.

Retain until obsolete or

superseded

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

GS50-03C-01

Rev. 1

Continuing Grants – Annual Financial Status Reports

Annual report submitted for continuing grants containing summaries and breakdowns of

expenditures for the past year.

Excludes non-continuing grant reports covered by GS50-03C-02.

Retain for 4 years after

submission of report

for period required by grant/

program, whichever is later

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-03C-02

Rev. 1

Bond, Grant, and Levy Project Reports

Reports relating to bond, grant (non-continuing) and levy projects.

Includes, but is not limited to:

 Progress statements;

 Expenditure of funds;

 Periodic, annual, special, and final reports.

Excludes continuing grant reports covered by GS50-03C-01.

Retain for 4 years after

submission of final report

for period required by grant/

program, whichever is later

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

3. FINANCIAL

MANAGEMENT

Page 114 of 197

3.8

REPORTING

The activity of providing financial information as required by regulating authorities.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2011-189

Rev. 1

Reporting/Filing (Mandatory) – Financial Management

Records relating to financial management and submitted to regulatory agencies as required

by federal, state or local law, where not covered by a more specific records series.

Includes, but is not limited to:

 Reports/forms/certificates/lists;

 Submission confirmation, correspondence, inquiries, etc.

Examples include, but are not limited to:

 Report of known or suspected loss of public funds or assets or other illegal activity filed

with the Office of the State Auditor in accordance with RCW 43.09.185.

Retain for 4 years after

submitted to regulatory agency

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

GS50-03A-17

Rev. 1

Reporting/Filing (Mandatory) – Internal Revenue Service (IRS)

Records relating to Internal Revenue Service forms and reports that are submitted to the

Internal Revenue Service (IRS) as required by law. Includes records documenting the

transmittal of funds.

Includes, but is not limited to:

 W-2 – Wage and Tax Statement;

 W-3 – Transmittal of Wage and Tax Statements;

 940 – Employer’s Annual Federal Unemployment Tax Return (FUTA);

 941 – Employer’s Quarterly Federal Tax Return (social security, Medicare, etc.);

 1099 – Payments made to non-employees or unincorporated businesses, etc.

Note: The Department of Revenue requires 5 years of tax records pursuant to RCW 82.32.070.

The Internal Revenue Service requires all records of employment taxes for at least four years after

filing the 4

quarter for the year.

Retain for 5 years after date

form/report submitted

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

3. FINANCIAL

MANAGEMENT

Page 115 of 197

3.9

TAXES

The activity of paying or collecting taxes.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-12D-01

Rev. 0

BUSINESS AND OCCUPATION TAX ACCOUNT LEDGERS

6 years

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-12D-02

Rev. 0

BUSINESS AND OCCUPATION TAX COMPUTATIONS AND LISTINGS

3 years

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-12D-03

Rev. 0

BUSINESS AND OCCUPATION TAX DEBIT AND CREDIT NOTICES

3 years

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-12D-05

Rev. 0

BUSINESS AND OCCUPATION TAX TRANSMITTALS

Documentation of transmittal of tax revenue to finance officer.

3 years

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-12D-07

Rev. 0

LOCAL IMPROVEMENT DISTRICT ASSESSMENT ROLLS AND LEDGERS

Final payment plus 6 years

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-12D-08

Rev. 0

LOCAL IMPROVEMENT DISTRICT TAX STATEMENTS AND RECEIPTS

Final payment plus 6 years

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-12D-04

Rev. 0

STATE AND LOCAL TAX RETURNS

Returns and reports submitted for taxes paid to state and/or local government agencies.

Includes but is not limited to: Sales Tax, Use Tax, Regional Transit Authority Tax, Food and

Beverage Tax, Litter Tax, Lodging Tax, State Public Utility Tax, Tobacco Products Tax,

Petroleum and Hazardous Substances Tax, Solid Fuel Burning Device Tax, Syrup Tax, and

Enhanced 911 Tax.

Note: Reference RCW 82.32.070.

Retain for 5 years after date of

filing

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

4. HUMAN RESOURCE

MANAGEMENT

Page 116 of 197

4. HUMAN RESOURCE MANAGEMENT

The function of managing the local government agency’s workforce. Throughout this section, “employee” refers to any individual who performs tasks or

assumes responsibilities for or on behalf of the agency regardless of pay status, and includes paid staff (permanent full- or part-time, short-term/term-limited,

contract, temporary, hourly, etc.), volunteers, interns, work-study students, etc.

4.1

AUTHORIZATION/CERTIFICATION

The activity of agency employees receiving authorization/approval, or fulfilling certification requirements, as required by the agency or regulating

authorities for purposes relating to job activities. (Excludes the granting of approval by agencies acting in a regulatory capacity, which is covered in

sector schedules.)

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2011-190

Rev. 2

Authorizations/Certifications – Employees (General)

Records relating to licenses, permits, accreditations, certifications and other authorizations

acquired by agency employees that are either required by regulating authorities (such as

local, state or federal agencies and/or court order/rule) or required by the agency as a

condition of employment where not covered by a more specific records series.

Includes, but is not limited to:

 Application/confirmation, recertification;

 Violations/corrections;

 Related correspondence/communications, reports, etc.

Examples include, but are not limited to:

 Conflict of interest, outside employment, etc.;

 Continuing professional education credits/hours;

 Drivers’ licenses (individual or commercial);

 Required professional certification (flagger, language interpreter, pesticide applicator,

notary, etc.).

Excludes records covered by:

 Authorizations/Certifications – Agency Management (DAN GS50-01-42);

 Authorizations/Certifications – Employees (Hazardous Materials) (DAN GS50-19-09);

 Authorizations/Certifications – Employees (Health Care/Services) (DAN GS2011-191).

Retain for 6 years after

authorization/certification

superseded or terminated

6 years after separation from

agency, whichever is sooner

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

4. HUMAN RESOURCE

MANAGEMENT

Page 117 of 197

4.1

AUTHORIZATION/CERTIFICATION

The activity of agency employees receiving authorization/approval, or fulfilling certification requirements, as required by the agency or regulating

authorities for purposes relating to job activities. (Excludes the granting of approval by agencies acting in a regulatory capacity, which is covered in

sector schedules.)

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-19-09

Rev. 2

Authorizations/Certifications – Employees (Hazardous Materials Handling)

Records relating to licenses, permits, accreditations, certifications and other authorizations

acquired by employees that relate to the handling of hazardous materials and that are

either required by or received from regulating authorities (local, state, or federal agencies

and/or courts). Includes trained personnel lists.

Note: There is no limitation of action on the agency’s liability for the exposure of individuals to

hazardous materials.

Retain for 50 years after

authorization/certification

superseded or terminated

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

GS2011-191

Rev. 2

Authorizations/Certifications – Employees (Health Care/Services)

Records relating to mandatory licenses, certifications, and authorizations received from

Washington State Departments of Health or Licensing by employees for the provision of

health care or related services.

As specified in RCW 4.16.350, providers include (but are not limited to) physicians, nurses,

psychologists, physical therapists, physician’s assistants, pharmacists, etc. and employees or

agents of licensed individuals (paramedics, EMTs, etc.).

Retain for 8 years after

authorization superseded or

terminated

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

4. HUMAN RESOURCE

MANAGEMENT

Page 118 of 197

4.2

EMPLOYEE BENEFITS

The activity of compensating employees by means other than direct financial compensation. Benefits include vacation & leave, insurance (medical, life,

disability, unemployment, etc.), industrial/workers’ compensation, retirement/pension, non-financial incentives, wellness programs, etc.).

See Financial Management - Payroll for records relating to direct financial compensation (wages, salaries, bonuses, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2017-007

Rev. 0

Benefit Programs – Administration

Records relating to the general administration of benefit programs, plans and opportunities

made available to employees by the agency. Does not include individual employee

participant files and claims.

Includes, but is not limited to:

 Benefit studies, surveys and questionnaires (planning, selection, use, improvement, etc.);

 Reports, statements, lists and logs used for internal purposes (such as participant, claims

costs/logs, quarterly/annual summaries, calculations to determine benefit rates,

cumulative leave record, etc.);

 Related correspondence/communications.

Programs include, but are not limited to:

 Insurance (medical, dental, vision, industrial/worker’s compensation, unemployment, life,

long-term care, disability, Consolidated Omnibus Budget Reconciliation Act (COBRA), etc.);

 Retirement (pension, deferred compensation, 401K, etc.);

 Educational (tuition reimbursement, etc.);

 Transportation (commute trip reduction, car pool, bus pass, etc.);

 Wellness (employee assistance program [EAP]; health and fitness rewards or

memberships, smoking cessation, weight loss; event discounts, etc.).

Excludes records covered by:

 Employee Benefits – Enrollment and Participation (DAN GS50-04D-03);

 Contracts and Agreements – General (DAN GS50-01-11);

 Employee Retirement/Pension Verification (DAN GS2017-009);

 Reporting/Filing (Mandatory) – Human Resources (DAN GS50-04C-05).

Retain for 3 years after end of

calendar year and no longer

needed for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

4. HUMAN RESOURCE

MANAGEMENT

Page 119 of 197

4.2

EMPLOYEE BENEFITS

The activity of compensating employees by means other than direct financial compensation. Benefits include vacation & leave, insurance (medical, life,

disability, unemployment, etc.), industrial/workers’ compensation, retirement/pension, non-financial incentives, wellness programs, etc.).

See Financial Management - Payroll for records relating to direct financial compensation (wages, salaries, bonuses, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-04D-03

Rev. 1

Employee Benefits – Enrollment and Participation

Records relating to individual employee enrollment and participation in benefit programs

and plans made available by the agency. Does not include retirement/pension verification

records.

Includes, but is not limited to:

 Notification/determination of eligibility;

 Applications for enrollment/participation/elections/extensions;

 Contracts and agreements;

 Name, address, status and dependent modifications/changes;

 Related correspondence/communications.

Excludes records covered by:

 Contracts and Agreements (General) (DAN GS50-01-11);

 Employee Benefits – Claims and Appeals (DAN GS2017-008);

 Employee Retirement/Pension Verification (DAN GS2017-009).

Retain for 6 years after

termination of contract/lapse of

coverage or withdrawal from

participation or separation from

agency, whichever is sooner

and

6 years after expiration of

appeal period for any/all claims

filed

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

GS2017-008

Rev. 0

Employee Benefits – Claims and Appeals

Records relating to individual employee benefit program claims and appeals. Does not

include retirement/pension plans.

Includes, but is not limited to:

 Claims (approved and denied);

 Appeals;

 Related correspondence/communications.

Excludes records covered more specifically in CORE or sector schedules.

Retain for 6 years after

benefit/beneficiary payment

completed or denied

and

6 years after expiration of

appeal period

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

4. HUMAN RESOURCE

MANAGEMENT

Page 120 of 197

4.2

EMPLOYEE BENEFITS

The activity of compensating employees by means other than direct financial compensation. Benefits include vacation & leave, insurance (medical, life,

disability, unemployment, etc.), industrial/workers’ compensation, retirement/pension, non-financial incentives, wellness programs, etc.).

See Financial Management - Payroll for records relating to direct financial compensation (wages, salaries, bonuses, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2017-009

Rev. 0

continued

Employee Retirement/Pension Verification

Records relating to individual employee enrollment and participation in retirement/pension

plans made available by the agency (including agencies operating their own pension

systems). Includes eligibility and entitlement verification documentation.

IMPORTANT: Because of the variety of unique records generated by each agency (and each

agency’s filing/electronic information systems), this records series cannot provide definitive

descriptions of which records at any particular agency will provide the necessary details.

Please contact your agency’s retirement benefits manager to confirm which specific records

your agency must retain for verification purposes.

Washington State Department of Retirement Systems (DRS) requires documentation of all

of the following elements as retirement benefit eligibility and entitlement verification:

 Employee name (first, middle, last), date of birth, and Social Security number;

 Service and break in service dates (hire, termination, leave, etc.). Includes type of leave

taken (and) whether compensated or not;

 Hours worked per month;

 Compensation earned per month. Also includes lump-sum payments such as retroactive

cost-of-living adjustment (COLA), contract settlement, missed earnings, etc. (including

begin & end dates and type of payment);

 Rate of pay specific to employee (salary, hourly, etc.).

Includes, but is not limited to:

 Application for enrollment/participation/elections/extensions;

 Determination and notification of eligibility/entitlement or ineligibility;

continued next page

Retain for 60 years after

separation from agency

100 years after employee’s date

of birth

6 years after benefit/beneficiary

payment completed, whichever

is sooner

then

Destroy.

continued next page

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

continued

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

4. HUMAN RESOURCE

MANAGEMENT

Page 121 of 197

4.2

EMPLOYEE BENEFITS

The activity of compensating employees by means other than direct financial compensation. Benefits include vacation & leave, insurance (medical, life,

disability, unemployment, etc.), industrial/workers’ compensation, retirement/pension, non-financial incentives, wellness programs, etc.).

See Financial Management - Payroll for records relating to direct financial compensation (wages, salaries, bonuses, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2017-009

Rev. 0

continued

from previous

page

Employee Retirement/Pension Verification continued from previous page

Includes, but is not limited to (continued):

 Contract/agreement, policy/plan between employee and benefit provider;

 Name, address, status and dependent modifications/changes;

 Withdrawal from plan/system.

Types of documentation that commonly verify some of the required elements include:

 Appointment letters; salary and employment dates;

 Application forms, enrollment records, authorizations, position eligibility worksheets,

retirement status forms/reviews, beneficiary information, qualified domestic relations

orders (QDRO), etc.;

 Calendars/work schedules;

 Individual payroll registers/summaries/databases;

 Time cards/time sheets.

Each agency should develop policies that define which specific records it needs to retain in

order to provide all elements necessary to validate or refute retirement benefit eligibility.

continued from previous page

continued from

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

4. HUMAN RESOURCE

MANAGEMENT

Page 122 of 197

4.2

EMPLOYEE BENEFITS

The activity of compensating employees by means other than direct financial compensation. Benefits include vacation & leave, insurance (medical, life,

disability, unemployment, etc.), industrial/workers’ compensation, retirement/pension, non-financial incentives, wellness programs, etc.).

See Financial Management - Payroll for records relating to direct financial compensation (wages, salaries, bonuses, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2017-010

Rev. 0

Leave/Overtime – Non-Routine

Records relating to the authorization of leave or overtime and the management of individual

employee status where leave is mandated by federal, state, or local statute or where agency

policy/procedure requires more than direct supervisory approval.

Includes, but is not limited to:

 Requests, eligibility determination, approvals;

 Returned/unused leave, etc.

Types of leave include, but are not limited to:

 Leave regulated by The Family Medical Leave Act of 1993 (FMLA) (29 CFR § 825)

and/or the Washington State Family Leave Act of 2006 (chapter 49.78 RCW);

 Shared/donated leave requests and donations;

 Military leave;

 Extended leave without pay/leave of absence.

Excludes records covered by:

 Employee Health Records (Routine) (DAN GS2017-015) (FMLA medical records, etc.);

 Employee Medical and Exposure Records (DAN GS50-04B-30);

 Employee Retirement/Pension Verification (DAN GS2017-009).

Retain for 6 years after

expiration of leave period or

denial of request

and

no longer needed for agency

business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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4.2

EMPLOYEE BENEFITS

The activity of compensating employees by means other than direct financial compensation. Benefits include vacation & leave, insurance (medical, life,

disability, unemployment, etc.), industrial/workers’ compensation, retirement/pension, non-financial incentives, wellness programs, etc.).

See Financial Management - Payroll for records relating to direct financial compensation (wages, salaries, bonuses, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-04B-09

Rev. 2

Leave/Overtime – Routine

Records relating to employee requests for and approval or denial of routine leave or

overtime.

Excludes records covered by:

 Employee Health Records (Routine) (DAN GS2017-015;

 Employee Retirement/Pension Verification (DAN GS2017-009);

 Leave/Overtime – Non-Routine (DAN GS2017-010).

Retain for 4 years after end of

fiscal year

until completion of State

Auditor’s examination report,

whichever is sooner

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS2010-082

Rev. 0

Law Enforcement Officers and Fire Fighters (LEOFF 1) Injury/Disability Claims

Records relating to injury and disability claims filed by law enforcement officers and fire

fighters who are members of the Washington State Law Enforcement Officers’ and Fire

Fighters’ Retirement System (LEOFF) Plan 1, in accordance with chapter 41.26 RCW.

Includes, but is not limited to:

 Medical, dental, vision, long-term care records;

 Claim and insurance payment information.

Excludes records covered by Meetings – Governing/Executive (DAN GS50-05A-13) (Local

Disability Board).

Note: LEOFF Plan 2 injury/disability claims are covered by other records series in this section.

Retain for 6 years after death of

individual

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

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4.2

EMPLOYEE BENEFITS

The activity of compensating employees by means other than direct financial compensation. Benefits include vacation & leave, insurance (medical, life,

disability, unemployment, etc.), industrial/workers’ compensation, retirement/pension, non-financial incentives, wellness programs, etc.).

See Financial Management - Payroll for records relating to direct financial compensation (wages, salaries, bonuses, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2010-083

Rev. 0

Volunteer Fire Fighters’ and Reserve Officers’ Relief Claims

Records relating to injury and disability relief claims filed by volunteer fire fighters and

reserve officers in accordance with chapter 41.24 RCW.

Note: Claims filed with the State Board for Volunteer Firefighters and Reserve Officers (SBVFRO)

are retained for 50 years in accordance with the SBVFRO’s records retention schedule.

Retain for 6 years after claim

closed

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS2010-084

Rev. 0

Workers’ Compensation Claims (Department of Labor and Industries) – Eye Injuries

Records relating to workers’ compensation claims for injuries to eyes filed by employees of

agencies insured by the Department of Labor & Industries (L&I) in accordance with Title 51

RCW and Title 296 WAC.

Includes, but is not limited to, report of occupational injury.

Note: L&I retains compensable claims for 75 years and non-compensable claims for 40 years in

accordance with its records retention schedule.

Retain for 10 years after claim

closed

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-06C-02

Rev. 1

Workers’ Compensation Claims (Department of Labor and Industries) – General

Records relating to workers’ compensation claims filed by employees of agencies insured by

the Department of Labor & Industries (L&I) in accordance with Title 51 RCW and Title 296

WAC.

Includes, but is not limited to, report of occupational injury or disease.

Excludes claims for eye injuries covered by GS2010-084.

Note: L&I retains compensable claims for 75 years and non-compensable claims for 40 years in

accordance with its records retention schedule.

Retain for 7 years after claim

closed

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

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Version 4.2 (August 2021)

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4.2

EMPLOYEE BENEFITS

The activity of compensating employees by means other than direct financial compensation. Benefits include vacation & leave, insurance (medical, life,

disability, unemployment, etc.), industrial/workers’ compensation, retirement/pension, non-financial incentives, wellness programs, etc.).

See Financial Management - Payroll for records relating to direct financial compensation (wages, salaries, bonuses, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-06C-27

Rev. 1

Workers’ Compensation Claims (Self-Insured) – Compensable

Records relating to compensable workers’ compensation claims filed by employees of self-

insured agencies in accordance with Title 51 RCW and Title 296 WAC.

Includes, but is not limited to, Self-Insurance Report of Occupational Injury or Disease.

Note: All files of defaulting self-insured employers shall be transferred to and will be retained by

Department of Labor and Industries (L&I) for 75 years after claim closed in accordance with L&I’s

records retention schedule.

Retain for 75 years after claim

closed

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-06C-31

Rev. 1

Workers’ Compensation Claims (Self-Insured) – Non-Compensable

Records relating to non-compensable workers’ compensation claims filed by employees of

self-insured agencies in accordance with Title 51 RCW and Title 296 WAC.

Includes, but is not limited to, Self-Insurance Report of Occupational Injury or Disease.

Note: All files of defaulting self-insured employers shall be transferred to and will be retained by

Department of Labor and Industries (L&I) for 40 years after claim closed in accordance with L&I’s

records retention schedule.

Retain for 40 years after claim

closed

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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Version 4.2 (August 2021)

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4.3

EMPLOYEE DEVELOPMENT, PERFORMANCE AND WORK HISTORY

The activity of cultivating employee potential and performance in the work environment. Includes staff development and recognition (work history,

skill/competency enhancement opportunities, achievement programs, etc.); performance management (evaluations, goal-setting, planning, etc.);

conflict resolution (employee relations, complaints, grievances, misconduct, disciplinary matters, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-04B-34

Rev. 1

Apprenticeship – Program Administration

Records relating to the administration of apprentice training programs implemented by the

agency in accordance with the Washington State Apprenticeship and Training Act pursuant

to chapter 49.04 RCW, chapter 296-05 WAC, and Title 29 CFR Part 30.

