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not required for litigation, public records requests, or other purposes required by law <br />(definition taken from Source: the CORE Retention Schedule Glossary). <br />Records CoordinatorOfficer <br />The Records Coordinator Officer in each department supervises is responsible for <br />coordinating records management within their department/office and ensuring proper <br />disposition of the department’s records by applying the retention requirements found in <br />approved records retention schedules. Per RCW 40.14 and WAC 434-640, disposition of <br />records shall take place as soon as possible after records have met their minimum <br />retention requirements. <br />Responsibilities <br />Records Coordinators Officers are responsible for aligning their scanning and tossing records <br />management practices with the Washington Secretary of State’s current Records Management <br />Advice sheet titled Electronic Records Management: What to do with Archival Paper Records <br />after Imaging. Requirements for the Destruction of Non-Archival Paper Records after Imagine <br />“Scanning and Tossing”. <br />The Records Officer, with the assistance of the Information Technology Director, is responsible <br />for providing assistance to the Records Coordinators to: <br />1. Ensuringe the document imaging system meets technical requirements outlined in WAC <br />434-663. <br />2. Maintaining the required system documentation as described in WAC 434-663-530. <br />Prerequisites <br />1. Access to a system that will digitize paper-based records or an arrangement with another <br />agency or entity that can digitize records. <br />2. Familiarity with WAC 434-663. <br />3. An Electronic Imaging System that meets the recordkeeping capabilities required by <br />WAC 434-663, or, if obtaining the services of a vendor for the imaging, the vendor must <br />also comply with the requirements. <br />Procedure <br />Digitizing records, verifying digitized records, and documenting the destruction of records after <br />digitization: <br />1. Archival records may be scanned but shall not be destroyed; an appraisal and/or transfer <br />of these records must be arranged (this applies to both the digitized and the original paper <br />records). Determine if the record is archival or non-archival. This procedure is intended <br />for non-archival records only. For archival records sSee Imaging and managing archival <br />records for Archival Records.