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3.2.2 Organizing Records <br />Each Department Head/Elected Official shall create a records filing structure to ensure records <br />are easy to access, identify, retrieve, and dispose. <br />Minimum requirements for a proper filing structure: <br />1. Label files and folders in a way that the contents and retention/disposition requirements <br />are easily discerned <br />2. Use the filing structure department/office wide, allowing for differences within operating <br />units of the department/office <br />3. Separate records of minimal retention value from other records <br />4. Separate records designated as essential from other records <br />5. Do not store records that have a retention period in catch-all folders (such as email inbox <br />and sent items) <br />6. Recommended: To the extent possible use the same filing structure for hardcopy and <br />electronic records (including email) <br />3.3 Disposition of Public Records <br />Records will be destroyed at the end of their retention period. Secondary copies and other <br />records with minimal retention value, as defined in the Local Government Common Records <br />Retention Schedule, will be destroyed when they are no longer needed for agency business. <br />Records may be retained longer than the required minimum period only if the need is <br />documented. <br />All records not on legal hold must be destroyed once they have passed their retention period and <br />any documented extensions. Records destruction shall be documented on the Kittitas County <br />Public Records Destruction Disposition Log except for those whose minimum retention is <br />"Retain until no longer needed for agency business, then destroy." <br />At a minimum, each department shall ensure that: <br />1. After the retention requirements have been met for records that are listed as archival or <br />potentially archival according to the Secretary of State Retention Schedule, the <br />department shall contact the regional archives for appraisal and possible transfer. <br />2. Procedures are established and are followed for disposition of all copies of records. <br />3. All records scheduled for disposition are disposed of in a manner that ensures destruction <br />of any sensitive, private, proprietary, or security information. <br />3.3.1 Legal Holds <br />The County is prohibited from destroying a public record, even if it is about to be lawfully <br />destroyed under a retention schedule, if a public records request has been made for that record. <br />Additional retention requirements might apply if the records may be relevant to actual or