HomeMy WebLinkAboutPolicies - BOCCGrant County Personnel Policy
17Q0 -Records Retention
I Ap--proval Date
112/17/24
Approval Signatures
Qate Submitted for Approval
12/17/2024
Polio Owner
Kevin McCrae., Prosecuting Attorney
Human Resources Review
OqcohpArAderlo"p-Cook,
HR Director
Board of County Commissioners
Approval
004�
dyvArter, Chairperson
�D Stone,, Vice, Chairperson
Rob ]ones Commissioner
1701 - Emails
All county emails housed on a county email server (including Barracuda)
will be deleted after 10 years. It is the individual county employee's
responsibility to save and maintain a copy of any required emails in a
file saved on a county -maintained server and/or county -maintained
cloud (eg. SharePoint, N: drive) in accordance with your departments
internal policies. The following is a non -exhaustive list of the types of
email correspondence that you are responsible for ensuring have been
properly saved in accordance with this policy, provided for employee
reference. Given that retention requirements are subject to change,
each department is responsible for keeping up with relevant records
policies,, housed at the Washington Secretary of State website:
https://www.sos.wa,gov/archives/RecordsManagement/Managing-
County- Records. aspx."
1702 Chats (teams,, jabber ect.) and Text Messages
Chats (teams, jabber, etc.) and text messages on county -owned devices
may be deleted after 90 days. These methods of communication should
only be used for communicating basic/routine short-term information or
informal exchanges of ideas/brainstorming/collaboration processes. If
these methods of communication are used for any other purposes it is
the employees' responsibility to ensure these communications are saved
to some other County records retention system for retention in
accordance with the Washington Secretary of State Retention schedule,
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%,3rant County Personnel PolicIl
Employees shall retain any County business related texts on personal
devices for 90 days as long as they are used for communicating
basic/routine short-term information or informal exchanges of
ideas/brainstorming/collaboration processes,, then they may be
deleted. Any other business related communications must be
transferred to a County records system for retention in accordance with
the Washington Secretary of State Retention schedule. Examples
include.
1703 - Transferred, not Destro ed:
1703.1 Internal and external communication to, from, and/or on behalf
of the agency's governing bodies, elected official/s, executive
management,, and advisory bodies that are made or received in
connection with the transaction of public business,
1703.2 Retain for 2 years, then the record must be transferred to
Washington State Archives for appraisal and selective retention.
(GS50-01-12 Rev. 3)V
1703.3 Correspondence relating to financial management submitted to
regulatory agencies as required by law.
1703.4 Retain for 2 years, then the record must be transferred to the
Washington State Archives for appraisal and selective retention.
(Gso1 -ig .ev. 1.) 10
1703.5 Communications relating to the analysis and development of
ordinances and/or resolutions intended for submission to the
agency's governing council, commission, or board,
a) Retain for 3 years after approval or decision not to
proceed, then the record must be transferred to
Washington State Archives for appraisal and selective
retention. (cs50-o1-25 Rev, 1).
b) Communications relating to media coverage (television,
radio, newspapers, internet, etc.) of the agency's activities
and accomplishments. Does not include postings to
agencyrs own media channels,
0 Retain for 2 years after the end of the calendar year, then
the record must be transferred to Washington State
Archives for appraisal and selective retention. (GS50-06F-
07 Rev. 1) 9
,1703.6 Communications relating to the preliminary planning of the
agency's capital construction projects where the project is not
completed,
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a) Retain for 6 years after decision not to proceed, then the
record must be transferred to Washington State Archives for
appraisal and selective retention. (Gs o 1 -o41 Rev, 0).
b) Communications relating to civil rights violation complaints
within the agency's jurisdiction, filed by agency employees or
the general public...
17017 ..in 1985 or earlier,
a) Retain for 6 years after resolution, completion, closure,, or
decision not to proceed, then the record must be transferred
to Washington State Archives for appraisal and selective
retention. (so-oc-o4 Rev, 2).
1703,,8 ...in 1986 or later where civil litigation has not commenced.
a) Retain for 6 years after resolution, completion, closure, or
decision not to proceed, then destroy. (Ho17-oo Rev. 0).
