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KITTITAS COUNTY <br />BOARD OF COUNTY COMMISSIONERS <br />AGENDA STAFF REPORT <br /> <br />AGENDA DATE: March 7, 2017 <br /> <br />ACTION REQUESTED: Approve and authorize the Chair’s signature on a Statement of <br />Work No. 1 and Service Level Agreement No. 818K-1402 <br />between the Kittitas County Commissioners and the State of <br />Washington, Office of the Secretary of State, Archives & <br />Records Management Division. <br /> <br /> <br />BACKGROUND: According to the Local Government Common Records Retention <br />Schedule (GS50-05A-16) the Kittitas County Board of <br />Commissioners Ordinances and Resolutions must be retained <br />until no longer needed for agency business and then transferred <br />to the Washington State Archives for permanent retention <br />(microfilm). Commissioner meeting minutes are to be retained <br />for 6 years after the end of the calendar year and then transferred <br />to the State archives for permanent retention (microfilm). The <br />Records Clerk has scanned in all of the Minutes, Resolutions and <br />Ordinances from 2005 – 2008 and converted them to TIF files. <br />They are now ready to be sent electronically to the State <br />Archives where they will be microfilmed for permanent <br />retention. They will also be available to view electronically on <br />the State website as well as the County website. The original <br />documents will be transferred to the Central Washington <br />Archives. <br /> <br />INTERACTION: Deputy Prosecutor Neil Caulkins has reviewed and approved the <br />Statement of Work No. 1 and Service Level Agreement for <br />Document Preparation and Imaging Services. Judy Pless, Budget <br />& Finance Manager has also reviewed and approved the budget <br />amount to be taken out of the Historical Document Fund. <br /> <br />RECOMMENDATION: Approve and authorize Chair’s signature on the Statement of <br />Work No. 1 and Service Level Agreement No. 818K-1402 <br />between the Kittitas County Commissioners and the State of <br />Washington, Office of the Secretary of State, Archives & <br />Records Management Division. <br /> <br />HANDLING: BOCC Staff to send originals to State for signature. State to <br />return 1 fully executed original to Clerk of the Board. <br /> <br />ATTACHMENTS: Statement of Work No. 1 Service Level Agreement No. 818K- <br />1402 & Service Level Agreement for Document Preparation and <br />Imaging Services <br /> <br />LEAD STAFF: Julie Kjorsvik, Clerk of the Board