HomeMy WebLinkAboutStaff Report - State Archives Agreement. 2017-09-05KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA STAFF REPORT
AGENDA DATE: September 5, 2017
ACTION REQUESTED: Approve and authorize the Chair’s signature on Amendment A,
Statement of Work No. 2 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, in the total amount of $1,914.05.
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 2005 – 2010 and converted them to TIF files.
The State Archives have microfilmed them for permanent
retention. They will also be available to view electronically on
the State website. The original documents were previously
transferred to the Central Washington Archives.
INTERACTION: Deputy Prosecutor Neil Caulkins reviewed Amendment A to the
Statement of Work No. 2 and a copy has been provided to 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approved the budget amount to be taken out of the Historical
Document Fund.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 Amendment A to
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