1703a9 Communications relating to actions taken by the local
government agency in response to uncommon or major
natural or manm ' ade disasters/emergencies where the agency
deploys non -routine procedures, mobilized special resources,
requires significant outside assistance, and/or where normal
agency operations are suspended or significantly disrupted.
a) Retain for 6 years after matter resolved/recovery completed,
then the record must be transferred to Washington State
Archives for appraisal and selective retention, (GS50-18-29
Rev, 19),
1703.10 Communications relating to the administrative management
of initiatives, referenda, and recall measures filled with the
agency.
a) Retain for 6 years after certification of election or
determination of signature insufficiency, then the record must
be transferred to Washington State Archives for appraisal and
selective retention. (Gsot 2-021 Rev, 0).
170111 Communications related to documenting the planning,
design, and construction phases of the local government
agency's structures and infrastructure.
a) Retain for 6 years after the project is completed or terms of
grant agreement, whichever is later, then the record must be
transferred to Washington State Archives for appraisal and
selective retention. (GS50-18-10 Rev. 1).
170112 Communications related to franchise
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a) ...agreements granted by the local government agency allowing
the use of public streets, bridges, or other public ways,,
structures or places above or below the surface of the ground
for the provision of public services.
i. Retain for 6 years after termination or withdrawal of
franchise agreement, then record must be transferred to
Washington State Archives for appraisal and selective
retention. (ta g- 05A— 0 Rev. 1),,
b) ...request proposals submitted to or requested by the local
government agency where the request is not granted,
i. Retain for 6 years after the request is declined., then
destroy. (GS201 -o17 Rev. 0)..
1703.13 Communications relating to the planning and/or execution of
educational or promotional events, campaigns, and contests
conducted by the agency to promote the agency"s business or
mission,
170114 Retain until no longer needed for agency business, then
transfer to Washington State Archives for appraisal and
selective retention. (GS20 .1- 1 Rev. 0).
1703-15 Communications relating to hazardous materials clean up
actions and investigations of incidents and/or disasters
occurring within the agency's jurisdiction and completed by or
on behalf of the agency,
170116 Retain for 10 years after project completion or 10 years after
terms of grant agreement, whichever is later; then transfer to
Washington State Archives for appraisal and selective
retention; and retain records not selected for permanent
preservation for 50 years per 42 USC 'Section 9603(d)(2),
QG o-19-1 Rev. 1).
170117 Communications relating to environmental monitoring of
assets owned by the agency where required by regulatory
agencies (e.g. soil, air, water),
1703.18 Retain for 30 years after end of calendar year then transfer to
Washington State Archives for appraisal and selective
retention. (Gs51- 07-10 Rev. 2).
170119 Communications relating to the provision of legal advice,
opinions, and interpretations in the process of acting as legal
counsel for the agency or any of its departments/offices,
where the advice/analysis/opinions are not retained and
dispositioned with other agency records to which they relate,
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170120 Retain for 10 years after issuance of advice/opinion,, then
transfer to Washington State Archives for appraisal and
selective retention. (GS53-02-03 Rev. 2).
1703,21 Communications documenting the planning, establishment,
and significant changes/developments of the agency and its
programs, including agency mergers/splits,
creation/combination of divisions, major changes of agency
functions, etc,,
1701,22 Retain for 6 years after end of calendar year, then transfer to
Washington State Archives for appraisal and selective
retention. (GS50-06F-02 Rev. 1).
1703.23 Communications (includin* submission confir
9 mations) which
relate to reports relating to general functions of the agency
that are required to be filed with, or submitted to, an outside
agency (including the legislative authority) by federal, state,
or local law, or by court order/rule,
1703.24 Retain for 6 years after report or document submitted, then
contact Washington State Archives for appraisal and selective
retention, (GS2o 1 -g 8 Rev, 1),
170125 Communications relating to the naming or renaming of roads,
streets, parks, buildings, schools, stadiums, bridges, and
other assets within the local government's jurisdiction where
the naming process is not included in the development
application.
1703.26 Retain until no longer needed for agency business then
transfer to Washington State Archives for permanent
retention. (GS2012-032 Rev. 0).
