HomeMy WebLinkAboutStaff Report - State Archives Agreement - May 2 2017KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA STAFF REPORT
AGENDA DATE: May 2, 2017
ACTION REQUESTED: Approve and authorize the Chair’s signature on a Statement of
Work No. 2 and Service Level Agreement No. 818K-1402
between the Kittitas County Commissioners and the State of
Washington, Office of the Secretary of State, Archives &
Records Management Division.
BACKGROUND: According to the Local Government Common Records Retention
Schedule (GS50-05A-16) the Kittitas County Board of
Commissioners Ordinances and Resolutions must be retained
until no longer needed for agency business and then transferred
to the Washington State Archives for permanent retention
(microfilm). Commissioner meeting minutes are to be retained
for 6 years after the end of the calendar year and then transferred
to the State archives for permanent retention (microfilm). The
Records Clerk has scanned in all of the Minutes, Resolutions and
Ordinances from 2009 – 2010 and converted them to TIF files.
They are now ready to be sent electronically to the State
Archives where they will be microfilmed for permanent
retention. They will also be available to view electronically on
the State website as well as the County website. The original
documents will be transferred to the Central Washington
Archives.
INTERACTION: Deputy Prosecutor Neil Caulkins previously reviewed the
Statement of Work No. 1 and this is identical to that one with the
exception of the dates, and funding amount. A copy has been
provided to him as well as Judy Pless, Budget & Finance
Manager who has reviewed and approved the budget amount to
be taken out of the Historical Document Fund.
RECOMMENDATION: Approve and authorize Chair’s signature on the Statement of
Work No. 2 and Service Level Agreement No. 818K-1402
between the Kittitas County Commissioners and the State of
Washington, Office of the Secretary of State, Archives &
Records Management Division.
HANDLING: BOCC Staff to send originals to State for signature. State to
return 1 fully executed original to Clerk of the Board.
ATTACHMENTS: Statement of Work No. 2 Service Level Agreement No. 818K-
1402 & Service Level Agreement for Document Preparation and
Imaging Services
LEAD STAFF: Julie Kjorsvik, Clerk of the Board