Includes, but is not limited to:

 Program operations documentation (29 CFR § 30.8);

 Affirmative action plans (29 CFR § 30.4);

 Evidence of qualification standards validation (29 CFR § 30.5);

 Related correspondence/communications.

Excludes records covered by Employee Work History (DAN GS50-04B-06).

Retain for 6 years after end of

calendar year and no longer

needed for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-04B-44

Rev. 1

Award/Recognition Programs

Records relating to employee award programs such as recognition of outstanding

performance, length of service, incentive plans, etc. Includes recommendations,

nominations, and additional related information.

Excludes records covered by Employee Work History (DAN GS50-04B-06).

Retain for 3 years after date of

award/recognition

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

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4.3

EMPLOYEE DEVELOPMENT, PERFORMANCE AND WORK HISTORY

The activity of cultivating employee potential and performance in the work environment. Includes staff development and recognition (work history,

skill/competency enhancement opportunities, achievement programs, etc.); performance management (evaluations, goal-setting, planning, etc.);

conflict resolution (employee relations, complaints, grievances, misconduct, disciplinary matters, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2014-031

Rev. 1

Disclosure of Former Employee Information to Prospective Employers

Records relating to the disclosure of information about former employees to prospective

employers or employment agencies pursuant to RCW 4.24.730. Includes hiring

recommendations, employment/income verifications, etc.

Includes, but is not limited to:

 Written logs, disclosure releases/statements, etc.;

 Copies of information provided, etc.

Excludes records covered by:

 Employee Work History (DAN GS50-04B-06) (disclosure of current employee information);

 Public Disclosure/Records Requests (DAN GS2010-014).

Note: Pursuant to RCW 4.16.080, the statute of limitations for the commencement of actions for

personal injury is 3 years.

Retain for 3 years after

disclosure of information

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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Version 4.2 (August 2021)

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4.3

EMPLOYEE DEVELOPMENT, PERFORMANCE AND WORK HISTORY

The activity of cultivating employee potential and performance in the work environment. Includes staff development and recognition (work history,

skill/competency enhancement opportunities, achievement programs, etc.); performance management (evaluations, goal-setting, planning, etc.);

conflict resolution (employee relations, complaints, grievances, misconduct, disciplinary matters, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-04E-03

Rev. 2

Employee Complaints and Grievances

Records relating to complaints and grievances about workplace issues filed with the local

government agency by or on behalf of its employee(s). Complaints include health and safety,

whistleblower, retaliation, etc.

Includes, but is not limited to:

 Filed complaints and grievances;

 Supporting documentation;

 Agency response and decisions;

 Legal actions, arbitration or mediation efforts;

 Determinations and appeals.

Excludes records covered by:

 Civil Rights Violation Complaints (DAN GS50-04C-04);

 Contracts and Agreements – General (DAN GS50-01-11) (grievances filed by a union on its

own behalf, etc.);

 Misconduct investigations – Founded (DAN GS50-04B-46);

 Misconduct Investigations – Unfounded (DAN GS50-04B-47).

Retain for 6 years after matter

resolved/final determination of

case and no longer needed for

agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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Version 4.2 (August 2021)

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4.3

EMPLOYEE DEVELOPMENT, PERFORMANCE AND WORK HISTORY

The activity of cultivating employee potential and performance in the work environment. Includes staff development and recognition (work history,

skill/competency enhancement opportunities, achievement programs, etc.); performance management (evaluations, goal-setting, planning, etc.);

conflict resolution (employee relations, complaints, grievances, misconduct, disciplinary matters, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-04B-06

Rev. 4

Employee Work History

Records relating to an individual’s employment history with the agency.

IMPORTANT: Some of these records may be needed for retirement verification purposes. Do

not destroy before consulting with your agency’s retirement benefits manager.

Includes, but is not limited to:

 Recruitment records for each position held by employee (position description, application,

resume, eligibility certifications, transcripts, letters of recommendation);

 Final results of background checks/investigations, medical, polygraph testing, etc. (such as

“No Record Found”, positive/negative, pass/fail, etc.);

 Non-disclosure agreements signed as a condition of employment;

 Copies of oaths of office and/or bonds of officials (elected and appointed);

 Commendations, recommendations, awards;

 Disclosure of information (to prospective employers [RCW 4.24.730(2)], etc.); home

address and telephone disclosures, etc.;

 Employee Assistance Program (EAP) referral and completion documentation;

 Training/staff development history;

 Letters/notices of personnel action or employment status changes (hiring/appointment,

promotion, transfer, salary history [increases, decreases, exceptions], etc.);

 Letters/notices of disciplinary action (demotion, termination, suspension, etc.);

 Departure status and eligibility (disability, retirement, death, etc.), exit interview, etc.

Excludes records covered more specifically in CORE or sector schedules, including:

 Employee Medical and Exposure Records (DAN GS50-04B-30);

 Employee Retirement/Pension Verification (DAN GS2017-009).

Retain for 6 years after

separation from agency and no

longer needed for agency

business (including retirement

benefit verification)

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

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4.3

EMPLOYEE DEVELOPMENT, PERFORMANCE AND WORK HISTORY

The activity of cultivating employee potential and performance in the work environment. Includes staff development and recognition (work history,

skill/competency enhancement opportunities, achievement programs, etc.); performance management (evaluations, goal-setting, planning, etc.);

conflict resolution (employee relations, complaints, grievances, misconduct, disciplinary matters, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2017-011

Rev. 0

Employees – Routine Administrative Transactions

Records relating to the agency’s human resources that document routine transactions or

tasks but do not affect employment history, payroll, performance, or retirement

status/eligibility.

Includes, but is not limited to:

 Changes to work schedules and assignments;

 Certain employee directories/rosters and organizational charts (see exclusion, below);

 Location codes;

 Miscellaneous tracking forms;

 Name/address/status/contact change documentation.

Excludes records covered by Establishment/Development History of Agency/Programs (DAN

GS50-06F-02) (annual organizational charts and employee directories/lists).

Retain until superseded

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS2017-012

Rev. 0

Employment Eligibility Verification – Labor Condition Application (LCA) Public Access File

Records that relate to Labor Condition Applications filed with the U.S. Department of Labor

by the local government agency on behalf of non-immigrant workers in accordance with 20

CFR § 655.760.

Includes, but is not limited to:

 ETA forms and cover pages;

 Wage rate documentation;

 Union/employee notification, etc.

Retain for 1 year after last date

any nonimmigrant is employed

under the LCA

1 year after date LCA expires/is

withdrawn, whichever is later

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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Version 4.2 (August 2021)

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4.3

EMPLOYEE DEVELOPMENT, PERFORMANCE AND WORK HISTORY

The activity of cultivating employee potential and performance in the work environment. Includes staff development and recognition (work history,

skill/competency enhancement opportunities, achievement programs, etc.); performance management (evaluations, goal-setting, planning, etc.);

conflict resolution (employee relations, complaints, grievances, misconduct, disciplinary matters, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-05A-26

Rev. 2

Employment Eligibility Verification – U.S. Citizenship and Immigration Services (USCIS)

Documents used to verify identity and employment authorization of individuals hired for

employment in the United States in accordance with 8 CFR § 274a.2.

Includes, but is not limited to:

 USCIS form I-9;

 Copies of other documents (such as passport, permanent resident card, etc.).

Retain for 3 years after date of

hire

1 year after separation from

agency, whichever is later

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-04B-46

Rev. 3

Misconduct Investigation Files – Founded

Documentation compiled in official investigations of employee misconduct that result in

findings of misconduct by the employee.

Includes, but is not limited to:

 Complaint initiating the investigation;

 Investigative reports, statements, recordings (audio/video);

 Corrective action (oral reprimand, letter of direction), correspondence, notes, and closing

document (summary of findings, after-action report, etc.);

 Legal advice/opinions.

Excludes certain employees covered in the:

 Public Schools (K-12) Records Retention Schedule; and,

 Law Enforcement Records Retention Schedule.

NOTE: RCW 40.14.070 vests the authority to determine the retention period for public records in

the Local Records Committee, and not in the parties to a collective bargaining agreement.

Retain for 6 years after case

closed/matter resolved and no

longer needed for agency

business

and

6 years after corrective action

completed, if imposed

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

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4.3

EMPLOYEE DEVELOPMENT, PERFORMANCE AND WORK HISTORY

The activity of cultivating employee potential and performance in the work environment. Includes staff development and recognition (work history,

skill/competency enhancement opportunities, achievement programs, etc.); performance management (evaluations, goal-setting, planning, etc.);

conflict resolution (employee relations, complaints, grievances, misconduct, disciplinary matters, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-04B-47

Rev. 3

Misconduct Investigation Files – Unfounded

Documentation compiled in official investigations of employee misconduct that do not result

in findings of misconduct by the employee.

Includes, but is not limited to:

 Complaint initiating the investigation;

 Investigative reports, statements, recordings (audio/video);

 Corrective action (oral reprimand, letter of direction), correspondence, notes, and closing

document (summary of findings, after-action report, etc.);

 Legal advice/opinions.

Excludes certain employees covered in the:

 Public Schools (K-12) Records Retention Schedule; and,

 Law Enforcement Records Retention Schedule.

NOTE: RCW 40.14.070 vests the authority to determine the retention period for public records in

the Local Records Committee, and not in the parties to a collective bargaining agreement.

Retain for 3 years after case

closed and no longer needed for

agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-04A-08

Rev. 2

Performance Evaluation (Employee)

Records relating to regularly scheduled employee performance evaluations.

Records include, but are not limited to, completed/signed evaluations and expectations.

NOTE: RCW 40.14.070 vests the authority to determine the retention period for public records in

the Local Records Committee, and not in the parties to a collective bargaining agreement.

Retain for 3 years after next

evaluation and no longer

needed for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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4.3

EMPLOYEE DEVELOPMENT, PERFORMANCE AND WORK HISTORY

The activity of cultivating employee potential and performance in the work environment. Includes staff development and recognition (work history,

skill/competency enhancement opportunities, achievement programs, etc.); performance management (evaluations, goal-setting, planning, etc.);

conflict resolution (employee relations, complaints, grievances, misconduct, disciplinary matters, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-04B-31

Rev. 1

Performance Evaluation (Supervisor Preparation)

Records gathered by an employee’s supervisor in preparation for regularly scheduled

performance evaluations.

Includes, but is not limited to:

 Notes of performance, training and development;

 Job assignments;

 Other related documentation.

Retain until completion of

evaluation

and

resolution of any ongoing

performance issues

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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4.4

EMPLOYEE HEALTH AND SAFETY

The activity of creating and maintaining a safe and healthy work environment for employees.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2017-013

Rev. 0

Alcohol Misuse and Controlled Substances Use Prevention Program – Administration

Records relating to administration of the agency’s Alcohol Misuse and Controlled Substances

Use Prevention Program for drivers of commercial motor vehicles in accordance with 49 CFR

§ 382.401.

Includes, but is not limited to:

 Administration of the alcohol and controlled substances testing programs;

 Calibration documentation;

 Annual calendar year summary required by 49 CFR § 382.403;

 Program summary report.

Retain for 6 years after end of

calendar year and no longer

needed for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS2017-014

Rev. 0

Alcohol Misuse and Controlled Substances Use Prevention Program – Collection Process

Records related to the alcohol and controlled substances collection process pursuant to 49

CFR § 382.401(b)(2).

Excludes records covered by Employee Health Records (Routine) (DAN GS2017-015).

Retain for 3 years after end of

calendar year

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-04B-33

Rev. 1

Alcohol Misuse/Controlled Substances Use Prevention Program – Test Results (Negative,

Not Positive, Cancelled)

Records relating to drug and alcohol testing where the results are negative, do not meet the

threshold for “positive”, or where test is cancelled, pursuant to 49 CFR § 382.401(b)(3).

Excludes records covered by Employee Health Record (Routine) (DAN GS2017-015) (including

positive results, refusals, treatment, etc.).

Retain for 1 year after negative

results posted or test cancelled

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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Version 4.2 (August 2021)

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4.4

EMPLOYEE HEALTH AND SAFETY

The activity of creating and maintaining a safe and healthy work environment for employees.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2021-010

Rev. 0

COVID-19 Vaccination Status Verification Records

Records documenting the agency’s compliance with its process for verifying the COVID-19

vaccination status of its employees in accordance with Department of Labor and Industries’

Division of Occupational Safety and Health (DOSH) Directives 1.70 and 11.80.

Includes, but is not limited to:

 Attestations relating to vaccination status;

 Lists/logs of employees documenting the verification of their vaccination status;

 Evidence of COVID-19 vaccinations (only if captured/retained by agency).

Excludes records covered by Administrative Procedures and Instructions (DAN GS50-01-01).

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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Version 4.2 (August 2021)

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4.4

EMPLOYEE HEALTH AND SAFETY

The activity of creating and maintaining a safe and healthy work environment for employees.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2017-015

Rev. 0

Employee Health Records (Routine)

Records relating to the health status of employees where not related to occupational illness

or injury.

Includes, but is not limited to:

 Documentation relating to off-duty injuries and extended illnesses;

 Drug/alcohol testing (positive results, refusals, corrective action, treatment, compliance,

etc.) and all other employee-specific records listed in 49 CFR § 382.401(c)(2) & (4);

 Employee Assistance Program (EAP) documentation (alcohol, drug abuse, or personal

counseling programs);

 Employee exposure to certain toxic substances that were used in same manner and

frequency that a consumer would use them (pursuant to WAC 296-802-20010);

 Family and Medical Leave Act (FMLA) (including medical histories, certifications provided

by health care professionals such as fitness-for-duty, Family Leave certifications issued

pursuant to RCW 49.78.270), etc.);

 First aid treatment made on-site by a non-physician (WAC 296-802-900);

 “Fitness for duty” releases and physical exams, etc., provided by health care professionals

where not related to occupational exposure;

 Information concerning a disabling condition (records relating to medical issues,

reasonable accommodation, adjustments to leave policy, etc.).

Excludes records covered by Employee Medical and Exposure Records (DAN GS50-04B-30).

Retain for 6 years after created

or received and no longer

needed for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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4.4

EMPLOYEE HEALTH AND SAFETY

The activity of creating and maintaining a safe and healthy work environment for employees.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-04B-30

Rev. 2

Employee Medical and Exposure Records

Records relating to the health status of employees who in the course of employment are

routinely exposed to toxic substances or harmful physical agents as regulated by 29 CFR §

1910.1020 and chapter 296-802 WAC. Includes medical records, exposure records, analyses,

and other records as specified in WAC 296-802-900.

Includes, but is not limited to:

 Medical and employment questionnaires or histories (including job description and

occupational exposures);

 Medical examinations and diagnostic results (pre-employment, pre-assignment, periodic,

episodic, etc.);

 Medical opinions, diagnoses, progress notes and recommendations;

 Medical evaluations (including respirator use [WAC 296-842-14005], audiometric [WAC

296-817-400], etc.);

 Descriptions of treatment and prescriptions;

 Employee medical complaints;

 First aid records;

 “Fitness-for-duty” releases provided by health care professionals where related to toxic

substances/harmful physical agents.

 Immunization records where required or recommended for job performance (including

Human Immunodeficiency Virus (HIV), rabies, Hepatitis B Virus [HBV], etc.).

Excludes records covered by:

 Accidents/Incidents (Hazardous Materials) – Human Exposure (DAN GS2011-177);

 Employee Health Records (Routine) (DAN GS2017-015).

Retain for 30 years after

separation from agency

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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Version 4.2 (August 2021)

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4.4

EMPLOYEE HEALTH AND SAFETY

The activity of creating and maintaining a safe and healthy work environment for employees.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2011-192

Rev. 1

Employee Medical and Exposure Records – Employed Less Than One Year

Records documenting the medical condition of employees (includes contractors and

volunteers) whose service with the agency is less than one year and where the medical

records are provided to the employee in accordance with 29 CFR § 1910.1020(d)(1)(i)(C) and

WAC 296-802-20005.

Excludes records covered by:

 Accidents/Incidents (Hazardous Materials) – Human Exposure (DAN GS2011-177).

 Employee Medical and Exposure Records (DAN GS50-04B-30).

Note: The Local Records Committee recommends that agencies retain copies of any

medical/exposure records returned to these employees under Employee Medical and Exposure

Records (DAN GS50-04B-30). Please consult your agency’s risk management advisor.

Retain until separation from

agency

then

Provide to employee upon

departure.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-06C-21

Rev. 1

Occupational Health and Safety – Injuries and Illnesses

Records documenting work-related injuries and illnesses as required by the Department of

Labor and Industries, Division of Occupational Safety and Health (DOSH) pursuant to chapter

296-27 WAC.

Includes, but is not limited to:

 Log of Work-Related Injuries and Illnesses (and privacy case list);

 Annual Summary;

 Injury and Illness Incident Report(s);

 Surveys required by regulatory agencies (Occupational Safety Health Administration

[OSHA], Bureau of Labor Statistics [BLS], etc.).

Note: Workers’ compensation claims are covered in the Employee Benefits section.

Retain for 5 years after end of

calendar year

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

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4.4

EMPLOYEE HEALTH AND SAFETY

The activity of creating and maintaining a safe and healthy work environment for employees.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2017-016

Rev. 0

Occupational Health and Safety Program – Administration

Records relating to the administration of programs implemented by the agency to ensure a

safe and healthful workplace for workers. Includes records that document assessments,

inspections (including self-issued permits), training, violation citations, analyses, actions,

steps followed, measures taken, etc.

Programs include, but are not limited to:

 Accident Prevention/Total Safety and Health Plan (WAC 296-800-140);

 Confined Space Program (WAC 296-809);

 Drug-Free Workplace;

 Emergency drills (fire, earthquake, etc.);

 Ergonomic furniture and equipment (excluding Section 504 accommodations);

 Exposure Control;

 Globally Harmonized System for Hazard Communication (WAC 296-901-14010);

 Hearing Loss Prevention;

 Personal Protective Equipment (PPE) (WAC 296-800-160);

 Respiratory Protection (chapter 296-842 WAC);

 Safety Committee (including meeting records);

 Washington Industrial Safety and Health Act of 1973 (WISHA) inspections and citations

issued in accordance with WAC 296-900-13005).

Excludes records covered more specifically elsewhere, such as:

 Alcohol Misuse and Controlled Substances Use Prevention Program (DAN GS2017-013);

 Employee Health Records (Routine) (DAN GS50-04B-30);

 Employee Medical and Exposure Records (DAN GS50-04B-30);

 Occupational Health and Safety (Work-Related Injuries and Illness) (DAN GS50-06C-21);

 Reporting/Filing (Mandatory) – (Human Resources) (DAN GS50-04C-05);

 Workplace Monitoring of Toxic Substances/Harmful Physical Agents (DAN GS50-06C-33).

Retain for 3 years after end of

calendar year and no longer

needed for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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4.4

EMPLOYEE HEALTH AND SAFETY

The activity of creating and maintaining a safe and healthy work environment for employees.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS51-05D-07

Rev. 1

Respirator Fit Tests

Records relating to employee respirator fit tests conducted pursuant to WAC 296-842-

12010.

Excludes respiratory protection program records covered by Occupational Health and Safety

Program – Administration (DAN GS2017-016).

Retain until next fit test

administered

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-06C-33

Rev. 1

Workplace Monitoring of Toxic Substances/Harmful Physical Agents

Records relating to monitoring or measuring the amount(s) of toxic substance(s) or harmful

physical agent(s) to which an employee is or has been exposed in the workplace in

accordance with 29 CFR § 1910 – Occupational Safety and Health Standards.

Includes the identification of any toxic substance used in the workplace, including where and

when the substance was used in accordance with WAC 296-802-20010.

Note: There is no limitation of action on the agency’s liability for the exposure of individuals to

hazardous materials.

Retain for 50 years after date of

monitoring/measuring

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS2017-017

Rev. 0

Workplace Monitoring of Toxic Substances/Harmful Physical Agents (Background Data)

Background data compiled while monitoring or measuring the amount(s) of toxic

substance(s) or harmful physical agent(s) to which an employee is or has been exposed in

the workplace where a summary of the data is prepared and retained pursuant to WAC

296-802-20010.

Excludes Summary of Data and other records covered by Workplace Monitoring of Toxic

Substances/Harmful Physical Agents (DAN GS50-06C-33).

Retain for 1 year after date of

monitoring/measuring and

creation of data summary

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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Version 4.2 (August 2021)

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4.5

RECRUITMENT/HIRING

The activity of screening, selecting and employing of individuals. Includes anyone who perform tasks or assume responsibilities for or on behalf of the

agency regardless of pay status, and covers paid staff (permanent full- or part-time, short-term/term-limited, contract, temporary, hourly, etc.),

volunteers, interns, work-study students, etc.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-04A-05

Rev. 1

Employment Inquiries

Records relating to persons seeking employment/ job opportunities with the agency where

not associated with an official agency recruitment.

