Res-2018-006 RM Policy - Laserfiche WebLink

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Kittitas County Records Management Policies 1. Purpose Kittitas County officials and employees are responsible for retaining records that document the official work of the county in accordance with retention schedules approved by the Washington State Archives' Local Records Committee. The purpose of this policy is to establish standards fo r preservation, ilWfOflria~re t ention.1 and Gesl:A:leHen-di 'P 'ilion of record with in the departments of Kittitas County and to educate employees how to: • Identify public records and their retention schedule. • Manage, preserve, dispose of, and/or transfer, in compliance with approved retention schedules, those records, regardless of format or media, which document the organization, functions, programs, policies, decisions, procedures, and essential transactions of the County; and destroy records with minimal or no retention value. 2. Definitions As used in this policy, the following term shall have the meaning indicated: Archival (Appraisal Required) Public records which may possess enduring legal and/or historic value and must be appraised by the Washington State Archives on an individual basis. * Archival (Permanent Retention) Public records which possess enduring legal and/or historic value and must not be destroyed. Local government agencies must either transfer these records to Washington State Archives or retain and preserve these records according to archival best practices until such time as they are transferred to Washington State Archives (WSA).* Born-digital A record originally created as an electronic record. Born-digital records consist ofthe file along with its metadata and any attachments. Paper records that have been digitized or any other record converted into digital format are not born-digital. Conversion The activity of converting the agency's public records from one form (source records) to another (converted records) through the processes of imaging (digitization or microfilm preservation) or data migration (digital or magnetic).* Disposition 'he la 1 a lion to b . 13k n on a record; 1.11 <.Ii posal; i.e ., p rmanent retention. del tmcli n . r tran -ferred to the Washington State Archives. Database Management System (DBMS) A software system used to access and retrieve data stored in a database (e.g. SQL Server, Oracle, Microsoft Access and other similar programs). Electronic Information System