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3.1 Identifying Public Records <br />Public records are defined by three key criteria in RCW 40.14.010 and RCW 42.56.010: <br />1. Made by or received by any agency ofin 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 />3.1.1 Records Index <br />No general County records index exists. Departments that choose to maintain an index are <br />responsible for maintaining the index. Departments that do not have an index are not required to <br />create one as the Board of County Commissioners has determined, as reflected in KCC 2.55.030, <br />that such would be unduly burdensome, thus implicating the exception provided for in RCW <br />42.56.070(4). <br />A records index is publicly disclosable and therefore should not contain any sensitive or <br />redactable information. <br />3.2 Preserving Public Records <br />Kittitas County officials and employees shall retain all public records that document the official <br />work of the county. These records, regardless of format or media, shall be retained in their native <br />format for the minimum period required by retention schedules approved under RCW 40.14 and <br />WAC 434-635. <br />The Primary Record Holder is responsible for retention of the record for the prescribed period of <br />time. <br />Departments shall prescribe an appropriate records management program so records are <br />identified, preserved, organized, retained, and easily recalled. <br />Each department shall, at a minimum: <br />1. Maintain records in their entirety <br />2. Identify temporary, permanent, essential, and archival records <br />3. Ensure accessibility and security <br />4. Organize records for easy recall <br />5. Physically or electronically segregated essential records <br />1.6.Periodically audit procedures and adherence to them to assess their adequacy.