Includes, but is not limited to:

 Unsolicited applications, resumes, letters of inquiry;

 Requests for announcement information (position, test, etc.).

Excludes records covered by Recruitment (DAN GS50-04B-22).

Retain for 1 year after received

or responded to

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-04B-35

Rev. 2

Civil Service System – Program Administration

Records relating to the administration of the Civil Service System in accordance with

chapters 41.08, 41.12, and 41.14 RCW.

Includes, but is not limited to:

 Civil Service Commission (CSC) administrative support and communications;

 Investigation and other background files;

 Cases that are not heard by the CSC (resolved, referred, ineligible, withdrawn, etc.);

 Appointment of outside attorneys.

Excludes records covered by:

 Appeals Hearings – Local Decision-Making Bodies (General) (DAN GS2011-173);

 Employee Work History (DAN GS50-04B-06);

 Recruitment (DAN GS50-04B-22).

Retain for 6 years after end of

calendar year

and

6 years after matter

resolved/case closed (if

applicable)

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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4.5

RECRUITMENT/HIRING

The activity of screening, selecting and employing of individuals. Includes anyone who perform tasks or assume responsibilities for or on behalf of the

agency regardless of pay status, and covers paid staff (permanent full- or part-time, short-term/term-limited, contract, temporary, hourly, etc.),

volunteers, interns, work-study students, etc.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-04B-22

Rev. 1

Recruitment

Records relating to the process of recruiting, interviewing, selecting and hiring of employees.

Includes, but is not limited to:

 Employment requisitions (position specifications, needs analyses and authorizations,

requests to fill, desired qualifications, etc.);

 Personnel Action Request/notice (PAR) development;

 Job announcements and postings;

 Applications, resumes, test results and background checks of unsuccessful applicants

(including applicants screened but not interviewed);

 Applicant lists, eligibility lists, applicant profile data (including Civil Service);

 Interview questions and tests;

 Screening, scoring, ranking and selection criteria;

 Related correspondence/communications.

Excludes records covered by:

 Apprenticeship - Program Administration (DAN GS50-04B-34);

 Employee Work History (DAN GS50-04B-06).

Note: Pursuant to RCW 4.16.080, the statute of limitations for the commencement of actions for

personal injury is 3 years.

Retain for 3 years after position

filled/recruitment effort

terminated

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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Version 4.2 (August 2021)

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4.6

REPORTING/FILING

The activity of providing information to or about agency employees as required by regulating authorities.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-04C-05

Rev. 3

Reporting/Filing (Mandatory) – Human Resources

Records relating to human resources and submitted to regulatory agencies as required by

federal, state or local law, where not covered by a more specific records series.

Includes, but is not limited to:

 Logs, lists, summaries, surveys, forms, reports, statements;

 Confirmations of submission, inquiries, related correspondence/communications, etc.

Examples of regulatory reporting include:

 Commute trip reduction plans and annual progress reports (RCW 70.94.527);

 Equal Employment Opportunity Commission (EEOC) reports (such as EEO-2-5, etc.);

 Federal Contract Compliance Programs (OFCCP) (EEO-1, VETS-4212, etc.);

 Health coverage programs/enrollment required by the Affordable Care Act (ACA);

 New Hire Reports relating to the child support registry filed with the Department of Social

and Health Services (DSHS) in accordance with RCW 26.23.040.

Retain for 6 years after

prepared/submitted to

regulatory agency

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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Version 4.2 (August 2021)

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4.7

WORKFORCE PLANNING/STAFF STRUCTURE/POSITION DEVELOPMENT

The activity of structuring and organizing human resources to meet the current and future needs of the agency. Includes paid and unpaid staff

(permanent full- or part-time, short-term/term-limited, contract staff, temporary, hourly, volunteers, interns, work-study students, etc.).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-04B-05

Rev. 1

Position Description and Classification

Records relating to the description and classification of agency jobs and positions. May

include duties and responsibilities, time percentage breakdowns of tasks, required skills and

abilities, salary or pay range, and the development, modification or redefinition of each job

or position.

Retain for 6 years after obsolete

or superseded and no longer

needed for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-04B-17

Rev. 1

Staff Planning/Staffing

Records relating to requests for workforce changes that require formal approval and that

result in the beginning of recruitment processes or changes to the employment or payroll

status of existing employees.

Excludes records covered by Employee Work History (DAN GS50-04B-06).

Retain for 3 years after request

approved or denied

and

3 years after conclusion of any

pending action (if applicable)

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS2014-032

Rev. 1

Workforce Planning

Records relating to planning activities to develop the agency’s workforce, such as skills

inventories/assessments, diversity and affirmative action planning, succession planning,

recruitment and retention planning, etc.

Includes, but is not limited to:

 Final plans;

 Records relating to the development of plans (studies, reports, etc.);

 Related correspondence/communications.

Excludes records covered by Establishment/Development History of Agency/Programs (DAN

GS60-06F-02).

Retain for 6 years after obsolete

or superseded

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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5. INFORMATION MANAGEMENT

The function of managing the local government agency’s information, including electronic information systems, forms and publications, mail services, library

services, records management, and public disclosure.

5.1

FORMS AND PUBLICATIONS

The activity of drafting, producing, and managing the local government agency’s forms and publications.

See Financial Management – Accounting for financial records relating to forms and publications.

See Asset Management – Inventory for forms and publications inventories.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2010-011

Rev. 0

Forms – Accountable

Unused, pre-numbered forms such as checks, receipts, invoices, meal tickets and licenses.

Retain for 3 fiscal years

until completion of State

Auditor’s examination report,

whichever is sooner

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS2010-012

Rev. 0

Forms – Master Set

Master set of all forms created by the agency. Also includes source materials (.pdfs, camera-

ready copies, original photographs/images, etc.).

Excludes web-based forms covered by DAN GS50-06A-03.

Retain until use of form ceases

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS2010-013

Rev. 0

Forms and Publications – Creation

Records relating to the design, creation, and revision of agency-created forms and

publications.

Includes, but is not limited to:

 Job descriptions/specifications/design records;

 Sample job products/proofs/samples.

Excludes web-based forms covered by DAN GS50-06A-03.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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5.1

FORMS AND PUBLICATIONS

The activity of drafting, producing, and managing the local government agency’s forms and publications.

See Financial Management – Accounting for financial records relating to forms and publications.

See Asset Management – Inventory for forms and publications inventories.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-06F-04

Rev. 4

Publications – Master Set

Master set of all publications created by the agency and intended for distribution to the

agency’s customers, clients, community, or the general public. Also includes source materials

(.pdfs, camera-ready copies, original photographs/digital images, etc.).

Publications include, but are not limited to:

 Reports, manuals, brochures;

 Newsletters, magazines, journals;

 Official/municipal code;

 Maps, plans, charts;

 Audio/video recordings and films/presentations.

Excludes annual reports covered by GS50-05A-04.

Retain until no longer needed

for agency business

then

Contact Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OFM

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5.2

LIBRARY SERVICES

The activity of circulating a collection of materials. Includes public, school, and internal agency libraries.

See Financial Management – Accounting for financial records relating to library services.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-12A-03

Rev. 1

Annual Report of Trustees

Records relating to the annual reporting of statistics to the library’s legislative body and the

State Librarian in accordance with RCW 27.12.260.

Note: Reports received by the Washington State Library are designated Archival in accordance

with the Office of the Secretary of State’s records retention schedule.

Retain for 3 years after report

submitted

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

GS50-12A-01

Rev. 1

Catalog

Records describing the library information sources owned by the agency.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OFM

GS50-12A-02

Rev. 1

Circulation

Records relating to the borrowing, lending, and returning of items in the library’s collection.

Includes, but is not limited to:

 Item circulation history;

 User/patron records (applications for membership, borrower registration,

parent/guardian permissions).

Excludes interlibrary loans covered by DAN GS50-12A-08.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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5.2

LIBRARY SERVICES

The activity of circulating a collection of materials. Includes public, school, and internal agency libraries.

See Financial Management – Accounting for financial records relating to library services.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-12A-08

Rev. 1

Collection Control – General

Records documenting the physical control of the library’s collection.

Includes, but is not limited to:

 Accession and deaccession (discard) of items;

 Interlibrary loans;

 Shelf list/inventory of holdings.

Excludes special collections covered by GS2010-023.

Note: Agreements relating to bequests are covered by GS50-01-11.

Retain for 3 fiscal years

until completion of State

Auditor’s examination report,

whichever is sooner

then

Destroy.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

GS2010-023

Rev. 0

Collection Control – Special Collections

Records documenting the physical control of the library’s special collections (archival,

manuscript, rare books, etc.).

Includes, but is not limited to:

 Accession and deaccession (discard) of items;

 Interlibrary loans;

 Shelf list/inventory of holdings.

Note: Agreements relating to bequests are covered by GS50-01-11.

Retain until special collection

items no longer needed for

agency business

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

ESSENTIAL

(for Disaster Recovery)

OPR

GS2010-024

Rev. 0

Special Collections

Items in the library’s special collections, including, but not limited to:

 Archival collections;

 Manuscripts;

 Rare books.

Retain until no longer needed

for agency business

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OPR

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Version 4.2 (August 2021)

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5.3

MAIL SERVICES

The activity of managing the circulation of printed information. Includes incoming and outgoing, internal and external mail processes.

See Financial Management – Accounting for financial records relating to mail services.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-06D-02

Rev. 1

Mail Delivery and Receipt

Records documenting the agency’s incoming and outgoing physical mail (letters, packages,

etc.).

Includes, but is not limited to:

 Certified/registered/insured mail logs and return receipts;

 Postage meter logs/reports;

 Private ground delivery registers/receipts (UPS, Federal Express, etc.);

 Signed pick-up and delivery receipts;

 United States Postal Service (USPS) forms (certificate of bulk mailing, etc.).

Note: Contracts/agreements/permits relating to mailing services and equipment are covered by

GS50-01-11.

Retain for 3 fiscal years

until completion of State

Auditor’s examination report,

whichever is sooner

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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5.4

PUBLIC DISCLOSURE

The activity of responding to requests for access to the public records of the local government agency in accordance with chapter 42.56 RCW.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2010-014

Rev. 3

Public Disclosure/Records Requests

Records relating to requests from the general public for access to the agency’s public records

in accordance with chapter 42.56 RCW.

Includes, but is not limited to:

 Internal and external correspondence relating to the request;

 Legal advice/opinions;

 Records documenting the public records provided to the requestor (copies or lists of the

records provided, etc.);

 Records documenting the public records (or portions) withheld (exemption logs, copies of

portions redacted, etc.);

 Records documenting administrative reviews relating to the request;

 Tracking logs.

Excludes the records that are the subject of the public records request (which must be

retained in accordance with the applicable records series).

Retain for 2 years after public

records request fulfilled

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OPR

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5.5

RECORDS CONVERSION

The activity of converting the agency’s public records from one form (source records) to another (converted records) through the processes of imaging

(digitization or microfilm preservation) or data migration (digital or magnetic).

Pursuant to WAC 434-662-040, electronic records must be retained in electronic format. For information on scanning requirements and/or microfilm

standards, please visit our webpage: https://www.sos.wa.gov/archives/RecordsManagement/How-to-Destroy-Non-Archival-Records.aspx/

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2010-015

Rev. 0

Conversion Process – Archival Records

Records documenting the process of converting the agency’s Archival public records from

one form to another where not captured in the metadata of the converted records.

Includes, but is not limited to:

 Migration of digital records (mapping schemas, testing reports, etc.);

 Digitization of paper-based records (tests, inspection results, etc.);

 Microfilming of digital and/or paper-based records (arrangement of originals, guide

sheets, etc.);

 Transfer of magnetic recordings.

Note: The source records are covered by GS2010-017 or GS2010-018.

Retain until the converted

Archival records are transferred

to Washington State Archives

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OFM

GS2010-016

Rev. 0

Conversion Process – Non-Archival Records

Records documenting the process of converting the agency’s Non-Archival public records

from one form to another where not captured in the metadata of the converted records.

Includes, but is not limited to:

 Migration of digital records (mapping schemas, testing reports, etc.);

 Digitization of paper-based records (tests, inspection results, etc.);

 Microfilming of digital and/or paper-based records (arrangement of originals, guide

sheets, etc.);

 Transfer of magnetic recordings.

Note: The source records are covered by GS50-09-14 or GS2010-018.

Retain until the converted Non-

Archival records have been

destroyed in accordance with a

current approved records

retention schedule

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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5.5

RECORDS CONVERSION

The activity of converting the agency’s public records from one form (source records) to another (converted records) through the processes of imaging

(digitization or microfilm preservation) or data migration (digital or magnetic).

Pursuant to WAC 434-662-040, electronic records must be retained in electronic format. For information on scanning requirements and/or microfilm

standards, please visit our webpage: https://www.sos.wa.gov/archives/RecordsManagement/How-to-Destroy-Non-Archival-Records.aspx/

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2010-017

Rev. 2

Source Records – Imaged (Archival)

Archival source records which have been imaged using one of the following processes, and

provided that the converted records are retained in accordance with a current approved

records retention schedule:

 Scanned/digitized in accordance with Washington State Requirements for the Destruction of

Non-Archival Paper Records After Imaging, following all recommendations specific to “long-

term records”;

 Scanned/digitized in accordance with a valid approval by Washington State Archives’ legacy

processes (Electronic Imaging System (EIS) or Early Destruction After Digitization (DAD) ; or,

 Microfilmed in accordance with Washington State Standards for the Production and Use of

Microfilm.

Excludes records covered in the County Clerks and Superior Court Records Retention

Schedule.

Retain until verification of

successful conversion

then

Contact Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

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5.5

RECORDS CONVERSION

The activity of converting the agency’s public records from one form (source records) to another (converted records) through the processes of imaging

(digitization or microfilm preservation) or data migration (digital or magnetic).

Pursuant to WAC 434-662-040, electronic records must be retained in electronic format. For information on scanning requirements and/or microfilm

standards, please visit our webpage: https://www.sos.wa.gov/archives/RecordsManagement/How-to-Destroy-Non-Archival-Records.aspx/

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-09-14

Rev. 3

Source Records – Imaged (Non-Archival)

Non-Archival source records which have been imaged using one of the following processes

and provided that the converted records are retained in accordance with a current approved

records retention schedule: Scanned/digitized in accordance with Washington State

Requirements for the Destruction of Non-Archival Paper Records After Imaging

 Scanned/digitized in accordance with a valid approval by Washington State Archives’ legacy

processes (Electronic Imaging System (EIS) or Early Destruction After Digitization (DAD); or,

 Microfilmed in accordance with Washington State Standards for the Production and Use of

Microfilm.

Excludes records covered in the County Clerks and Superior Court Records Retention

Schedule.

Retain until verification of

successful conversion

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS2010-018

Rev. 0

Source Records – Migrated

Non-paper-based source records which have been migrated to another non-paper-based

format such as:

 Digital records which are migrated to another digital format;

 Magnetic records (VHS, cassette tapes, reel to reel, 8-track tapes, etc.) which are migrated

to another magnetic or a digital format.

And, provided that the converted records are retained in accordance with a current

approved records retention schedule.

Excludes paper- and film-based source records covered by DANs GS2010-017 and GS50-09-

14.

Retain until verification of

successful conversion

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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5.6

RECORDS MANAGEMENT

The activity of systematically controlling the lifecycle of the local government agency’s public records (creation or receipt, use, maintenance, and

disposition).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2010-019

Rev. 0

Conservation (Archival)

Conservation treatment records documenting repair to public records designated as

Archival.

Retain until the Archival records

are transferred to Washington

State Archives

then

Transfer to Washington State

Archives for appraisal and

selective retention.

ARCHIVAL

(Appraisal Required)

NON-ESSENTIAL

OFM

GS2010-020

Rev. 0

Conservation (Non-Archival)

Conservation treatment records documenting repair to public records designated as Non-

Archival.

Retain until the Non-Archival

records have been destroyed in

accordance with a current

approved records retention

schedule

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-09-06

Rev. 1

Destruction of Public Records

Records relating to the destruction of the agency’s public records.

Includes, but is not limited to:

 Destruction logs;

 Affidavits;

 Agency authorizations;

 Certificates/Notices of destruction.

Retain for the life of the agency.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OPR

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5.6

RECORDS MANAGEMENT

The activity of systematically controlling the lifecycle of the local government agency’s public records (creation or receipt, use, maintenance, and

disposition).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2010-007

Rev. 0

Online Content Management

Records documenting the publishing of the agency’s online (internet and intranet) content.

Includes, but is not limited to:

 Requests/approvals to upload/update/remove content;

 Confirmation of content upload/update/removal;

 Point-in-time record of webpage/site (screenshot, snapshot, site map).

Note: All published content consists of individual records which have their own separate

retention requirements. Each of these records must be retained for the current approved

minimum retention period(s) according to their applicable records series.

Retain for 1 year after online

content removed

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-09-02

Rev. 2

Records Control

Records relating to the physical and intellectual control of the agency’s records, including,

but not limited to:

 Files classification schemes/guidelines;

 Inventories;

 Records center transmittals/retrievals;

 Master indexes, lists, registers, tracking systems, databases, and other finding aids used to

access public records designated as Non-Archival.

Note: Master indexes, lists, registers, tracking systems, databases and other finding aids for

public records designated as Archival should be retained with the records and transferred to

Washington State Archives.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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5.6

RECORDS MANAGEMENT

The activity of systematically controlling the lifecycle of the local government agency’s public records (creation or receipt, use, maintenance, and

disposition).

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-09-01

Rev. 1

Retention and Disposition Authorization

Records relating to the retention of the agency’s records in accordance with chapter 40.14

RCW, including, but not limited to:

 Internal working guides from approved records retention schedules;

 Application for Early Destruction of Source Documents after Digitization (DAD) or

Electronic Imaging Systems (EIS) application, provided that the original is retained by the

Washington State Archives;

 Agency’s copies of records retention schedules approved by the Local Records Committee

in accordance with RCW 40.14.070.

Note: Records Retention Schedules approved by the Local Records Committee are designated

Archival – Permanent in the Secretary of State’s Records Retention Schedule.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS2010-021

Rev. 0

Transfer of Legal Custody

Records relating to the transfer of the agency’s legal custody of its public records under one

of the following circumstances:

 Transfer of Archival records to Washington State Archives;

 Lawful transfer to another government entity (state agency, other local government

agency, etc.);

 Donation of public records (to a public library, historical or genealogical society, etc.), with

the approval of the State Archivist in accordance with RCW 40.14.070(3).

Retain for the life of the agency.

NON-ARCHIVAL

ESSENTIAL

(for Disaster Recovery)

OFM

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MINIMAL RETENTION

VALUE

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6. RECORDS WITH MINIMAL RETENTION VALUE (TRANSITORY RECORDS)

This section covers records created or received by the agency which are typically of short-term, temporary informational use.

DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-02-02

Rev. 1

Agency-Generated Forms and Publications – Copies

Blank forms and duplicate copies of publications, provided the agency retains the primary

record in accordance with the current approved minimum retention period and that the

forms are not required for audit or accountability purposes.

Includes, but is not limited to:

 Reports, catalogs, brochures, calendars, posters;

 Multi-media presentations (videos, CDs, etc.).

Excludes records covered by:

 Forms – Accountable (DAN GS2010-011);

 Forms – Master Set (DAN GS2010-012);

 Publications – Master Set (DAN GS50-06F-04).

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS2016-002

Rev. 0

Brainstorming and Collaborating

Records generated as part of informal exchanges of ideas/brainstorming/collaboration

processes, where not covered by a more specific records series.

Includes, but is not limited to, notes, mind maps, etc., developed as part of

brainstorming/collaboration sessions using electronic/virtual collaboration tools (such as

OneNote, Popplet, Lync, etc.), as well as those written on whiteboards, flipcharts,

large/oversize paper sheets, Post-it/sticky notes, etc.

Excludes records generated during open public meeting brainstorming sessions covered by:

 Meetings – Advisory (DAN GS2012-027);

 Meetings – Governing/Executive (DAN GS50-05A-13);

Excludes records covered by:

 Drafting and Editing (DAN GS2016-004);

 Records Documented as Part of More Formalized Records (DAN GS2016-009).

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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VALUE

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DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2016-003

Rev. 0

Contact Information

Records relating to the contact details of external clients/stakeholders the agency has

gathered/received and the maintenance of such lists/collections.

