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A group of records, performing a specific function, which is used as a unit, filed as a unit, <br />and may be transferred or destroyed as a unit. A records series may consist of a single <br />type of form or a number of different types of documents that are filed together to <br />document a specific function.* <br />Retention Period <br />The retention period is the minimum amount of time that an agency is required to retain <br />records within a record series. Retention periods are provided in records retention <br />schedules. <br />Secondary Records <br />Copies (or duplicates) of the agency’s primary records used for specific legal, fiscal, or <br />administrative purposes.* <br />Transitory Records <br />See Records with Minimal Retention Value <br />* Local Government Common Records Retention Schedule (CORE), Version 4.0 (May 2017) <br />3. Policy <br />Department Heads and Elected Officials shall designate a Records Officer in their <br />department/office responsible for coordinating records management within their <br />department/office, including but not limited to: <br />1. Knowing, understanding, and enforcing county Records Management Policies and <br />Procedures <br />2. Ensuring department/office staff understand and comply with the Records Management <br />Policies and Procedures <br />3. Assisting staff with identifying public records, interpreting records retention schedules, <br />converting records, scanning and tossing non-archival records, and obtaining appraisals <br />and transferring archival records to the WA State Archives <br />4. Approving records destruction requests <br />5. Attending Records Management Committee meetings; occasional designee permitted <br />3.1 Identifying Public Records <br />Public records are defined by three key criteria in RCW 40.14.010: <br />1. Made by or received by any agency in the State of Washington <br />2. In connection with the transaction of public business <br />3. Regardless of physical form or characteristics <br />A record provides evidence of an agency’s decisions and actions, and therefore has a retention <br />value. <br />3.2 Preserving Public Records