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not required for litigation, public records requests, or other purposes required by law <br />(Source: the CORE Retention Schedule Glossary). <br />Records Officer <br />The Records Officer in each department is responsible for coordinating records <br />management within their department/office and ensuring proper disposition of the <br />department’s records by applying the retention requirements found in approved records <br />retention schedules. Per RCW 40.14 and WAC 434-640, disposition of records shall take <br />place as soon as possible after records have met their minimum retention requirements. <br />Responsibilities <br />Records Officers are responsible for aligning their scanning and tossing practices with the <br />Washington Secretary of State’s current Records Management Advice sheet titled Requirements <br />for the Destruction of Non-Archival Paper Records after Imaging “Scanning and Tossing”. <br />The Records Officer, with the assistance of the Information Technology Director, is responsible <br />for: <br />1. Ensuring 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. Determine if the record is archival or non-archival. This procedure is intended for non- <br />archival records only. For archival records, see Imaging and managing archival records. <br />2. Determine the retention values of the non-archival records being digitized by consulting <br />the appropriate retention schedule. For information on determining the appropriate <br />retention schedule, see Using records retention schedules. <br />3. Determine who will be responsible for the digitization, review, and destruction of the <br />documents.