Includes, but is not limited to:

 Business cards;

 Contact details stored in Microsoft Outlook and other contact databases;

 Mailing lists, email distribution lists, listserv/RSS subscriber details, etc.;

 Requests to be added/removed from the agency’s contact lists (includes

mail/communications returned as undeliverable);

 Validation/verification/quality assurance checks of contact lists/collections;

 Related correspondence/communications.

Excludes:

 Records covered by Emergency/Disaster Preparedness – Contact Information (DAN

GS2012-024);

 Contact information gathered for other, more specific purposes, such as attendee/sign-in

lists for meetings and trainings, visitor books/logs, etc.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS2016-004

Rev. 0

Drafting and Editing

Records relating to the drafting/editing of correspondence, documents, and publications.

Includes, but is not limited to:

 Preliminary drafts not covered by a more specific records series, not needed as evidence

of external consultation or as evidence that the agency practiced due diligence in the

drafting process;

 Edits/suggestions/directions (such as handwritten annotations/notes, track changes

information/comments in Microsoft Word, etc.);

 Electronic documents created solely for printing (such as signs, mailing labels, etc.);

 Related correspondence/communications.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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VALUE

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DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2016-005

Rev. 0

Electronic Documents Used to Create Signed Paper Records

Electronic documents created in order to print paper records that get signed, provided the

signed paper records (or agency copy of same, if signed original is sent) are retained in

accordance with the current approved minimum retention period.

Includes, but is not limited to:

 Microsoft Word versions of minutes/letters/correspondence/etc., used to print the hard

copy that gets signed.

Note: Agencies should still create and retain copies of signed letters as evidence of the business

transaction.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-02-03

Rev. 0

General Information – External

Information received from other agencies, commercial firms, or private institutions, which

requires no action and is no longer needed for agency business purposes.

Includes, but is not limited to:

 Catalogs, reports, multi-media presentations (videos, CDs, etc.);

 Informational copies, notices, bulletins, newsletters, announcements;

 Unsolicited information (junk mail, spam, advertisements, etc.).

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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VALUE

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DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-02-05

Rev. 2

Informational Notifications/Communications

Records communicating basic/routine short-term information (regardless of format or media

used) that:

 Do not document agency decisions/actions;

 Are not used as the basis of agency decisions/actions; and

 Are not covered by a more specific records series.

Includes, but is not limited to:

 Basic messages such as “Come and see me when you’re free,” “Call me back at 555-5555,”

etc.;

 Internal communications notifying of staff absences or lateness (such as “Bob is out

today,” “Mary is running late,” etc.), provided the appropriate attendance and leave

records are retained in accordance with Leave/Overtime – Routine (DAN GS50-04B-09);

 Internal communications notifying of staff social events/gatherings (such as potlucks,

birthdays, fun runs, cookies in the break room, etc.) or of weather/traffic conditions (such

as “Avoid I-5, it’s a parking lot,” “Take care – it has started snowing,” etc.);

 Email delivery/read receipts, out-of-office notices, etc.

Excludes records covered by:

 Leave/Overtime – Routine (DAN GS50-04B-09).

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS2016-006

Rev. 0

Internet Browsing

Records routinely generated as part of internet browsing.

Includes, but is not limited to:

 Browsing history/saved passwords/web form information, etc.;

 Cache/temporary files;

 Cookies.

Excludes internet activity log records covered by IT Systems Usage (DAN GS50-06A-05).

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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MINIMAL RETENTION

VALUE

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DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2016-008

Rev. 0

Organizing/Monitoring Work in Progress

Records relating to the assigning, prioritizing, tracking/monitoring and status of

work/tasks/projects in progress, where not covered by a more specific records series.

Includes, but is not limited to:

 Status logs;

 To-do lists;

 Tasks within Microsoft Outlook, etc.;

 Routing slips;

 Working/rough notes;

 Workflow notifications/escalations.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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VALUE

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DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2016-009

Rev. 0

Records Documented as Part of More Formalized Records

Records where the evidence of the business transaction has been documented as part of

another more formalized record of the agency which is retained in accordance with the

current approved minimum retention period.

Includes, but is not limited to:

 Data entry input records (such as paper forms, handwritten notes, etc.) that have been

documented as records within agency information systems (such as databases) provided

the original record/form (including any signatures) is not required as evidence or

authorization of the transaction;

 Working/rough notes, voicemail messages, text messages, social media posts, etc., that

have been memorialized/captured in another format such as a note-to-file, email

confirming the conversation, speech-to-text translations, etc.;

 Automatically-generated email notifications sent out by agency information systems,

provided the transaction is captured as part of an audit trail;

 Raw data/statistics/survey responses that have been consolidated/aggregated into

another record.

Excludes:

 Audio/visual recordings of meetings covered by Meetings – Advisory (DAN GS2012-027),

Meetings – Governing/Executive (DAN GS50-05A-13), Meetings – Inter-Agency (DAN

GS2011-175) or Meetings – Staff (DAN GS50-01-43);

 Electronic records (such as emails) that have been printed to paper.

Note: Electronic records need to be retained in electronic format in accordance with WAC 434-

662-040.

Retain until verification of

successful conversion/keying/

transcription

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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VALUE

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DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS2016-010

Rev. 0

Reference Materials

Materials gathered from outside sources for reference/reading use which are not evidence

of the agency’s business transactions.

Includes, but is not limited to:

 Individual participants’ copies of internal and external training materials (such as

proceedings, handouts, notes taken, etc.) from conferences/seminars/trainings;

 Copies of published articles, reports, etc.;

 Internet browser favorites/bookmarks;

 Listserv/RSS feeds.

Excludes records covered by Secondary (Duplicate) Copies (DAN GS50-02-04).

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS50-02-01

Rev. 1

Requests for Basic/Routine Agency Information

Internal and external requests for, and provision of, routine information about the

operations of the agency, such as:

 Business hours, locations/directions, web/email addresses;

 Meeting dates/times.

Excludes records covered by Public Disclosure/Records Requests (DAN GS2010-014).

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS2016-011

Rev. 0

Scheduling – Appointments/Meetings

Records relating to the scheduling of appointments/meetings (such as checking participant

and room availability, rescheduling, accepting/declining meeting invitations, etc.), provided

the calendar record of the appointment/meeting is retained in accordance with Appointment

Calendars (DAN GS50-01-36).

Includes, but is not limited to:

 Meeting invitations and accepted/declined notifications in Microsoft Outlook and other

calendaring/scheduling software/apps;

 Related correspondence/communications.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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VALUE

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DISPOSITION

AUTHORITY

NUMBER (DAN)

DESCRIPTION OF RECORDS

RETENTION AND

DISPOSITION ACTION

DESIGNATION

GS50-02-04

Rev. 2

Secondary (Duplicate) Copies

Copies of records (created or received), provided the agency retains its primary copy of the

record in accordance with the current approved minimum retention period.

Includes, but is not limited to:

 Data extracts and printouts from agency information systems;

 Cc’s of emails, provided the agency is retaining its primary copy of the email;

 Convenience/reference copies of records;

 Duplicate and near-duplicate images/photographs, provided the selected “best” image(s)

documenting the occasion/object is retained.

Excludes records which are the agency’s only copy of the record, even if it is held by another

agency.

Retain until no longer needed

for agency business

then

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

GS2016-012

Rev. 0

Unsolicited Additional Materials

Additional materials received by the agency that are:

 Not requested; and

 Not used by the agency in the course of government business.

Includes, but is not limited to:

 Superfluous extra materials provided with applications (including health/medical records);

 Information entered through online applications, e-forms, etc., but not completed and

not submitted to the agency.

Upon receipt,

Return to sender

Destroy.

NON-ARCHIVAL

NON-ESSENTIAL

OFM

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GLOSSARY

Page 165 of 197

GLOSSARY

Appraisal

The process of determining the value and disposition of records based on their current administrative, legal, and fiscal use; their evidential and

informational or research value; and their relationship to other records.

Archival – See Archival (Appraisal Required) and Archival (Permanent Retention).

Archival (Appraisal Required)

Public records which may possess enduring legal and/or historic value and must be appraised by the Washington State Archives on an individual basis.

Public records will be evaluated, sampled, and weeded according to archival principles by archivists from Washington State Archives (WSA). Records not selected

for retention by WSA may be disposed of after appraisal.

Archival (Permanent Retention)

Public records which possess enduring legal and/or historic value and must not be destroyed. Local government agencies must either transfer these

records to Washington State Archives or retain and preserve these records according to archival best practices until such time as they are transferred

to Washington State Archives (WSA).

WSA will not sample, weed, or otherwise dispose of records fitting the records series description designated as “Archival (Permanent Retention”) other than the

removal of duplicates. Master indexes, lists, registers, tracking systems, databases and other finding aids for public records designated as Archival should be

retained with the records and transferred to Washington State Archives.

Disposition

Actions taken with records when they are no longer required to be retained by the agency.

Possible disposition actions include transfer to Washington State Archives and destruction.

Disposition Authority Number (DAN)

Control numbers systematically assigned to records series or records retention schedules when they are approved by the Local Records Committee.

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Employee

Any individual who performs tasks or assumes responsibilities for or on behalf of the agency regardless of pay status.

Includes the agency’s paid staff (permanent full- or part-time, short-term/term-limited, contract, temporary, hourly, etc.), volunteers, interns, work-study

students, etc. This definition applies only in relation to legal disposition authority and does not refer to legal employment status.

Essential Records

Public records that local government agencies must have in order to maintain or resume business continuity following a disaster. While the retention

requirements for essential records may range from very short-term to archival, these records are necessary for an agency to resume its core functions

following a disaster.

Security backups of these public records should be created and may be deposited with Washington State Archives in accordance with chapter 40.10 RCW. Copies

of master indexes, lists, registers, tracking systems, databases, and other finding aids should also be transferred with the records.

Local Records Committee

The committee established by RCW 40.14.070 to review and approve disposition of local government records.

Its three members include the State Archivist and one representative each from the Offices of the Attorney General and the State Auditor.

Migration

The periodic transfer of data from one electronic system to another in order to ensure continued integrity and accessibility of data despite changes

over time in hardware, software, and storage media.

Non-Archival

Public records which do not possess sufficient historic value to be designated as “Archival”. Agencies must retain these records for the minimum

retention period specified by the appropriate, current records retention schedule.

Agencies should destroy these records after their minimum retention period expires, provided that the records are not required for litigation, public records

requests, or other purposes required by law.

Non-Essential Records

Public records which are not required in order for an agency to resume its core functions following a disaster, as described in chapter 40.10 RCW.

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Obsolete

Public records which are no longer relevant to current program or primary functional responsibilities of a department or office.

Office of Record

The group, department, or office within an agency responsible for maintaining a primary record from creation (or receipt) through disposition.

OFM (Office Files and Memoranda)

Public records which have been designated as “Office Files and Memoranda” for the purposes of RCW 40.14.010.

RCW 40.14.010 – Definition and classification of public records.

(2) “Office files and memoranda include such records as correspondence, exhibits, drawings, maps, completed forms, or documents not above defined and classified as

official public records; duplicate copies of official public records filed with any agency of the state of Washington; documents and reports made for the internal

administration of the office to which they pertain but not required by law to be filed or kept with such agency; and other documents or records as determined by the

records committee to be office files and memoranda.”

OPR (Official Public Records)

Public records which have been designated as “Official Public Records” for the purposes of RCW 40.14.010.

RCW 40.14.010 – Definition and classification of public records.

(1) “Official public records shall include all original vouchers, receipts, and other documents necessary to isolate and prove the validity of every transaction relating to the

receipt, use, and disposition of all public property and public income from all sources whatsoever; all agreements and contracts to which the state of Washington or any

agency thereof may be a party; all fidelity, surety, and performance bonds; all claims filed against the state of Washington or any agency thereof; all records or documents

required by law to be filed with or kept by any agency of the state of Washington; … and all other documents or records determined by the records committee… to be

official public records.”

Permanent – See Archival (Permanent Retention) and Non-Archival.

Potentially Archival or Potential archival value – See Archival (Appraisal Required).

Primary Records

The original record (whether created or received by the agency) which serves as the official record, and must be retained in accordance with a current

approved records retention schedule.

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Public Records

RCW 40.14.010 – Definition and classification of public records.

“… The term "public records" shall include any paper, correspondence, completed form, bound record book, photograph, film, sound recording, map drawing,

machine-readable material, compact disc meeting current industry ISO specifications, or other document, regardless of physical form or characteristics, and

including such copies thereof, that have been made by or received by any agency of the state of Washington in connection with the transaction of public

business…”

Records Series

A group of records, performing a specific function, which is used as a unit, filed as a unit, and may be transferred or destroyed as a unit. A records

series may consist of a single type of form or a number of different types of documents that are filed together to document a specific function.

Secondary Records

Copies (or duplicates) of the agency’s primary records used for specific legal, fiscal, or administrative purposes.

Secondary records exist for convenience of reference, or for informational purposes, and may be discarded when no longer needed for agency business in

accordance with GS50-02-04.

Security Microfilm

Silver duplicate or first-generation microfilm which is stored at Washington State Archives under strictly-controlled environmental conditions and

serves as an emergency/disaster back-up, in accordance with chapter 40.10 RCW.

Washington State Archives provides security microfilm storage and inspection services to local government agencies.

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INDEX TO: ARCHIVAL/

PERMANENT

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INDEXES

ARCHIVAL and PERMANENT RECORDS INDEX

AGENCY MANAGEMENT

Administration (General)

Administrative Working Files ............................................................................. 6

Communications – Governing/Executive/Advisory ........................................... 7

Informational Reports Compiled for Agency Use ............................................... 9

Project Files (Miscellaneous) .............................................................................. 9

Research/Program Reports, Studies, Surveys, Models, and Analyses ............... 9

Charter, Jurisdiction and Mission

Agency Identity/Brand ..................................................................................... 11

Census Records from the State Office of Financial Management .................... 11

Charter and Bylaws – Adopted ......................................................................... 11

Charter and Bylaws – Development ................................................................. 12

Jurisdictional Boundary – Development .......................................................... 13

Jurisdictional Boundary – Official ..................................................................... 12

Jurisdictional Reference – Maps, Drawings, Photographs ............................... 13

Community and External Relations

Advertising and Promotion .............................................................................. 14

Awards and Recognition .................................................................................. 14

Media Releases and Coverage ......................................................................... 15

Proclamations .................................................................................................. 16

Public Opinion Polls .......................................................................................... 16

Contracts/Agreements

Franchise Requests – Granted by Agency ........................................................ 20

Elections (Elected Officials, Initiatives and Referenda)

Elections – Held and Certified by Local Government Agency (Official Results) 22

Initiative, Referenda and Recall Measures ....................................................... 23

Oaths of Office – Not Filed or Recorded with County Auditor ......................... 24

Emergency Planning, Response, Recovery

Emergency/Disaster Response/Recovery – Uncommon or Major ................... 26

Legal Affairs

Civil Rights – Violation Complaints (1985 and earlier) ..................................... 29

Legal Advice, Analysis, and Opinions - Official ................................................. 34

Litigation Case Files .......................................................................................... 35

Local Government Agency Legislation

Ordinances and Resolutions – Approved ........................................................ 36

Ordinances and Resolutions – Development ................................................... 36

Meetings and Hearings

Appeals Hearings – Local Decision-Making Bodies (General) .......................... 37

Appeals Hearings – Local Decision-Making Bodies (Land Use) ........................ 38

Meetings – Advisory ......................................................................................... 39

Meetings – Governing/Executive ..................................................................... 40

Meetings – Inter-Agency .................................................................................. 41

Planning

Establishment/Development History of Agency/Programs ............................. 44

Strategic Plans – Final Version ......................................................................... 44

Policies and Procedures

Official Agency Policy and Procedure Directives, Regulations, and Rules........ 46

Reporting

Annual Reports – Adopted ............................................................................... 47

Reporting/Filing (Mandatory) – Agency Management .................................... 47

Risk Management/Insurance

Insurance Policy Certificates ............................................................................ 50

ASSET MANAGEMENT

Acquisition/Ownership

Capital Assets (Real Property) .......................................................................... 57

County Engineer Records ................................................................................. 58

Environmental Site Assessments – Asset Not Acquired ................................... 58

Naming (Assets) ............................................................................................... 59

Authorization/Certification

Designations (Assets) ....................................................................................... 62

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO: ARCHIVAL/

PERMANENT

Page 170 of 197

Construction

As-Built Drawings – Appraised and Selected for Archival Preservation ........... 63

Construction Project Files ................................................................................ 64

Standards and Specifications Manuals ............................................................. 68

Hazardous Materials Management

Hazardous Materials/Dangerous Waste – Abatement and Remediation ........ 71

Hazardous Materials/Dangerous Waste – Plans .............................................. 73

Inspection/Monitoring

Inspections/Monitoring – Regulated (Environmental) .................................... 75

Monitoring (Traffic) – Analysis ......................................................................... 77

Inventory

Inventory – Trees ............................................................................................. 79

Planning

Capital Construction Projects – Preliminary Plans (Project Not Completed) ... 82

Long-Range Asset Plans (Final Version)............................................................ 84

Reporting

Reporting/Filing (Mandatory) – Assets ............................................................ 85

FINANCIAL MANAGEMENT

Auditing

Fiscal and Performance Audit Reports ........................................................... 102

Budget

Final Budget ................................................................................................... 104

Planning

Levy and Bond Planning – Successful ............................................................ 109

Reporting

Annual Financial Report of Chief Fiscal Officer to Commissioners/Council ... 113

Bond, Grant and Levy Project Reports ........................................................... 113

Reporting/Filing (Mandatory) – Financial Management ................................ 114

INFORMATION MANAGEMENT

Forms and Publications

Publications – Master Set ............................................................................... 146

Library Services

Collection Control – Special Collections ......................................................... 148

Special Collections .......................................................................................... 148

Records Conversion

Conversion Process – Archival Records .......................................................... 151

Source Records – Imaged (Archival) ............................................................... 152

Records Management

Conservation (Archival) .................................................................................. 154

Destruction of Public Records ........................................................................ 154

Transfer of Legal Custody ............................................................................... 156

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

ESSENTIAL RECORDS

Page 171 of 197

INDEX:

ESSENTIAL RECORDS

AGENCY MANAGEMENT

Authorization/Certification

Authorizations/Certifications – Agency Management .................................... 10

Charter, Jurisdiction and Mission

Agency Identity/Brand ..................................................................................... 11

Charter and Bylaws – Adopted ......................................................................... 11

Jurisdictional Boundary – Development .......................................................... 13

Jurisdictional Boundary – Official ..................................................................... 12

Jurisdictional Reference – Maps, Drawings, Photographs ............................... 13

Contracts/Agreements

Contracts and Agreements – Capital Assets (Non-Real Property) ................... 17

Contracts and Agreements – General .............................................................. 19

Franchise Requests – Granted by Agency ........................................................ 20

Elections (Elected Officials, Initiatives and Referenda)

Elections – Held and Certified by Local Government Agency (Official Results) 22

Oaths of Office – Not Filed or Recorded with County Auditor ......................... 24

Emergency Planning, Response, Recovery

Backups for Disaster Preparedness/Recovery ................................................. 25

Emergency/Disaster Preparedness and Recovery Plans .................................. 25

Legal Affairs

Litigation Case Files .......................................................................................... 35

Local Government Legislation

Ordinances and Resolutions – Approved ......................................................... 36

Meetings and Hearings

Appeals Hearings – Local Decision-Making Bodies (General) .......................... 37

Appeals Hearings – Local Decision-Making Bodies (Land Use) ........................ 38

Meetings – Governing/Executive ..................................................................... 40

Policies and Procedures

Official Agency Policy and Procedure Directives, Regulations, and Rules........ 46

Risk Management/Insurance

Accidents/Incidents (Hazardous Materials) – Human Exposure ...................... 48

Accidents/Incidents (Hazardous Materials) – No Human Exposure ................ 49

Insurance Policies Purchased ........................................................................... 50

Insurance Policy Certificates ............................................................................ 50

Training

Agency-Provided Training – Hazardous Materials Handling ........................... 54

ASSET MANAGEMENT

Acquisition/Ownership

Capital Assets (Other) and Non-Capital Tracked Assets ................................... 56

Capital Assets (Real Property) .......................................................................... 57

County Engineer Records ................................................................................. 58

Construction

As-Built Drawings – Appraised and Not Selected for Archival Preservation .... 63

As-Built Drawings – Appraised and Selected for Archival Preservation ........... 63

IT Applications – Technical Design and Implementation ................................ 67

IT Network – Design and Build ........................................................................ 67

Standards and Specifications Manuals ............................................................. 68

