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COMMISSIONERS' MINUTES <br />KITTITAS COUNTY, WASHINGTON <br />BOCC CONFERENCE ROOM <br />REGULAR MEETING – IT STUDY SESSION <br />Monday 4:00 PM April 24, 2017 <br /> <br />Board members present: Chair Paul Jewell, Vice-Chair Laura Osiadacz, Commissioner Obie O'Brien <br />Others: Jim Goeben, IT Director <br /> <br /> <br />Regular Meeting Commissioners <br /> <br />Call to Order: 4:00 PM <br /> <br />Records Management Committee Recommendation on Employee Training <br />Mr. Goeben told the board the Records Management Committee created an electronic records <br />management handbook. He presented the committee’s recommendation that the Prosecuting <br />Attorney’s Office and the Records Management Committee together provide training to all staff using <br />the handbook as a reference and that the training be required for all employees. <br /> <br />Board direction: Board approved the plan to provide required training and asked the committee to 1) <br />create a schedule for retraining, 2) have the employee sign a training acknowledgement form, and 3) <br />put the signed form in their employment file. <br /> <br />Records Management Committee Recommendation on Designating Records Officers <br />Mr. Goeben presented to the board the Records Management Committee’s recommendation that each <br />department head and elected official designate a Records Officer in order to identify the person having <br />the responsibilities defined in the RCW 40.14.040, in addition to the Public Records Officer defined in <br />RCW 42.56.580. The committee further recommended these may be the same person or multiple <br />people, at least one person with the Records Officer responsibilities, or a designee, shall attend the <br />Records Management Committee meetings, and at least one person with the Public Records Officer <br />responsibilities should attend the meetings. <br /> <br />Board direction: The board asked Mr. Goeben to get Management Team input and, if they have no <br />concerns, place the resolution on an agenda as a consent item. <br /> <br />Updates to Technology Policies <br />The IT Committee recommended the Board approve updates to Technology Policy 7 - Data <br />Management, Access, and Protection, section 7.4.1 Stored electronic records, and Technology Policy 8 - <br />Email, section 4.3 Access, to provide department heads, elected officials, and their designees access to <br />all county records created and received by their department/office, without requiring completion of the <br />Request for Access to Network Records form. The form will continue to be required for inter- <br />departmental access to county records. <br /> <br />Board direction: The board approved the changes as presented.