HomeMy WebLinkAboutStaff Report and ResolutionKITTITAS COUNTY
INFORMATION TECHNOLOGY DEPARTMENT
AGENDA STAFF REPORT
AGENDA DATE: June, 2017
ACTION REQUESTED: Approve a resolution to require designations of Records Officers
BACKGROUND: The Records Management Committee (RMC) has previously
recommended, and the board has created by resolution, Records
Management Policies. The RMC has created Records Management
Procedures and a Records Management Handbook. These documents
reference the responsibilities of Records Officers within departments and
offices. RCW 40.14 requires the designation of a Records Officer and sets
that person’s responsibilities and authority. The RMC has considered the
RCW and believes it wise and necessary for the board to require a Records
Officer be designated by each department head and elected official to be
responsible for the responsibilities defined in county policy and
procedures, and they be required to attend RMC meetings.
INTERACTION: Deputy Prosecuting Attorney Stephanie Hartung reviewed the policy
language and drafted the resolution. The Management Team reviewed the
recommendation and policy change and offered no concern. The RMC
asked the IT Director to bring the policy change to the board for adoption.
RECOMMENDATION: The RMC unanimously recommends the board adopt the resolution to
change to the Records Management Policy requiring the designation of
Records Officers in each department/office.
HANDLING: None
ATTACHMENTS: Resolution with attached policy changes
LEAD STAFF: Jim Goeben, IT Director
BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION
NO. 2017-_______
RESOLUTION TO REQUIRE DESIGNATIONS OF RECORDS OFFICERS
WHEREAS, the Kittitas County Records Management Committee intends to ensure County compliance
with applicable records management laws by tracking and deliberating pertinent records
management legal issues and how they apply to the County and providing such information
to the Kittitas County Board of County Commissioners for their consideration; and
WHEREAS, the Records Management Committee’s review of RCW 40.14.040 has led to the conclusion
that Records Officers are required within each County department/office in addition to the
Public Records Officer; and
WHEREAS, the Records Officer can be the same person serving as the Public Records Officer as long as
the additional role and duties are recognized and assigned including managing the
department’s/office’s records and attending Record Management Committee meetings; and
WHEREAS, the Records Management Policy needs to be updated to reflect these necessary changes and
the proposed revisions are attached hereto.
NOW THEREFORE, BE IT RESOLVED that the Board of County Commissioners of Kittitas County,
Washington, hereby directs each Department Head and each Elected Official to designate
one of their employees as a Records Officer to manage their respective department’s or
office’s records.
BE IT FURTHER RESOLVED that the Board of County Commissioners also hereby adopts the revisions
made to the Records Management Policy that are attached hereto and incorporated by
reference.
DATED this __________ day of ____________________, 2017, at Ellensburg, Washington.
BOARD OF COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
Paul Jewell, Chairman
Attest: Laura Osiadacz, Vice-Chairman
☐ Clerk of the Board, Julie Kjorsvik
☐ Deputy Clerk of the Board, Mandy Buchholz
Obie O’Brien, Commissioner
Records Management Policy Kittitas County Records Management Policies
.
3. Policy
Department Heads and Elected Officials shall designate a Records Officer in their department/office
responsible for coordinating records management within their department/office, including but not
limited to:
1. Knowing, understanding, and enforcing county Records Management Policies and Procedures
2. Ensuring department/office staff understand and comply with the Records Management Policies
and Procedures
3. Assisting staff with identifying public records, interpreting records retention schedules,
converting records, scanning and tossing non-archival records, and obtaining appraisals and
transferring archival records to the WA State Archives
4. Approving records destruction requests
5. Attending Records Management Committee meetings; occasional designee permitted
3.1 Identifying Public Records