Hazardous Materials Management

Hazardous Matls/Dangerous Waste – Abatement and Remediation .............. 71

Hazardous Matls/Dangerous Waste – Control/Inventory/Tracking/Disposal . 72

Hazardous Matls/Dangerous Waste – Plans .................................................... 73

Inspection/Monitoring

Inspections – Bridges ....................................................................................... 74

Inventory

Inventory – Keys/Key Cards/Badges ................................................................ 79

Maintenance

Maintenance – Major and/or Regulated ......................................................... 80

Security

Authorization – Employee Access .................................................................... 86

Usage and Operations

Operating Manuals ........................................................................................... 90

FINANCIAL MANAGEMENT

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

ESSENTIAL RECORDS

Page 172 of 197

Accounting

General and Subsidiary Ledgers ....................................................................... 99

Payroll

Employee Pay - History .................................................................................. 106

Payroll Register .............................................................................................. 107

HUMAN RESOURCE MANAGEMENT

Authorization/Certification

Authorizations/Certifications – Employees (Hazardous Materials Handling) 117

Employee Benefits

Employee Benefits – Enrollment and Participation ....................................... 119

Employee Retirement/Pension Verification ................................................... 120

Employee Development, Performance, and Work History

Employee Work History ................................................................................. 129

INFORMATION MANAGEMENT

Library Services

Catalog ........................................................................................................... 146

Collection Control – General .......................................................................... 147

Collection Control – Special Collections ......................................................... 147

Records Management

Destruction of Public Records ........................................................................ 153

Transfer of Legal Custody ............................................................................... 155

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

DANs

Page 173 of 197

INDEX:

DISPOSITION AUTHORITY NUMBERS (DANs)

GS2010-001 ...................................... 8

GS2010-002 .................................... 86

GS2010-003 .................................... 67

GS2010-004 .................................... 90

GS2010-005 .................................... 90

GS2010-006 .................................... 67

GS2010-007 .................................. 155

GS2010-008 .................................... 87

GS2010-009 .................................... 89

GS2010-011 .................................. 145

GS2010-012 .................................. 145

GS2010-013 .................................. 145

GS2010-014 .................................. 150

GS2010-015 .................................. 151

GS2010-016 .................................. 151

GS2010-017 .................................. 152

GS2010-018 .................................. 153

GS2010-019 .................................. 154

GS2010-020 .................................. 154

GS2010-021 .................................. 156

GS2010-023 .................................. 148

GS2010-024 .................................. 148

GS2010-079 .................................... 44

GS2010-080 .................................... 44

GS2010-081 .................................... 50

GS2010-082 .................................. 123

GS2010-083 .................................. 124

GS2010-084 .................................. 124

GS2011-165 .................................... 14

GS2011-166 .................................... 14

GS2011-167 .................................... 14

GS2011-168 .................................... 16

GS2011-169 .................................... 17

GS2011-171 .................................... 27

GS2011-172 .................................... 32

GS2011-173 .................................... 37

GS2011-174 .................................... 38

GS2011-175 .................................... 41

GS2011-176 .................................... 43

GS2011-177 .................................... 48

GS2011-178 .................................... 52

GS2011-179 .................................... 52

GS2011-180 .................................... 53

GS2011-181 .................................... 55

GS2011-182 .................................... 94

GS2011-183 .................................... 96

GS2011-184 .................................... 97

GS2011-185 .................................. 103

GS2011-186 .................................. 103

GS2011-187 .................................. 108

GS2011-188 .................................. 109

GS2011-189 .................................. 114

GS2011-190 .................................. 116

GS2011-191 .................................. 117

GS2011-192 .................................. 138

GS2012-015 .................................... 11

GS2012-016 .................................... 16

GS2012-017 .................................... 19

GS2012-018 .................................... 21

GS2012-019 .................................... 22

GS2012-020 .................................... 22

GS2012-021 .................................... 23

GS2012-023 .................................... 24

GS2012-024 .................................... 25

GS2012-025 .................................... 26

GS2012-026 .................................... 31

GS2012-027 .................................... 39

GS2012-028 .................................... 47

GS2012-029 .................................... 54

GS2012-030 .................................... 56

GS2012-031 .................................... 58

GS2012-032 .................................... 59

GS2012-033 .................................... 61

GS2012-034 .................................... 62

GS2012-035 .................................... 63

GS2012-037 .................................... 74

GS2012-038 .................................... 76

GS2012-039 .................................... 80

GS2012-040 .................................... 81

GS2012-041 .................................... 82

GS2012-042 .................................... 83

GS2012-043 .................................... 84

GS2012-044 .................................... 85

GS2012-045 .................................... 92

GS2012-046 .................................... 93

GS2012-047 .................................... 94

GS2012-048 .................................. 108

GS2014-029 .................................... 91

GS2014-030 .................................... 98

GS2014-031 .................................. 127

GS2014-032 .................................. 144

GS2016-002 .................................. 157

GS2016-003 .................................. 158

GS2016-004 .................................. 158

GS2016-005 .................................. 159

GS2016-006 .................................. 160

GS2016-007 .................................... 39

GS2016-008 .................................. 161

GS2016-009 .................................. 162

GS2016-010 .................................. 163

GS2016-011 .................................. 163

GS2016-012 .................................. 164

GS2017-002 .................................... 30

GS2017-003 .................................... 32

GS2017-004 .................................... 35

GS2017-005 .................................... 59

GS2017-006 .................................. 106

GS2017-007 .................................. 118

GS2017-008 .................................. 119

GS2017-009 .................................. 120

GS2017-010 .................................. 122

GS2017-011 .................................. 130

GS2017-012 .................................. 130

GS2017-013 .................................. 134

GS2017-014 .................................. 134

GS2017-015 .................................. 136

GS2017-016 .................................. 139

GS2017-017 .................................. 140

GS2020-009 .................................... 88

GS2021-010 .................................. 135

GS50-01-01 .................................... 46

GS50-01-02 ...................................... 6

GS50-01-09 .................................... 15

GS50-01-10 .................................... 31

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

DANs

Page 174 of 197

GS50-01-11 .................................... 18

GS50-01-12 ...................................... 7

GS50-01-24 .................................... 46

GS50-01-25 .................................... 36

GS50-01-30 .................................... 16

GS50-01-32 ...................................... 9

GS50-01-36 ...................................... 6

GS50-01-37 .................................... 11

GS50-01-38 .................................... 45

GS50-01-39 ...................................... 9

GS50-01-42 .................................... 10

GS50-01-43 .................................... 42

GS50-02-01 .................................. 163

GS50-02-02 .................................. 157

GS50-02-03 .................................. 159

GS50-02-04 .................................. 164

GS50-02-05 .................................. 160

GS50-03A-10 .................................. 94

GS50-03A-15 .................................. 99

GS50-03A-17 ................................ 114

GS50-03A-18 .................................. 78

GS50-03A-26 ................................ 102

GS50-03A-28 ................................ 100

GS50-03A-33 ................................ 100

GS50-03B-06 .................................. 94

GS50-03B-09 ................................ 100

GS50-03B-10 .................................. 93

GS50-03B-14 .................................. 95

GS50-03C-01 ................................ 113

GS50-03C-02 ................................ 113

GS50-03C-07 .................................. 99

GS50-03D-01 ................................ 104

GS50-03D-02 ................................ 113

GS50-03D-03 ................................ 104

GS50-03D-04 ................................ 104

GS50-03D-05 ................................ 104

GS50-03D-06 ................................ 104

GS50-03D-07 ................................ 104

GS50-03D-08 ................................ 104

GS50-03D-10 ................................ 104

GS50-03E-01 ................................ 105

GS50-03E-02 ................................ 107

GS50-03E-15 ................................ 106

GS50-03E-22 ................................ 107

GS50-03F-01 ................................. 102

GS50-03F-02 ................................. 102

GS50-03F-03 ................................. 102

GS50-04A-05 ................................ 141

GS50-04A-08 ................................ 132

GS50-04B-05 ................................ 144

GS50-04B-06 ................................ 129

GS50-04B-09 ................................ 123

GS50-04B-17 ................................ 144

GS50-04B-22 ................................ 142

GS50-04B-30 ................................ 137

GS50-04B-31 ................................ 133

GS50-04B-33 ................................ 134

GS50-04B-34 ................................ 126

GS50-04B-35 ................................ 141

GS50-04B-44 ................................ 126

GS50-04B-46 ................................ 131

GS50-04B-47 ................................ 132

GS50-04C-01 .................................. 28

GS50-04C-04 .................................. 29

GS50-04C-05 ................................ 143

GS50-04D-03 ................................ 119

GS50-04E-03 ................................ 128

GS50-05A-01 .................................. 11

GS50-05A-04 .................................. 47

GS50-05A-07 .................................. 12

GS50-05A-10 .................................. 20

GS50-05A-13 .................................. 40

GS50-05A-15 .................................. 23

GS50-05A-16 .................................. 36

GS50-05A-26 ................................ 131

GS50-06A-01 .................................. 82

GS50-06A-02 .................................. 25

GS50-06A-03 .................................. 67

GS50-06A-05 .................................. 90

GS50-06B-05 .................................. 79

GS50-06B-09 .................................. 90

GS50-06B-18 .................................. 89

GS50-06B-20 .................................. 88

GS50-06B-22 .................................. 66

GS50-06B-23 .................................. 69

GS50-06B-24 .................................. 58

GS50-06B-25 .................................. 79

GS50-06C-02 ................................ 124

GS50-06C-03 .................................. 49

GS50-06C-04 .................................. 50

GS50-06C-15 .................................. 50

GS50-06C-16 .................................. 50

GS50-06C-21 ................................ 138

GS50-06C-25 .................................. 51

GS50-06C-27 ................................ 125

GS50-06C-31 ................................ 125

GS50-06C-33 ................................ 140

GS50-06C-35 .................................. 51

GS50-06D-02 ................................ 149

GS50-06E-08 .................................. 69

GS50-06E-21 ................................ 111

GS50-06F-02 ................................... 44

GS50-06F-03 ..................................... 9

GS50-06F-04 ................................. 146

GS50-06F-07 ................................... 15

GS50-08A-01 ................................ 110

GS50-08A-02 ................................ 110

GS50-08A-05 ................................ 111

GS50-08A-06 ................................ 112

GS50-08A-07 ................................ 112

GS50-08A-09 ................................ 112

GS50-08A-10 ................................ 112

GS50-08A-11 ................................ 110

GS50-08A-12 ................................ 112

GS50-08A-13 ................................ 112

GS50-08A-14 ................................ 111

GS50-08B-05 ................................ 111

GS50-08B-06 ................................ 111

GS50-08B-07 ................................ 111

GS50-08B-08 ................................ 111

GS50-08C-06 .................................. 79

GS50-09-01 .................................. 156

GS50-09-02 .................................. 155

GS50-09-06 .................................. 154

GS50-09-14 .................................. 153

GS50-12A-01 ................................ 147

GS50-12A-02 ................................ 147

GS50-12A-03 ................................ 147

GS50-12A-08 ................................ 148

GS50-12D-01 ................................ 115

GS50-12D-02 ................................ 115

GS50-12D-03 ................................ 115

GS50-12D-04 ................................ 115

GS50-12D-05 ................................ 115

GS50-12D-07 ................................ 115

GS50-12D-08 ................................ 115

GS50-14-03 .................................... 25

GS50-16-09 .................................... 12

GS50-18-06 .................................... 63

GS50-18-08 .................................... 74

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

DANs

Page 175 of 197

GS50-18-10 .................................... 64

GS50-18-29 .................................... 26

GS50-18-34 .................................... 77

GS50-18-38 .................................... 13

GS50-18-43 .................................... 73

GS50-19-02 .................................... 72

GS50-19-03 .................................... 49

GS50-19-08 .................................... 73

GS50-19-09 .................................. 117

GS50-19-15 .................................... 71

GS51-02-01 .................................... 93

GS51-05D-07 ................................ 140

GS51-07-10 .................................... 75

GS51-07-15 .................................... 84

GS51-07-21 .................................... 60

GS52-03A-05 .................................. 13

GS52-07-03 .................................... 34

GS53-02-01 .................................... 27

GS53-02-03 .................................... 34

GS53-02-04 .................................... 35

GS53-02-05 .................................... 34

GS53-02-06 .................................. 109

GS55-01M-04 ................................. 70

GS55-05A-06 .................................. 57

GS55-05A-09 .................................. 33

GS55-05B-31 ................................ 101

GS55-05B-32 ................................ 101

GS55-05G-04 .................................. 68

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

SUBJECTS

Page 176 of 197

INDEX:

SUBJECTS

504 accommodations .................................. 28, 29, 30

acceptance testing (computer applications) ........... 67

access

badges/keys (inventory) ..................................... 79

employee (authorization) ................................... 86

facility ................................................................. 88

accession/discard (libraries) ................................. 148

accident prevention/total safety plan .................. 139

accidents/incidents .. see also workers’ compensation

claims for damages ............................................. 31

hazardous materials ..................................... 48, 49

no claim filed ................................................ 49, 50

traffic collisions ............................................. 49, 50

traffic monitoring/analysis ................................. 77

accommodations (section 504)

compliance program ........................................... 28

employee ............................................................ 28

violation complaints (1985 & earlier) ................. 29

violation complaints (1986 & later) .................... 30

accountable forms ................................................ 145

accreditation ........... see authorizations/certifications

acquisitions

bond/levy/grants ................................................ 96

capital asset record............................................. 94

land/property ..................................................... 58

ADA (Americans with Disabilities Act) ..................... 30

addresses/passwords (URL) .................................... 67

adjudicative proceedings .................................. 37, 38

adjustments

inventory (assets) ............................................... 78

to banking accounts .......................................... 103

to customer accounts ......................................... 97

administrative

appeals

general ........................................................... 37

land use .......................................................... 38

forum (litigation) ................................................ 35

procedures .................................................. 46, 135

working files.......................................................... 6

administrator (retirement/pension plan) ............. 120

advertising/promotion ............................................ 14

advice

basic/routine (information) .............................. 163

governing/executive ............................................. 7

IT helpdesk .......................................................... 90

legal ................................................ see legal affairs

non-executive ....................................................... 8

advices (remittance) ......................................... 96, 97

advisory bodies

communications (internal/external) .................... 7

meetings

agenda/packet/minutes/recordings .............. 39

members’ copies/notes ................................. 39

aerial photos

jurisdictional boundary ................................. 12, 13

real property assets ............................................ 57

agency

charter/bylaws .................................................... 11

goals/objectives ............................................ 44, 45

historical files ...................................................... 44

identity/brand .................................................... 11

informational reports ........................................... 9

liability (risk data) ............................................... 51

photographs ................................................. 15, 44

policies/procedures ............................................ 46

press releases ............................................... 15, 44

public opinion polls ............................................. 16

publications/forms ........................................... 157

scrapbooks .......................................................... 44

speeches ............................................................. 15

agency attorney .................................. see legal affairs

advice/analysis/opinion ...................................... 34

litigation .............................................................. 35

agency rule/ordinance review (legal affairs) .......... 35

agendas/packets

adjudicative proceedings .............................. 37, 38

advisory meetings ............................................... 39

agenda requests ................................................. 43

governing/executive meetings ........................... 40

individual members’ copies/notes ..................... 39

inter-agency meetings ........................................ 41

safety committee .............................................. 139

staff meetings ..................................................... 42

agreements ................. see contracts and agreements

air quality monitoring ............................................. 75

airborne pathogen (training) .................................. 54

airport

certification ......................................................... 10

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

SUBJECTS

Page 177 of 197

self-inspections ................................................... 76

albums/scrapbooks (agency history) ...................... 44

alcohol/drug program

administration .................................................. 134

collection process ............................................. 134

test results (not positive) .................................. 134

test results (positive & refusals) and actions .... 136

analyses (research) ................................................... 9

analysis (legal) ......................................................... 34

animal control

Board of Pharmacy registration .......................... 10

code violations .................................................... 31

animal exhibitor registrations ................................. 10

annexation ........................................................ 12, 13

announcements/postings ......................... see notices

Annual Construction Program (ACP) ................. 83, 84

annual reports ......................................................... 47

chief fiscal officer .............................................. 113

prosecuting attorney .................................. 47, 114

special purpose districts ............................. 47, 114

trustees (libraries) ............................................ 147

appeals ............................ see also claims and appeals

hearings (adjudicative proceedings) ............. 37, 38

litigation .............................................................. 35

applications

accommodations (Section 504) .......................... 28

authorizations (credentials) .............................. 116

bids/proposals .................................................. 110

employee access ................................................. 86

fire alarms ........................................................... 61

information technology (IT) .......................... 67, 90

records within ..... search by function/content of

record

library patron .................................................... 147

planning/review .................................................. 82

rental/lease....................................................... 110

appointed officials

bonds ................................................................ 129

oaths of office ..................................................... 24

filed/recorded ................................................ 24

filed/recorded with Co Auditor ...................... 23

not filed/recorded with Co Auditor ................ 24

reference copies (HR) ................................... 129

appointee .............................................. see employee

appointment

calendars .............................................................. 6

letters ....................................................... 120, 129

appraisal/appraisal required ................... see Glossary

appraisals (assets) ............................................. 56, 57

apprentice certification......................................... 126

appropriate use ....................................................... 90

arbitration

contract .............................................................. 18

employee complaints/grievances ..................... 128

architectural drawings ...................................... 63, 64

project not completed ........................................ 82

secondary/reference copies ............................. 164

archival .................................................... see Glossary

as-builts/designed drawings ............................... 63

collections (libraries) ........................................ 148

records (transfer) .............................................. 156

arrangements

charity fundraising events .................................. 14

field trips/transportation (minors) ..................... 51

meetings/hearings .............................................. 43

art

installation/construction .................................... 64

inventories .......................................................... 78

owned by agency ................................................ 56

as-built/designed construction drawings/plans 63, 64

assessments

asset plans .......................................................... 83

environmental site ........................................ 57, 58

hazardous materials incidents ............................ 71

Local Improvement District (LIDs) .................... 115

occupational health & safety programs ........... 139

workforce planning ........................................... 144

asset management .................................................. 56

assigned counsel certification ............................... 116

Associated Student Body (ASB) . see Governing Bodies

bylaws ........................................................... 11, 12

certification of election....................................... 22

minutes/meetings .............................................. 40

atmospheric monitoring ......................................... 75

attachments (payroll)............................................ 105

attorney (outside) ............................... see legal affairs

Attorney General opinions ...................................... 27

auctions (authorizations/notifications) .................. 69

audio/visual recordings

agency general (photos, etc.) ....................... 15, 44

meetings/hearings ........................................ 37, 38

source records .................................................. 153

surveillance ......................................................... 89

systems (installed) .............................................. 66

audiometric evaluations ....................................... 137

audits .................................................................... 102

fiscal and performance ..................................... 102

fuel/pump tank ................................................... 92

insurance ............................................................ 50

internal ............................................................. 102

State Auditor examination reports ................... 102

trails (IT infrastructure)....................................... 67

authorizations/certifications

agency assets (general) ...................................... 61

agency management (general) ........................... 10

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

SUBJECTS

Page 178 of 197

employee

general (CDL, notary, etc.) ............................ 116

hazardous materials handling ...................... 117

health care/service providers ...................... 117

payroll deductions ........................................ 105

hazardous materials/dangerous waste .............. 70

automated clearing house (ACH) .......................... 103

automated tasks (electronic info systems) ............. 90

automatic deposit (employee pay) ....................... 105

AVL tracking data (security monitoring) ................. 89

awards/recognition/commendations

agency ................................................................. 14

employee .................................................. 126, 129

B&O (business and occupation) tax ...................... 115

background checks

employee (final results) .................................... 129

investigative records .......... see Law Enforcement

Records Retention Schedule

recruitment (unsuccessful candidates) ............ 142

tenant ................................................................. 91

backups (public records) ......................................... 25

badges (employee access)

authorization for ................................................. 86

inventory............................................................. 79

ballots (elections) .................................................... 22

banking

activities/transactions ...................................... 103

contracts and agreements .................................. 18

benchmarks (IT system health) ............................... 74

benefits (employee)

claims and appeals ............................................ 119

LEOFF 1 ......................................................... 123

volunteer firefighters/reserve officers ......... 124

enrollment agreements .................................... 119

program administration (general) .................... 118

retirement

claims/verification ........................................ 120

general administration ................................. 118

bids/proposals ...................................................... 110

billing ....................................................................... 97

disputes .............................................................. 95

appeals hearings ............................................ 37

equipment/vehicle use ....................................... 97

statements (disputes/collections) ...................... 33

stubs ................................................................... 93

utilities ................................................................ 97

bills of sale ........................................................ 96, 97

blog posts .......... search by function/content of record

bloodborne pathogen (training) ............................. 54

Board of

Equalization/Adjustment (appeals) .................... 38

Pharmacy (registration/animal control) ............. 10

boards/councils/committees

certification of election................................. 21, 22

communications (internal/external) .................... 7

meetings

agenda/packet/minutes/recordings ........ 39, 40

members’ copies/notes ................................. 39

oaths of office ............................................... 23, 24

boilers/hot water tanks (permits/inspections) ....... 61

bond agreements .................................................... 18

bonds

projects

financial documentation ................................ 96

planning ........................................................ 109

reports .......................................................... 113

statement (depository) ..................................... 100

bonds (revenue) ...................................................... 96

brainstorming (notes/flipcharts/etc.) ................... 157

brand (agency) ........................................................ 11

bridges/roads ......... see also County Engineer records

awards/recognition ............................................ 14

construction/design/planning ............................ 64

inspections .......................................................... 74

maintenance ................................................. 80, 81

traffic monitoring................................................ 77

brochures (agency publications) ........................... 157

broker agreements (pension investments) ............. 18

browsing history ................................................... 160

budget

agency ............................................................... 104

levies/bonds ..................................................... 109

build guides (network) ............................................ 67

building

access .................................................................. 86

code violations .................................................... 31

construction ........................................................ 64

contracts ............................................................. 17

inventory............................................................. 78

maintenance ................................................. 80, 81

permits................................................................ 61

security ............................................................... 89

business

cards ................................................................. 158

hours/addresses ............................................... 163

license ................................................................. 10

inspections/code violations ........................... 31

taxes (B&O) ....................................................... 115

bylaws (agency & decision-making bodies) ............ 11

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

SUBJECTS

Page 179 of 197

cache/temporary files ........................................... 160

calendars

agency publications .......................................... 157

appointment ......................................................... 6

work schedules (retirement verification) ......... 120

camera-ready artwork .................................. 145, 146

campaigns (charity fundraising) .............................. 14

cancelled (and voided) checks

for capital assets constructed by the agency ..... 96

for general expenditures ............................ 97, 103

NSF (non-sufficient funds) .................................. 95

capital assets/projects

contracts/agreements ........................................ 17

financial documentation (bond, grant, levy

projects) ......................................................... 96

improvements .................................................... 64

inventories .......................................................... 78

plans (not completed) ........................................ 82

tracking record (for State Auditor) ..................... 94

car parts disposal .................................................... 72

card keys

authorization for ................................................. 86

inventory............................................................. 79

cardholder data (sensitive) ..................................... 98

case files

appeals hearings ........................................... 37, 38

financial disputes/collections ....................... 33, 95

litigation

materials development .................................. 35

cash (receipts/reports/summaries/petty) ........ 96, 97

catalogs

agency publications .......................................... 157

extra copies .................................................. 157

informational (external) ................................... 159

library collections ............................................. 147

catering arrangements ...................................... 43, 52

CDL (commercial driver’s license) ......................... 116

CDs .................... search by function/content of record

cell phone (employee-owned) ................................ 18

census records (Office of Financial Management) . 11

central stores

rate setting ....................................................... 108

supplies drawn .................................................... 92

certificates

bond issuance ................................................... 109

bulk mailing ...................................................... 149

destruction

hazardous materials ....................................... 72

public records ............................................... 154

insurance ............................................................ 50

title (vehicle) ....................................................... 56

certification of election ..................................... 21, 22

certifications ........... see authorizations/certifications

certified mail (logs/return receipts) ...................... 149

charity fundraising .................................................. 14

charter

agency/council/committee................................. 11

computer applications ........................................ 82

checks/warrants

blank/unused .................................................... 145

numerical listing ................................................. 96

original paper/imaged ...................................... 103

registers ........................................................ 96, 97

returned by bank (issued by agency) ................ 103

returned by bank (NSF) ................................. 33, 95

stubs ................................................................... 94

chemical hazard communication plan .................. 139

chemicals (inventory sheet) .................................... 72

chief fiscal officer (annual report) ......................... 113

child support report (DSHS) .................................. 143

chronological reference files ................................. 164

circulation (libraries) ............................................. 147

citizen complaints/requests .................................... 15

civil asset forfeiture hearings ............................ 37, 38

civil rights

compliance ................................................... 27, 28

violations/complaints

1985 and earlier ............................................. 29

1986 and later ................................................ 30

claims and appeals

costs (benefit program administration)............ 118

damage and loss (purchasing) ............................ 95

employee benefits .................................... 119, 124

LEOFF ............................................................ 123

FEMA (disaster/emergency) ............................... 26

for damages ........................................................ 31

retirement/pension .......................................... 120

volunteer fire fighter/reserve officers .............. 124

workers’ compensation ............................ 124, 125

classifications (employee positions) ..................... 144

client service agreements ................................. 17, 18

code

access (security) .................................................. 86

enforcement/violation ....................................... 31

official/municipal .............................................. 146

source (applications) .......................................... 67

collaborating (notes/flipcharts/etc.) ..................... 157

collateral security (bonds) .................................... 100

collection agency reports ........................................ 94

collections

libraries ..................................................... 147, 148

non-real property ............................................... 95

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

SUBJECTS

Page 180 of 197

real property-related .......................................... 33

combined excise tax .............................................. 115

commendations (employee) ................................. 129

comments (preliminary drafts)

legal advice/analysis/opinions ............................ 34

litigation materials .............................................. 35

communicable infectious disease (training) ........... 54

communications (internal/external)

governing/executive/advisory .............................. 7

non-executive ....................................................... 8

commute trip reduction program ......................... 118

complaints

citizen ................................................................. 15

civil rights violation ....................................... 29, 30

code violation ..................................................... 31

employee .......................................................... 128

medical and exposure .................................. 137

medical/exposure (employee) .......................... 137

misconduct ............................................... 131, 132

tenant ................................................................. 91

union

not related to individual employee ................ 18

related to individual employee(s) ................ 128

compliance (civil rights) .......................................... 27

compulsory process (served on agency) ................. 32

computer software

design/implementation ...................................... 67

planning/review .................................................. 82

computer-driven tasks ............................................ 90

concession supplies (inventories) ........................... 78

condemnation/eminent domain............................. 33

conference materials ............................................ 163

confined space

atmospheric monitoring ..................................... 75

program administration.................................... 139

conflict of interest (HR) ......................................... 116

conservation

districts ......................... see also Governing Bodies

certification of election .................................. 21

public records ................................................... 154

rebates ................................................................ 97

construction/modification

as-built/designed drawings/plans ................ 63, 64

contracts ............................................................. 17

permits................................................................ 61

projects ............................................................... 64

not completed ................................................ 82

consultant/contractor rosters............................... 110

consumable assets inventories ............................... 78

contact information .............................................. 158

employee (emergency) ....................................... 25

employee (personal) ................................. 129, 130

external clients/stakeholders ........................... 158

filed with Public Disclosure Commission ............ 47

contact tracing logs (COVID-19) .............................. 88

contested-case proceeding ............................... 37, 38

contests/events (agency-sponsored) ...................... 14

continuing education

hours/credits/points ........................... 54, 116, 117

training provided by agency ............................... 53

contract counsel ................................. see legal affairs

contractor ............................................. see employee

contracts/agreements

bond/grant/levy projects (non-capital) .............. 96

capital assets

non-real property ........................................... 17

real property .................................................. 57

franchise ............................................................. 20

general ................................................................ 18

hazardous materials (abatement/remediation) . 71

residential housing ............................................. 91

retirement/pension plans ................................. 120

controlled substances program ............................ 134

test results (not positive) .................................. 134

test results (positive) ........................................ 136

conversion (records) ............................................. 151

cookies .................................................................. 160

copies

informational .................................................... 159

secondary/duplicate ......................................... 164

copyrights (owned by agency) ................................ 56

corrective action (employee) ........................ 131, 132

correspondence search by function/content of record

councils/committees/boards

communications (internal/external) .................... 7

elections ....................................................... 21, 22

meetings

agenda/packet/minutes/recordings .............. 40

members’ packet andcopies/notes ................ 39

meetings/minutes .............................................. 40

oaths of office ............................................... 23, 24

ordinances/resolutions ....................................... 36

counsel ................................. see also agency attorney

appointed/assigned (certification) ................... 116

counsel (outside)........ see employee, see legal affairs

County Engineer records ......................................... 58

court orders served on the agency ......................... 32

COVID-19 pandemic

agency response ................................................. 26

vaccination status verification

compliance records ...................................... 135

process (administrative procedure) ............... 46

wellness checks/contact tracing logs ................. 88

credit card holder (sensitive data) .......................... 98

criminal background checks

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

SUBJECTS

Page 181 of 197

employee (final results) .................................... 129

investigative records .......... see Law Enforcement

Records Retention Schedule

recruitment (unsuccessful candidates) ............ 142

tenant ................................................................. 91

critical (sensitive) area designation ........................ 62

critical materials list ................................................ 72

cumulative leave (employee) ................................ 164

curriculum development (training) ............. 52, 53, 54

custody (public records)........................................ 156

DAD (Early Destruction of Source Documents after

Digitization) ...................................................... 156

daily cash report ............................................... 96, 97

damages (claims for) ............................................... 31

data entry (input records) ..................................... 162

databases ............. search by function/content of data

day files

reference materials .......................................... 163

secondary/duplicate copies .............................. 164

debt forgiveness ..................................................... 33

decision-making bodies (meetings/hearings) ... 37, 38

deductions

capital asset record............................................. 94

employee (payroll) ............................................ 106

payroll register .................................................. 107

deeds/titles ............................................................. 57

delegation of authority ........................................... 18

delivery (mail) ....................................................... 149

dental claims (LEOFF 1) ......................................... 123

Department of (state agency) .. see Washington State

(agency)

deposits/withdrawals (banking) ........................... 103

depreciation (capital asset record) ......................... 94

design (agency forms/publications) ...................... 145

designations (assets) ............................................... 62

destruction

hazardous materials ........................................... 72

public records ........................................... 154, 156

development (computer applications) ................... 67

diagrams (network) ................................................. 67

digitization of records ................................... 151, 153

direct deposit (employee pay) .............................. 105

directory/list (employee)

annual/year-end ................................................. 44

routine/interim ................................................. 130

disability/injury claims .... see workers’ compensation

LEOFF 1 ............................................................. 123

disaster preparedness/recovery ............................. 25

damage declaration statements ......................... 26

public records (backups) ..................................... 25

response/recovery .................................. 26, 48, 71

disciplinary action (employee) .............. 129, 131, 132

disclosure

employee information ...................................... 129

public records ................................................... 150

discovery materials ................. see litigation case files

not submitted to court ....................................... 32

disposal

auctions .............................................................. 69

capital asset record............................................. 94

hazardous waste/materials ................................ 72

permits (hazardous waste) ................................. 70

disposition ............................................... see Glossary

Disposition Authority Number (DAN) ..... see Glossary

dispute resolution .. see mediation/dispute resolution

disputes/collections ................................................ 95

general financial ................................................. 95

real property ....................................................... 58

real property-related .......................................... 33

distribution of expenditures ................................... 94

ditches/surveys ...... see also County Engineer records

maintenance ................................................. 80, 81

diversity planning .................................................. 144

domestic

equities monitoring .......................................... 100

fixed income (pension investments) .................. 18

donated leave ....................................................... 122

donation of public records .................................... 156

DOSH .................... see occupational health and safety

drafts

legal advice/analysis/opinions ............................ 34

litigation materials .............................................. 35

preliminary ....................................................... 158

drawings

agency jurisdiction ........................................ 12, 13

as-builts/designed .............................................. 63

secondary/reference copies ............................. 164

drinking water monitoring ...................................... 75

Drug Enforcement Agency (DEA) license ................ 10

drug/alcohol program

administration .................................................. 134

collection process ............................................. 134

not positive ....................................................... 134

test results (positive/refusals) .......................... 136

drug-free workplace ............................................. 139

duplicate (secondary) copies ................................ 164

duplicate affifavit/bond .......................................... 93

duplicating/printing services rate setting ............. 108

DVDs .................. search by function/content of record

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

SUBJECTS

Page 182 of 197

Early Destruction of Source Documents after

Digitization (DAD) ............................. 152, 153, 156

earthquake drills ................................................... 139

easements

granted by agency .............................................. 57

inventory............................................................. 78

received by agency ....................................... 17, 56

elected officials

bonds ................................................................ 129

certification of election................................. 21, 22

communications (internal/external) .................... 7

oaths of office

filed/recorded with County Auditor ............... 23

not filed/recorded with County Auditor ........ 24

reference copies (HR) ................................... 129

personal financial affairs (PDC reporting) ........... 47

election recall litigation .......................................... 35

elections

certified by a regulatory agency ......................... 21

held and certified by the agency ........................ 22

held by the agency .............................................. 22

initiatives/referenda/recalls ............................... 23

electronic funds transfers (EFT) ............................ 103

Electronic Imaging System (EIS) ............ 152, 153, 156

electronic information systems

applications

design/implementation .................................. 67

planning/review ............................................. 82

automated/scheduled tasks ............................... 90

backups (disaster preparedness/recovery) ........ 25

employee access/authorization.......................... 86

helpdesk requests ............................................... 90

infrastructure (audit trail) ................................... 67

IT hardware maintenance ............ see Work Orders

network design/build ......................................... 67

online content .................................................. 155

real time performance ........................................ 74

records within .......... search by function/content of

record

security monitoring ...................................... 87, 89

electronic records ........ search by function/content of

record

control .............................................................. 155

conversion ........................................................ 151

destruction ....................................................... 154

disaster preparedness backups .......................... 25

forms/publications ........................................... 157

from external sources ....................................... 159

migration .......................................................... 153

online ................................................................ 163

online content .................................................. 155

retention/dispostion ......................................... 156

source records .......................................... 152, 153

transfer of legal custody ................................... 156

elevator permits ...................................................... 61

eligibility list (employment) .................................. 142

emails ................ search by function/content of record

addresses .......................................................... 163

unsolicited/spam .............................................. 159

emblems (agency identity/brand) .......................... 11

emergency

contact information

employee........................................................ 25

minor .............................................................. 51

medical technician (EMT) certification ............. 117

training provided by agency ........................... 53

planning

contact information ....................................... 25

preparedness/recovery plans ........................ 25

response plan ................................................. 73

purchasing authorization .................................. 111

response/recovery .................................. 26, 48, 71

emergency drills (earthquake, fire, etc.) ............... 139

Emergency Planning/Community Right-to-Know Act

............................................................................ 71

eminent domain/debt forgiveness ......................... 33

employee ................................................ see Glossary

access

facility ............................................................. 88

networks/systems/data ................................. 86

accommodations (section 504) .......................... 28

alcohol/drug testing

not positive .................................................. 134

positive, refusals, and corrective actions ..... 136

apprentice certification .................................... 126

assistance program (EAP)

general administration ................................. 118

health records .............................................. 136

medical treatment........................................ 137

referral/completion documentation ............ 129

authorizations/certifications

general ......................................................... 116

health care/service providers ...................... 117

awards/recognition/commendations ....... 126, 129

benefits

claims/appeals ............................................. 119

LEOFF 1 ............................................................ 123

volunteer fire fighters/reserve officers ............ 124

enrollment/participation ............................. 119

program administration ............................... 118

retirement

claims/verification............................................ 120

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

SUBJECTS

Page 183 of 197

general administration ..................................... 118

complaints/grievances

general ......................................................... 128

medical ......................................................... 137

contracts (employment) ..................................... 18

cumulative leave ............................................... 164

delegation of authority ....................................... 18

directory/list ..................................................... 130

disciplinary action ............................................. 129

disclosure of employee information ......... 127, 129

emergency

contact information ....................................... 25

drills (fire, earthquake, etc.) ......................... 139

plans ............................................................... 25

exposure

control program ........................................... 139

monitoring .................................................... 140

first aid records ......................................... 136, 137

fitness for duty release ............................. 136, 137

FMLA

leave records ................................................ 122

medical records .................................... 136, 137

health record (routine) ..................................... 136

health/safety (industrial hygiene monitoring) . 140

hearing tests ..................................................... 137

immigrant

labor condition application (LCA) ................. 130

USCIS documentation .................................. 131

immunizations .......................................... 136, 137

information disclosure .............................. 127, 129

injury

L&I claims ..................................................... 124

law enforcement/reserve officers (LEOFF) .. 123

self-insured claims ........................................ 125

volunteer fire fighter/reserve officer ........... 124

licenses/certifications ............................... 116, 117

medical and exposure records.......................... 137

complaints .................................................... 137

employed less than 1 year ........................... 138

hazardous materials ....................................... 48

misconduct ............................................... 131, 132

monitoring (exposure) ...................................... 140

pay

deductions (voluntary) ................................. 105

direct deposit agreements ........................... 105

history .......................................................... 106

performance evaluations .......................... 132, 133

personal contact information ........................... 129

change documentation ................................ 130

emergency ...................................................... 25

personal equipment (permission to use)............ 18

recommendations ............................................ 129

recruitment ....................................................... 142

retirement/pension benefits ............................ 120

summons or notice of deposition ....................... 32

time cards/time sheets ..................................... 106

training history ................................................. 129

work history ...................................................... 129

work schedules/assignments............................ 130

Employee Right to Know Implementation Plan ...... 73

employment inquiries

official recruitment ........................................... 142

unsolicited ........................................................ 141

encroachments (real property disputes) ................ 58

energy

conservation discounts/grants ........................... 96

usage ................................................................... 92

enforcement (code) ................................................ 31

engineering specifications ................................ 63, 64

environmental

chemicals list ...................................................... 72

monitoring .......................................................... 75

pesticide spray application documentation ....... 73

site assessments ........................................... 57, 58

equal employment opportunity

complaints .................................................... 29, 30

reporting (EEO) ................................................. 143

Equalization, Board of (appeals) ............................. 38

equipment

auctions (disposal) .............................................. 69

billing .................................................................. 97

boilers (inspection reports) ................................ 61

checkout logs ...................................................... 92

disposal (auction/sale/salvage) .......................... 69

installed .............................................................. 66

maintenance (history/reports) ..................... 80, 81

safety analysis ..................................................... 74

sale/salvage (disposal) ........................................ 69

statistical reports ................................................ 92

surplus/used property ........................................ 69

use ...................................................................... 92

equities

investments (pension) ........................................ 18

monitoring (mandatory) ................................... 100

ergonomic

employee-owned equipment (permission) ........ 18

program administration.................................... 139

Section 504 accommodations ............................ 28

escrow agreement ............................................ 17, 18

essential records ..................................... see Glossary

lists ...................................................................... 25

evaluations (employee) ................................ 132, 133

event logs (electronic info systems) ........... 87, 89, 90

events/contests (agency-sponsored) ...................... 14

evictions .................................................................. 33

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

SUBJECTS

Page 184 of 197

excise taxes ........................................................... 115

executive .......... see also Governing/Executive Bodies

proclamations ..................................................... 16

speeches ............................................................. 15

executive management

communications (internal/external) .................... 7

meetings

agenda/packet/minutes/recordings .............. 40

members’ copies/notes ................................. 39

expendable assets inventories ................................ 78

expenditures

distribution ......................................................... 94

estimates .......................................................... 104

transactions/reports ..................................... 96, 97

exposure control program (employee) ................. 139

extended leave (LWOP, etc.)................................. 122

external boards/committees (meeting materials) . 39,

eye injuries (workers’ comp) ................................ 124

facilities

as-builts (architectural drawings) ................. 63, 64

project not completed ................................... 82

boilers (inspection reports) ................................ 61

construction ........................................................ 64

engineering specifications ............................ 63, 64

fire alarms (applications) .................................... 61

installed systems/equipment ............................. 66

maintenance ................................................. 80, 81

plans (long range) ......................................... 83, 84

rental/use ........................................................... 92

safety inspections ............................................... 61

Family Medical Leave Act (FMLA)

leave records .................................................... 122

medical records ................................................ 136

feasibility studies (computer applications) ............. 82

federal contract compliance reporting ................. 143

Federal Fair Housing Act ......................................... 30

fees (impact) – rate setting ................................... 108

FEMA

claims .................................................................. 26

flood permits ...................................................... 61

ferry authorizations (USDOT) .................................. 10

field books (land survey) ................................... 12, 13

field orders ........................................................ 96, 97

files classification .................................................. 155

final budget ........................................................... 104

finance officer/treasurer reports ...................... 96, 97

financial

disputes ........................................................ 33, 95

planning (levy and bonds) ................................ 109

reports .............................................................. 113

sensitive cardholder data ................................... 98

transactions/statements/reports ................. 96, 97

financial background check (disclosure of employee

information) .............................................. 127, 129

finding aids (public records) .................................. 155

fire and life safety

alarms (applications) .......................................... 61

code violations .................................................... 31

emergency drills (earthquake, fire, etc.) .......... 139

equipment (maintenance) ............................ 80, 81

hydrant ............................................................... 64

permits/extinguishers/inspections ..................... 61

prevention plans ................................................. 25

fire fighters............................................................ 124

LEOFF 1 ............................................................. 123

first aid records (employee) .......................... 136, 137

fit tests (respirator) ............................................... 140

fitness for duty release (employee) .............. 136, 137

fixed asset inventories ...................................... 78, 79

flagger certification ............................................... 116

fleet (vehicles)

accidents/incidents ....................................... 49, 50

billing .................................................................. 97

checkout logs ...................................................... 92

disposal (auction/sale/salvage) .......................... 69

maintenance (reports/history) ..................... 80, 81

safety analysis ..................................................... 74

statistical reports ................................................ 92

use ...................................................................... 92

floppy disks ....... search by function/content of record

food/beverage permits ........................................... 10

forecasting

assets ............................................................ 83, 84

budget............................................................... 104

foreclosure

financial disputes ................................................ 33

forest practices permits .......................................... 61

forfeiture hearings (assets) ............................... 37, 38

formal opinions

agency attorney .................................................. 34

Attorney General ................................................ 27

former employee (information disclosure)........... 127

forms ................. search by function/content of record

accountable ...................................................... 145

creation/master set (agency-created) .............. 145

supplies/blank .................................................. 157

franchises ................................................................ 20

granted by agency .............................................. 20

proposal declined ............................................... 19

received by agency ............................................. 17

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

SUBJECTS

Page 185 of 197

fuel/oil storage

inventory............................................................. 78

maintenance ................................................. 80, 81

regulatory authorizations ................................... 61

usage/dispersal ................................................... 92

funds (investment) ................................................ 100

garnishments (employee) ..................................... 105

general information (external).............................. 159

general ledgers ....................................................... 99

geological data/geotechnical reports ......... 12, 13, 57

goals/objectives (working files) ........................ 44, 45

governing/executive/advisory bodies

communications (internal/external) .................... 7

elections ............................................................. 22

meetings

agenda/packet/minutes/recordings .............. 40

members’ copies/notes ................................. 39

GPS tracking data (security monitoring) ................. 89

grants

applications (approved) ...................................... 96

applications (not approved) ............................... 99

continuing ......................................................... 113

financial documentation ..................................... 96

project reports .................................................. 113

grave markers (inventories) .................................... 78

grievances (employee) .......................................... 128

groundwater monitoring ........................................ 75

hardware (information technology) ....................... 67

harmful physical agents ........see hazardous materials

hazard assessment (PPE) ...................................... 139

hazardous materials/waste

accidents/incidents ....................................... 48, 49

agency-provided training .................................... 54

authorizations/certifications

received by agency ......................................... 70

chemical inventory ............................................. 72

destruction/disposal ........................................... 72

emergency response plan ................................... 73

human exposure ................................................. 48

inspection/test reports ....................................... 72

list ....................................................................... 72

management plan ............................................... 73

pesticide spray .................................................... 73

right-to-know ...................................................... 73

safety data sheet (MSDS) ................................... 72

workplace monitoring ...................................... 140

health and safety complaints (employee) ............ 128

health care/service providers (employee) ............ 117

health record (employee) ..................................... 136

hearing

loss prevention program .................................. 139

tests (employee) ............................................... 137

hearings (adjudicative proceedings) ................. 37, 38

arrangements ..................................................... 43

heritage designations .............................................. 62

HIPAA (Health Insurance Portability and

Accountability Act) .............................................. 30

hiring (employee) .................................................. 142

historic property designations ................................ 62

historical files (agency) ........................................... 44

historical treasures (inventories) ............................ 78

history

agency/programs ................................................ 44

employee pay ................................................... 106

employee training ............................................. 129

employee work ................................................. 129

equipment/maintenance .................................... 80

public roads (county engineer) ........................... 58

real property (agency) ........................................ 57

hold harmless agreements................................ 17, 18

housing (residential) ............................................... 91

housing authority plans/reports (to HUD) .............. 47

HVAC systems

installed .............................................................. 66

permits................................................................ 61

hydrant (fire) ........................................................... 64

I-9 Form (USCIS) .................................................... 131

IDEA (Individuals w/ Disabilities Education Act) 28, 30

imaged cash letter (ICL) ........................................ 103

images ............... search by function/content of record

immigrant (employment) .............................. 130, 131

immunizations (employee) ........................... 136, 137

impact fees (rate setting) ...................................... 108

improvements

capital asset record............................................. 94

levy projects........................................................ 64

incidents/accidents ........................................... 49, 50

hazardous materials ..................................... 48, 49

income tax withholding (W-4, etc.) ...................... 106

incorporation .................................................... 12, 13

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

SUBJECTS

Page 186 of 197

indigent defense certification ............................... 116

industrial insurance......... see workers’ compensation

informal opinions (agency attorney) ...................... 34

information disclosure

employee .......................................................... 129

former employee .............................................. 127

information technology (IT)

backups (disaster preparedness/recovery) ........ 25

infrastructure (audit trail) ................................... 67

network (design and build) ................................. 67

systems (installed) .............................................. 66

informational

copies ................................................................ 159

reference materials ...................................... 163

secondary/duplicate .................................... 164

reports (agency use) ............................................. 9

initiatives/referenda/recalls ................................... 23

inquiries (employment)

official recruitment ........................................... 142

unsolicited ........................................................ 141

inspections/monitoring.......... see also authorizations

bridges/roads................................................ 58, 74

business licence .................................................. 31

documentation ................................................... 61

facility safety ....................................................... 61

fire extinguishers/systems .................................. 61

hazardous materials/waste .......................... 70, 72

HVAC ................................................................... 61

insurance/safety/fire .......................................... 61

not required ........................................................ 74

required

environmental ................................................ 75

non-environmental ........................................ 76

WISHA (including citations) .............................. 139

workplace safety ............................................... 140

insufficient funds collections .................................. 95

insurance

audits/surveys .................................................... 50

employee benefits ............................................ 118

policies ................................................................ 50

premium costs .................................................... 50

safety/fire inspections ........................................ 61

waivers .......................................................... 17, 18

workers’ comp (self-insured certification) ......... 10

intellectual property (owned by agency) ................ 56

inter-agency boards/committees

meeting materials

agenda packets (official) ................................ 41

participant copies/notes ................................ 39

meetings

members’ copies/notes ................................. 39

interlibrary loans ................................................... 148

interlocal agreements ....................................... 17, 18

emergency/disaster response/recovery ............. 26

intern .................................................... see employee

internal agency meetings ........................................ 42

internal agency procedures ............................ 46, 135

Internal Revenue Service (IRS)

wage/tax reporting ........................................... 114

withholding and ID# certificates ....................... 106

internal service fund rate setting .......................... 108

international

equities monitoring .......................................... 100

money transfers (IMT) ...................................... 103

internet/intranet

browsing ........................................................... 160

content management ....................................... 155

Internet Protocol (IP) addresses ......................... 67

web addresses .................................................. 163

web applications ........................................... 67, 82

interpreter certification ........................................ 116

interview questions/tests (recruitment) ............... 142

intrusions (security) .......................................... 87, 89

inventories

assets .................................................................. 78

capital asset record............................................. 94

keys/badges ........................................................ 79

materials/equipment .......................................... 78

parts .................................................................... 78

public records ................................................... 155

surplussed property ............................................ 79

trees .................................................................... 79

year end report ................................................... 78

investigations

accidents/incidents ....................................... 49, 50

hazardous materials ................................. 48, 71

background checks

final results ................................................... 129

investigative records ..... see Law Enforcement

Records Retention Schedule

civil rights violation ....................................... 29, 30

civil service ........................................................ 141

code enforcement .............................................. 31

employee misconduct .............................. 131, 132

equipment/vehicle safety ................................... 74

security incidents ................................................ 87

investments

banking transactions......................................... 103

monitoring ........................................................ 100

retirement/pension portfolio contracts ............. 19

statements ........................................................ 103

invoice totals/taxes ................................................. 93

Irrigation Districts ............. see also Governing Bodies

certification of election....................................... 22

IT rate setting ........................................................ 108

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

SUBJECTS

Page 187 of 197

job

descriptions ...................................................... 144

journals

agency publications .......................................... 146

financial ........................................................ 96, 97

junior taxing districts (annual statement) ....... 47, 114

junk mail/spam ..................................................... 159

jurisdictional boundary ..................................... 12, 13

reference maps/drawings/photos ...................... 13

keys/card keys

authorization for ................................................. 86

inventory............................................................. 79

Labor and Industries (L&I)

boiler vessel report ............................................. 61

injury claims ...................................................... 124

injury/illness reporting ..................................... 138

litigation .............................................................. 35

payroll taxes ..................................................... 107

Labor Condition Application (LCA) ........................ 130

land

disputes/condemnation ..................................... 58

survey field books ......................................... 12, 13

use

code violations ............................................... 31

permits (from other agencies) ....................... 61

values .................................................................. 57

landmark designations ............................................ 62

language interpreter ............................................. 116

laptop (employee-owned) ...................................... 18

law enforcement officers ...................................... 124

LEOFF 1 ............................................................. 123

layoffs (RIF) ........................................................... 144

leaking pipes ........................................................... 26

lease

agreements ................................................... 17, 18

applications (not accepted) .............................. 110

leave

cumulative record ............................................. 164

non-routine ....................................................... 122

routine .............................................................. 123

ledgers (general and subsidiary) ............................. 99

legal affairs (agency attorney/legal counsel)

advice/opinions

development .................................................. 34

significant ....................................................... 34

Attorney General opinions ................................. 27

claims for damages ............................................. 31

contracts/agreements .................................. 17, 18

employee complaints/grievancs ....................... 128

initiative, referenda, recall ................................. 23

levy/bond planning ........................................... 109

litigation .............................................................. 35

materials development .................................. 35

legal counsel (outside) ........................ see legal affairs

legal custody (public records) ............................... 156

legal education training (CLE) ................................. 53

legend drugs (animal control registration) ............. 10

LEOFF Plan 1 (medical/disability) .......................... 123

levy projects ............................................................ 64

financial documentation ..................................... 96

planning ............................................................ 109

reports .............................................................. 113

liability waivers ........................................... 17, 18, 51

libraries

annual report of trustees .................................. 147

catalog/circulation .................................... 147, 148

special collections ............................................. 148

licenses ............. see also authorizations/certifications

agency assets ...................................................... 61

agency general .................................................... 10

agency-provided training .............................. 53, 54

code violations .................................................... 31

employee

general (CDL, notary, etc.) ............................ 116

health care/service providers ...................... 117

hazardous materials/dangerous waste .............. 70

pre-numbered (accountable) ........................... 145

liens/releases

employee pay (garnishments) .......................... 105

financial disputes/collections ............................. 95

personal property ............................................... 95

real property-related .......................................... 33

lights (street or traffic) ............................................ 64

Liquor Control Board

temporary permit notification

no objection to issuance .............................. 159

objection to issuance ....................................... 7

litigation case files................ see legal affairs, see also

Prosecuting Attorney Records Retention Schedule

loans (interlibrary) ................................................ 148

lobbyist reporting ........................................... 47, 114

Local

Disability Board (LEOFF ) ................................... 123

Emergency Planning Committees (LEPC) ............ 72

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

SUBJECTS

Page 188 of 197

Improvement Districts (LIDs) ............................ 115

Records Committee (LRC) ................... see Glossary

local tax returns .................................................... 115

logos (agency identity/brand) ................................. 11

logs .................... search by function/content of record

internet/telephone/fax ...................................... 90

intrusion/event ............................................. 87, 89

visitor/entry ........................................................ 88

weapons confiscation ......................................... 87

long-range/term planning

assets ............................................................ 83, 84

strategic (agency-wide) ...................................... 44

workforce ......................................................... 144

long-term care (LEOFF 1) ...................................... 123

lost property ........................................................... 59

magnetic records (audio/video tapes) .......... 151, 153

mail (delivery and receipt) .................................... 149

mailing lists ........................................................... 158

maintenance history/logs/reports .................... 80, 81

mandatory reporting/filing ........ 47, 85, 113, 114, 143

manuals

maintenance ....................................................... 80

operating ............................................................ 90

published by agency ......................................... 146

standards/specifications ..................................... 68

manuscript collections (libraries) .......................... 148

maps.................................................................. 12, 13

master indexes (public records) ............................ 155

master set

forms................................................................. 145

publications ...................................................... 146

materials

audit (technical reference) ............................... 102

disbursement/usage ........................................... 92

hazardous ........................................................... 70

accidents/incidents .................................. 48, 49

authorizations ................................................ 70

environmental site assessments .................... 58

orders/requisitions/receipts ............................. 111

public meeting .............................................. 64, 82

reference (meetings/hearings) ..................... 37, 38

safety data sheet (MSDS) ................................... 72

source (forms & publications) .................. 145, 146

training .............................................. 52, 53, 54, 55

civil rights compliance .............................. 27, 28

waste analysis ..................................................... 69

media (press releases/newspaper clippings) .... 15, 44

mediation/dispute resolution

code-related ....................................................... 31

contracts ....................................................... 17, 18

employee complaints/grievances ..................... 128

general issues (not related to code) ................... 15

medical claims (LEOFF 1) ...................................... 123

medical records (employee) ......................... 137, 138

meetings

advisory .............................................................. 39

arrangements ..................................................... 43

dates/times/locations ....................................... 163

governing/executive ........................................... 40

inter-agency ........................................................ 41

members’ copies/notes ...................................... 39

safety committee .............................................. 139

staff (agency) ...................................................... 42

microfilm

conversion of source records ................... 151, 152

records/standards .................................... 151, 153

security ............................................... see Glossary

migration ................................................. see Glossary

conversion process ........................................... 151

source records .................................................. 153

military leave ........................................................ 122

minimal retention value (public records) ............. 157

mining ..................................................................... 61

minors

accidents/incidents ............................................. 49

emergency contact information ......................... 25

library permissions ........................................... 147

travel permissions .............................................. 51

minutes/recordings/transcripts

adjudicative proceedings .............................. 37, 38

advisory meetings ............................................... 39

governing/executive meetings ........................... 40

inter-agency meetings ........................................ 41

safety committee .............................................. 139

staff meetings ..................................................... 42

misconduct (employee) ................................ 131, 132

models (research) ..................................................... 9

monitoring

appropriate use .................................................. 90

environmental .................................................... 75

information systems ........................................... 74

investments ...................................................... 100

traffic .................................................................. 77

motor pool

accidents/incidents ....................................... 49, 50

billing .................................................................. 97

checkout logs ...................................................... 92

disposal (auction/sale/salvage) .......................... 69

maintenance (reports/history) ..................... 80, 81

rate setting ....................................................... 108

registration/tabs ................................................. 61

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

SUBJECTS

Page 189 of 197

safety analysis ..................................................... 74

statistical reports ................................................ 92

use ...................................................................... 92

mottos/slogans (agency identity/brand) ................ 11

multi-agency boards/committees

meetings

members’ copies/notes ................................. 39

member meeting materials (copies/notes) ........ 41

official meeting records ...................................... 41

multi-media presentations (videos/CDs/DVDs)

agency publications .......................................... 157

from external sources ....................................... 159

municipal code ...................................................... 146

mutual aid agreements (emergency/disaster) ....... 26

naming

agency assets ...................................................... 59

programs/mascots/colors .................................. 11

national boards/committees (meeting

materials/notes) ................................................. 39

National Bridge Inspection Standards (NBIS) .......... 74

National Historic Register ....................................... 62

networks

access authorization ........................................... 86

audit trail ............................................................ 67

design/build ........................................................ 67

new hire report (DSHS) ......................................... 143

news clippings/releases

agency history ..................................................... 44

concerning agency .............................................. 15

external reference material .............................. 163

newsletters

agency ............................................................... 146

from external sources ....................................... 159

nine one one (911) tax .......................................... 115

non-archival ............................................ see Glossary

non-disclosure agreements .................................. 129

non-essential ........................................... see Glossary

non-paper-based records ..................................... 153

notary certification ............................................... 116

notes (rough/working)

brainstorming/collaborating............................. 157

drafting/editing ................................................ 158

individual board/committee members .............. 39

memorialized in another format ...................... 162

notices

B&O tax notices ................................................ 115

destruction of public records............................ 154

financial disputes/collections ....................... 33, 95

informational .................................................... 159

minor participation ............................................. 51

public (official) .................................................... 16

published (requests for bids/proposals) ........... 110

staff meetings ..................................................... 42

NPDES permits ........................................................ 61

nuisance code violations ......................................... 31

numbered forms (accountable) ............................ 145

oaths of office

filed/recorded with Co Auditor .......................... 23

not filed/recorded with Co Auditor .................... 24

reference copies (HR) ....................................... 129

obsolete .................................................. see Glossary

occupational health and safety

complaints ........................................................ 128

employee health records (routine) ................... 136

employee medical & exposure records ............ 137

injury/illness claims .................................. 124, 125

L&I reporting ..................................................... 138

program administration.................................... 139

workplace monitoring ...................................... 140

Office of Financial Management census records .... 11

Office of Record ...................................... see Glossary

Office of the State Auditor

capital asset record............................................. 94

examination report ........................................... 102

official code ........................................................... 146

official public notices .............................................. 16

OFM (Office Files and Memoranda)........ see Glossary

oil/fuel

inventory............................................................. 78

storage .................................................... 61, 80, 81

usage/dispersal ................................................... 92

used (analysis) .................................................... 69

online

communications/advice ................................... 7, 8

content management ....................................... 155

routine agency information .............................. 163

open public meetings ........................................ 39, 40

operating

manuals (facility equipment) .............................. 90

permits (boilers/elevators) ................................. 61

opinion polls............................................................ 16

opinions (legal) .................................... see legal affairs

Attorney General ................................................ 27

OPR (Official Public Record) .................... see Glossary

orders

adjudicative proceedings .............................. 37, 38

court

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

SUBJECTS

Page 190 of 197

agency not party (summons, etc.).................. 32

employee pay (garnishment, lien, etc.) ........ 105

purchasing requisitions ............................. 111, 112

ordinances .............................................................. 36

organizational charts

annual/year-end ................................................. 44

routine/interim ................................................. 130

OSHA .................... see occupational health and safety

out of office notices .............................................. 160

outside counsel ................................... see legal affairs

overtime

non-routine ....................................................... 122

routine .............................................................. 123

packing slips .......................................................... 111

pandemic (COVID-19)

agency response ................................................. 26

vaccination status verification

compliance records ...................................... 135

process (administrative procedure) ............... 46

wellness checks/contact tracing logs ................. 88

paramedic certification ......................................... 117

parent/legal guardian permission

library use ......................................................... 147

travel ................................................................... 51

park benches ........................................................... 64

parking

code violations/tickets........................................ 31

lots (construction) .............................................. 64

meters (construction) ......................................... 64

parts

inventories .......................................................... 78

orders ............................................................... 111

patent rights (owned by agency) ............................ 56

patron/users (libraries) ......................................... 147

payment card/sensitive data .................................. 98

payment stubs (billing) ........................................... 93

payroll

garnishments, liens, attachments..................... 105

individual pay history ........................................ 106

processing, distribution & reporting................. 107

retirement/pension verification ................... 120

taxes

remitted to ESD, DRS, L&I ............................ 107

voluntary employee deductions ....................... 105

pension ................................. see retirement/pension

investment portfolio ........................................... 18

performance

audit .................................................................. 102

evaluations ............................................... 132, 133

monitoring/audits (IT)) ....................................... 74

outstanding (employee) ................................... 126

permanent retention .............................. see Glossary

permission

agency

networks/systems/data ................................. 86

personal equipment (employee use) ............. 18

parent/legal guardian

library use ..................................................... 147

travel .............................................................. 51

permits ............. see also authorizations/certifications

construction/modification .................................. 61

hazardous materials/dangerous waste .............. 70

operating (boilers/elevators) .............................. 61

surface mining .................................................... 61

temporary ........................................................... 10

vehicles/vessels .................................................. 61

water................................................................... 61

personal contact information ............................... 129

change documentation ..................................... 130

emergency .......................................................... 25

personal exposure ......................... see also employee

hazardous materials accidents/incidents ........... 48

personal financial affairs (PDC reporting) ............... 47

personal license

code violations .................................................... 31

employees ................................................ 116, 117

personal property (lost and found) ......................... 59

personal protective equipment (PPE) ................... 137

employee-owned (permission) ........................... 18

hazard assessment ........................................... 139

personal service contracts ................................ 17, 18

personnel action request/notice (PAR)

development .................................................... 142

final ................................................................... 129

personnel file .... search by function/content of record

pesticide spray application ..................................... 73

petitions signed by citizens ..................................... 23

petty cash .......................................................... 96, 97

photo ID .................................................................. 86

photographs

agency forms/publications ....................... 145, 146

agency history ..................................................... 44

jurisdictional boundary ................................. 12, 13

media coverage .................................................. 15

physical examination reports (employee) .............. 48

pipes (leaking) ......................................................... 26

pit/quarry

material control .................................................. 92

permits................................................................ 61

planning

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

SUBJECTS

Page 191 of 197

commission hearings .......................................... 38

construction ........................................................ 64

project not completed ................................... 82

emergency/disaster ...................................... 25, 26

events/contests .................................................. 14

hazardous materials ..................................... 72, 73

information systems ........................................... 82

initiative/referenda/recall measures .................. 23

levy/bond (financial) ......................................... 109

long-range (assets) ............................................. 83

rate setting ....................................................... 108

short-term (assets) ............................................. 84

staff/staffing ..................................................... 144

strategic .............................................................. 44

workforce ......................................................... 144

plans

as-built/designed construction plans ........... 63, 64

secondary/reference copies ......................... 164

assets .................................................................. 84

assets (long-range) ....................................... 83, 84

emergency preparedness/recovery ................... 25

hazardous materials ........................................... 73

point-in-time (webpage/site) ................................ 155

policies

insurance ............................................................ 50

official agency ..................................................... 46

polls (public opinion) .............................................. 16

polygraph (employee)

final results (pass/fail) ...................................... 129

testing records ...... see Law Enforcement Records

Retention Schedule

portfolio

investment monitoring ..................................... 100

pension investment ............................................ 18

positions (classifications/development) ............... 144

posters (agency publications) ............................... 157

posts (social networking) ...................................... 7, 8

potentially archival ................................. see Glossary

preliminary drafts

legal advice/analysis/opinions ............................ 34

litigation materials .............................................. 35

other ................................................................. 158

premium costs ........................................................ 50

presentations .... search by function/content of record

press releases/clippings .................................... 15, 44

price checks........................................................... 112

primary record ........................................ see Glossary

private vehicle (minor permission) ......................... 51

procedures (administrative/directives) .......... 46, 135

proclamations ......................................................... 16

professional certifications (employee) ......... 116, 117

project files

construction (facilities) ....................................... 64

miscellaneous ....................................................... 9

organizing/monitoring work in progress .......... 161

project reports (bond/grant/levy) ........................ 113

promotional events/campaigns .............................. 14

property

encroachments ................................................... 58

history ................................................................. 58

lost and found ..................................................... 59

purchases (real property) ............................. 57, 60

surplus/used ....................................................... 69

tax exemption/valuation appeals ....................... 38

unclaimed ......................................................... 101

funds held by agency .................................... 101

funds remitted to Dept Revenue ................. 101

proposals/bids (requests for) ................................ 110

prosecuting attorney reports .......................... 47, 114

prospective employer (disclosure of employee

information) .............................................. 127, 129

public

gatherings (permits) ........................................... 10

hearings/meetings ........................................ 37, 38

notices (official) .................................................. 16

opinions

citizen complaints/requests ........................... 15

polls ................................................................ 16

public disclosure

commission ......................................................... 47

commission (reporting) ...................................... 47

lobbyist reporting ....................................... 47, 114

records requests ............................................... 150

public records ......................................... see Glossary

backups (disaster preparedness) ........................ 25

conservation ..................................................... 154

conversion/digitization/migration ............ 151, 153

destruction ....................................................... 154

finding aids ....................................................... 155

legal custody ..................................................... 156

litigation .............................................................. 35

magnetic ........................................................... 153

minimal retention value ................................... 157

records center transmittals/receivals ............... 155

requests (disclosure) ........................................ 150

retention schedules/disposition authorization 156

transfer/donation ............................................. 156

publications

agency supplies ................................................. 157

creation/master set (agency-created) .............. 145

from outside sources ........................................ 159

master set (agency-created) ............................. 146

pumps/tanks (fuel/oil storage) ............................... 92

purchase offers

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

SUBJECTS

Page 192 of 197

non-real property (declined by agency) ............. 56

real property

accepted or declined by agency ..................... 57

made by agency ............................................. 60

purchasing

agreements ................................................... 17, 18

emergency exception ....................................... 111

financial transactions .......................................... 97

purchase orders/requisitions/bid logs.............. 112

receiving ........................................ 96, 97, 111, 112

quarry

material control .................................................. 92

permits................................................................ 61

quasi-judicial actions (hearings)........................ 37, 38

radiation

exposure ............................................................. 48

protection training . see the Utility Services Records

Retention Schedule

radioactive materials/facilities licensing ................. 70

rare book collections (libraries) ............................ 148

rate setting

impact fees ....................................................... 108

internal service fund ......................................... 108

raw data (after aggregation) ................................. 162

reading files

reference materials .......................................... 163

secondary/duplicate copies .............................. 164

real estate (pension investments) .......................... 18

real property ........................................................... 57

disputes/collections ............................................ 33

environmental site assessments .................. 57, 58

relocation assistance .......................................... 96

unsuccessful purchase proposals ....................... 60

rebates (customer) ................................................. 97

recall

election litigation ................................................ 35

measures ............................................................ 23

receipts ..................................................... 96, 97, 111

delivery (internal) ............................................. 111

recognition/awards ................................................. 14

recommendations (employee) ............................. 129

recordings

adjudicative proceedings .............................. 37, 38

advisory meetings ............................................... 39

governing/executive meetings ........................... 40

inter-agency meetings ........................................ 41

security/surveillance ........................................... 89

staff meetings ..................................................... 42

records series .......................................... see Glossary

recreational courses ............................................... 53

recruitment

planning ............................................................ 144

successful candidates ....................................... 129

unsuccessful candidates ................................... 142

reduction in force (RIF) ......................................... 144

reference materials

outside sources ................................................. 163

secondary/duplicate copies (internal records) . 164

referenda/initiatives/recalls ................................... 23

registered mail (logs/return receipts) ................... 149

registers ............ search by function/content of record

financial ........................................................ 96, 97

payroll ............................................................... 107

regulations/rules ..................................................... 46

Rehabilitation Act of 1973 .......................... 28, 29, 30

relocation assistance

real property acquisition/grants ................... 96, 99

reporting ............................................................. 85

remittance advices ...................................... 93, 96, 97

remote deposit capture (RDC) .............................. 103

rental

agreements

capital assets .................................................. 17

general ........................................................... 18

applications

bids and proposals ....................................... 110

residential housing ......................................... 91

reporting

equal employment opportunity (EEO).............. 143

federal contract compliance ............................. 143

new hire report (DSHS) ..................................... 143

reports

accidents/incidents ...................... see also workers’

compensation

claim filed ....................................................... 31

hazardous materials ....................................... 48

no claim filed ............................................ 49, 50

annual (chief fiscal officer) ............................... 113

boiler vessel ........................................................ 61

bond/grant/levy ......................................... 96, 113

budget............................................................... 104

collection agency ................................................ 94

communte trip reduction (annual progress) .... 143

elementary/secondary staff info (EEO-5) ......... 143

emergency response plan ................................... 73

employee exposure ............................................ 48

energy usage ....................................................... 92

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

SUBJECTS

Page 193 of 197

environmental monitoring ................................. 75

equal employment opportunity ....................... 143

equipment/vehicle ............................................. 92

filed/submitted to outside agency ..................... 85

fiscal and performance audit ............................ 102

from external sources ....................................... 159

fuel/oil/pump tank ............................................. 92

grants/scholarships..................................... 96, 113

hazardous materials ........................................... 72

hazardous materials (inspection and test) ......... 72

insurance ............................................................ 50

internal informational use .................................... 9

library statistics ................................................. 147

lobbyist (to PDC) ......................................... 47, 114

maintenance ................................................. 80, 81

maintenance (equipment/vehicles) ............. 80, 81

new hire (DSHS) ................................................ 143

parts (master listing) ........................................... 78

physical examination .......................................... 48

program ................................................................ 9

receiving ........................................................... 112

research ................................................................ 9

safety and fire inspection ................................... 61

state auditor’s examination .............................. 102

stop-payment ................................................... 103

successful completion (elec info systems) .......... 90

tire maintenance ................................................ 81

treasurer/finance officer .............................. 96, 97

vandalism ............................................................ 87

waste materials analysis ..................................... 69

request for proposal or bid (RFP)(RFQQ) .............. 110

requisitions ........................................................... 112

resale items (inventories) ....................................... 78

research/program reports ........................................ 9

residential housing (tenant files) ............................ 91

resolutions .............................................................. 36

boards/councils/committees .............................. 36

development files ............................................... 36

respiratory protection

program administration.................................... 139

respirator fit tests ............................................. 140

respirator use evaluations ................................ 137

retaliation complaints (employee) ........................ 128

retention planning (workforce) ............................ 144

retirement/pension

investment portfolio ........................................... 18

program administration (general) .................... 118

verification documentation .............................. 120

employee pay history ................................... 106

payroll register ............................................. 107

work history ................................................. 129

retrievals (records centers) ................................... 155

revenue bonds/coupons ......................................... 96

revenue estimates ................................................ 104

rights-of-way

granted by agency .............................................. 57

received by agency ....................................... 17, 56

risk data .................................................................. 51

roads/bridges ......... see also County Engineer records

awards/recognition ............................................ 14

construction ........................................................ 64

inspection ........................................................... 74

maintenance ................................................. 80, 81

reports/plans ...................................................... 85

traffic monitoring................................................ 77

rosters (consultants/contractors) ......................... 110

rough/working notes

brainstorming/collaborating............................. 157

drafting/editing ................................................ 158

individual board/committee members .............. 39

memorialized in another format ...................... 162

routine information (agency operations) ............. 163

routing slips ........................................................... 161

rules /regulations .................................................... 46

run reports (electronic info systems) ...................... 90

running late messages .......................................... 160

safety

analysis (equipment/vehicles) ............................ 74

committee (including minutes) ........................ 139

inspections (facilities) ......................................... 61

workplace (complaints) .................................... 128

salary schedule (agency) ....................................... 144

sale/salvage (equipment/vehicles) ......................... 69

scheduled tasks (electronic info systems) .............. 90

schedules

facility rental/use ................................................ 92

records retention .............................................. 156

tasks (electronic info systems) ........................... 90

scholarships

applications (not approved) ............................... 99

awarded or received ........................................... 96

school ....... see also School Districts and ESDs Records

Retention Schedule

bus authorizations (USDOT) ............................... 10

colors/mascots/program names ........................ 11

stores (inventories) ............................................. 78

scrapbooks .............................................................. 44

screenshot/snapshot ............................................ 155

secondary (duplicate) copies ................................ 164

secondary records ................................... see Glossary

Section 313 SARA Title III ........................................ 71

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

SUBJECTS

Page 194 of 197

Section 504 compliance .......................................... 28

SECTOR citations .. see also Law Enforcement Records

Retention Schedule

printouts for general info ................................. 159

security

badges/swipes/codes ......................................... 86

incidents/investigations...................................... 87

logs (staff/visitor entry) ...................................... 88

microfilm............................................. see Glossary

monitoring

oversight/surveillance recordings .................. 89

routine ............................................................ 89

systems (installed) .............................................. 66

selection process (recruitment) ............................ 142

self-insured

certification (workers’ compensation) ............... 10

costs .................................................................... 50

portfolio monitoring ......................................... 100

workers’ compensation .................................... 125

sensitive cardholder/authentication data .............. 98

shared leave .......................................................... 122

sharepoint sites . search by function/content of record

shelf list (libraries) ................................................. 148

shipping (mail) ...................................................... 149

signatures (delegation of authority) ....................... 18

site assessments ..................................................... 58

slogans/mottos (agency identity/brand) ................ 11

small and attractive assets ...................................... 56

snow closure ........................................................... 26

social networking .................................................. 7, 8

software (computer) ......................................... 67, 82

soil monitoring ........................................................ 75

source records

converted .......................................... 151, 152, 153

migrated ........................................................... 153

spam (unsolicited email) ....................................... 159

special collections (libraries) ................................. 148

special purpose district (annual statement) ... 47, 114

specifications/standards manuals .......................... 68

speeches/writings (media coverage) ...................... 15

staff ....................................................... see employee

meetings ............................................................. 42

staffing .................................................................. 144

standards

microfilm........................................... 151, 152, 153

National Bridge Inspection (NBIS) ...................... 74

specifications manuals ........................................ 68

state and local tax returns .................................... 115

State Emergency Response Commission (SERC) ..... 72

State of Emergency declaration .............................. 26

statements

banking ............................................................. 103

bond .................................................................. 100

disaster damage declaration .............................. 26

financial ........................................................ 96, 97

investments ...................................................... 103

statistical reports

agency assets ...................................................... 92

agency informational ............................................ 9

libraries ............................................................. 147

statistics

raw data (after consolidation) .......................... 162

status logs ............................................................. 161

stop-payment reports/requests ........................... 103

strategic plans ......................................................... 44

streets

lighting systems .................................................. 64

naming of ............................................................ 59

planning .............................................................. 83

traffic monitoring................................................ 77

stubs (billing/payment) ........................................... 93

student

emergency contact information ......................... 25

parent/legal guardian permission ...................... 51

work study ........................................ see employee

studies (research)...................................................... 9

subject files

administrative working ......................................... 6

audit .................................................................. 102

reference materials .......................................... 163

secondary/duplicate copies .............................. 164

subpoena/summons .. 32, see also litigation case files

subsidiary ledgers ................................................... 99

succession planning .............................................. 144

summons (served on agency) ................................. 32

superfund release files ............................................ 71

supplies (inventories) .............................................. 78

surface mining......................................................... 61

surface water monitoring ....................................... 75

surplussed property inventory ................................ 79

surveillance recordings ........................................... 89

surveys ................... see also County Engineer records

civil rights ...................................................... 27, 28

County Engineer ................................................. 58

hazardous materials/waste ................................ 71

insurance ............................................................ 50

land/field books ............................................ 12, 13

long-range asset planning................................... 83

research ................................................................ 9

swipes (staff access) ................................................ 79

systems

electronic information

design (computer applications) ...................... 67

records within applications ................. search by

function/content of record

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

SUBJECTS

Page 195 of 197

installed in agency facilities ................................ 66

tally sheets (elections) ............................................ 22

tanks/pumps (fuel/oil storage) ............................... 92

task forces (meetings) ............................................. 41

tasks (Microsoft Outlook) ..................................... 161

taxes

business/occupation ......................................... 115

combined excise ............................................... 115

local improvement districts .............................. 115

payroll ............................................................... 107

state/local returns ............................................ 115

technical design (computer applications) ............... 67

temperature checks (COVID-19) ............................. 88

temporary permits .................................................. 10

tenant files (residential) .......................................... 91

text messages ... search by function/content of record

timber/water rights (received by agency) .............. 56

time cards/time sheets

employee pay ................................................... 106

used for retirement/pension verification ......... 120

tire maintenance ..................................................... 81

to do lists ............................................................... 161

tort actions (legal affairs) ........................................ 35

toxic substances (workplace) ................................ 137

track changes (Microsoft Word) ........................... 158

tracked assets ............................................. 56, 78, 79

tracking data (GPS, AVL) ......................................... 89

trademarks (owned by agency) .............................. 56

traffic

accidents/incidents ....................................... 49, 50

lights/signs/signals ............................................. 64

monitoring .......................................................... 77

street planning .................................................... 83

train/light rail authorizations (USDOT) ................... 10

training ..................... see also Employee Work History

agency provided ................................................. 52

certificated or hours/credits earned .............. 53

general ........................................................... 55

hazardous materials handling ........................ 54

mandatory ................................................ 53, 54

apprenticeship program ................................... 126

civil rights ............................................................ 27

civil rights (Section 504) ...................................... 28

history (employee)............................................ 129

transcripts

adjudicative proceedings .............................. 37, 38

advisory meetings ............................................... 39

governing/executive meetings ........................... 40

inter-agency meetings ........................................ 41

staff meetings ..................................................... 42

transfers

funds (EFT, IMT, ACH) ....................................... 103

magnetic records (conversion) ......................... 151

materials/equipment .......................................... 78

public records (legal custody) ........................... 156

surplus property ................................................. 69

transit stops/pads/shelters ..................................... 64

transmittals

business taxes ................................................... 115

cash receipts ................................................. 96, 97

IRS ..................................................................... 114

payroll taxes ..................................................... 107

records centers ................................................. 155

unclaimed property .......................................... 101

transportation

authorizations (USDOT) ...................................... 10

impact fees ....................................................... 108

Transportation Improvement Program (TIP) .......... 84

development ...................................................... 83

travel permission (minors) ...................................... 51

treasurer/finance officer reports ...................... 96, 97

trees (inventory) ..................................................... 79

trial balances ......................................................... 100

trust indenture ........................................................ 96

trustees, annual report (libraries) ......................... 147

tuition reimbursement (employee) ...................... 118

tweets ............... search by function/content of record

U.S. Citizenship and Immigration Services (USCIS) 131

unclaimed property

funds held by agency ........................................ 101

funds remitted to Department of Revenue ...... 101

underground storage tank (UST) inspections ......... 76

unemployment insurance

employee claims ............................................... 119

federal taxes ..................................................... 114

payroll taxes ..................................................... 107

program administration.................................... 118

union complaints

not related to individual employee(s) ................ 18

related to individual employee(s) ..................... 128

United States (agency)

Bureau of Labor Statistics (BLS) ........................ 138

Citizenship & Immigration Svs (USCIS) ............. 131

Department of Labor ........................................ 130

Department of Transporation (USDOT) .............. 10

Dept. of Fish and Wildlife (USDFW) .................... 10

Drug Enforcement Agency (DEA) ........................ 10

Local Government Common Records Retention Schedule (CORE)

Version 4.2 (August 2021)

INDEX TO:

SUBJECTS

Page 196 of 197

Environmental Protection Agency (EPA) ............ 72

Federal Aviation Administration (FAA) ............... 10

Housing & Urban Development (HUD) ......... 47, 91

Internal Revenue Service (IRS) .................. 106, 114

Labor, Occupational Safety & Health (OSHA) ..... 70

unsolicited

employment inquiries ....................................... 141

mail/email (general info) .................................. 159

materials (miscl) ............................................... 164

use

appropriate (computer/fax/phone).................... 90

equipment/vehicles ............................................ 92

used oil .................................................................... 69

utility

billing .................................................................. 97

disputes .......................................................... 95

land use permits ................................................. 61

rates (legal affairs) .............................................. 35

rebates ................................................................ 97

tax (state) .......................................................... 115

vacation of premises/evictions ............................... 33

vaccination status verification (COVID-19)

compliance records .......................................... 135

process (administrative procedure) ................... 46

values (asset appraisal) ..................................... 56, 57

vandalism .......................................................... 26, 87

vehicles

accidents/incidents ................................. 31, 49, 50

billing .................................................................. 97

checkout logs ...................................................... 92

disposal (auction/sale/salvage) .......................... 69

employee-owned ................................................ 18

maintenance (history/reports) ..................... 80, 81

minor travel permission...................................... 51

parts in stock ...................................................... 78

registrations/tabs ............................................... 61

safety analysis ..................................................... 74

title ..................................................................... 56

tracking data (GPS, AVL) ..................................... 89

useage ................................................................. 92

vendor compliance reports ................................... 112

vendor contracts ..................................................... 18

venture investments (pension) ............................... 18

vessel registrations/tabs ......................................... 61

video/audio recordings (surveillance) .................... 89

videos/CDs/DVDs . also search by function/content of

record

agency publications

extra copies .................................................. 157

master set .................................................... 146

external/reference materials ............................ 163

violation complaints

civil rights ...................................................... 29, 30

code enforcement .............................................. 31

violations/corrections

agency authorizations/certifications ............ 10, 61

employee certifications .................................... 116

hazardous materials ........................................... 70

inspections/monitoring (agency assets) ............. 76

occupational health and safety ........................ 139

vision claims (LEOFF 1) .......................................... 123

visitor logs ............................................................... 88

voicemails ......... search by function/content of record

volunteer ............................................... see employee

fire fighters/reserve officers relief claims......... 124

voter

eligibility/challenges ........................................... 22

pamphlets ........................................................... 22

vouchers ............................................................ 96, 97

wage/tax reporting (IRS) ............................... 106, 114

waivers (liability, insurance, hold harmless) ..... 17, 18

permission for minor to participate ................... 51

warrantees ........................................................ 17, 18

Washington Industrial Safety and Health Act

(WISHA) inspections/citations .......................... 139

Washington State (agency)