1703,27 Communications relating to the inventorying of trees on
agency -owned property completed in accordance with an
agency -adopted policy regarding historical or ornamental
trees.
1703.28 Retain for 3. years after 'Inventory record obsolete or
superseded, then transfer to Washington State Archives for
appraisal and selective retention. (GS50-06B-25 Rev. 1).
1704 - Eventual Destruction:
1704.1 Communications relating to requests for workforce changes
that require formal approval and that result in the beginning of
recruitment processes or changes to the employment or payroll
status of existing employees.
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1704,,2 Retain for 3 years after request approved or denied, and 3
years after conclusion of any pending action then destroy,
(GS50-04B-1 Rev. 1).
1704.3 Correspondence relating to agreements. between the agency
and one or more parties that set out terms and conditions to
which the signing parties agree or submit..
1 e..and that relate to capital asset ownership but that do not
relate to real property ownership,
a) Retain for 6 years after transaction is completed; or 6 years
after termination/expiration of instrument, or 6. years after
disposition of the asset, whichever is later, then destroy,
(GS2011-169)x
1704.5 w..and that do not establish, alter, or abolish ownership of
capital assets,
a) Retain for 6 years after completion of transaction or 6 years
after termination/expiration of instrument/coverage then
destroy. (Gso-o 1- 11 Rev. 4).
1704.6 Communications relating to claims for damages filed either
against the agency by other parties, or by the agency against
other parties where litigation has not commenced., (does not
include wort errs compensation claims),
1704,7 Retain for 6 years after claim closed then destroy, (GS50-01-
1 o Rev. 2) -
1704.8 Communications related to enforcer of the local
government agency's official code (code enforcement),
1704,,9 Retain for 6 years after the matter is resolved or closed,, then
destroy%
1704.10 Communications related to the analysis of the agency"s waste
materials (such as motor oil) used to determine if the materials
should be designated as non -hazardous or hazardous waste,
1704,11 Retain for 6 years after analysis completed, then destroy,
(GS50-06B-23 Rev, 0)1
1704.12 Communications relating to the inspection of bridges owned by
the agency and performed in accordance with National Bridge
Inspection Standards,
1704A3 Retain for 6 years after asset no longer owned by agency, then
destroy. (GS50-18-06 Rev. 1).
1704A4 Communications relating to documenting the authorization of
employees, contractors, or volunteers, access to agency
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structures, infrastructure, equipment, supplies, electronic
systems, networks, applications, electronic and physical
records/data. This includes requests and approvals for such
access and permission. This does not include "day only"
authorizations,
1704.15 Retain for 6 years after termination of user's access, or 6 years
after system or asset no longer in use, whichever is sooner,
then destroy. (Gs201g-Q02 Rev. 1).
1704.16 Communications relating to documenting security incidents
and investigations relating to 'agency structures,
infrastructures, vehicles, equipment, supplies, electronic
systems, networks, applications electronic and physical
records/data.
1704.17 Retain for 6 years after investigation completed, or matter
resolved, whichever is later, then destroy. (GS2010-008
Rev. 1).
1704A8 Communications relating to individual employee enrollment
and participation in benefit programs, and plans made available
by the agency. This does not include retirement/pension
verification records,
1704.19 Retain for 6 years after termination of contract/lapse of
coverage or withdrawal from participation or separation from
agency, whichever is sooner, and 6 years after expiration of
appeal period for any/all claims filed then destroy. (GS50-04D-
03 Rev, 1).
1704.20 Communications relating to the development of the agency's
long-range strategic plan/s for the management of its physical
and 'Intangible assets,
1704.21 Retain for 6 years after final version completed, then destroy.
(GS2012-042 Rev, 0).
1704,.22 Communications relating to financial disputes and attempts to
collect funds, where not related to real property ownership, and
where litigation has not commencedl
1704.23 Retain for 6 years after the matter is resolved,, then destroy.
(GS50-03B-14 Rev, 3).
1704.24 Communications relating to the monitoring of funds held
and/or invested by the agency where required by regulatory
agencies,
1704.25 Retain for 6 years after end of fiscal year, and no longer needed
for agency business then destroy,, (Gs50-03A-33 Rev, 1)4
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1704.26 Communications relating to authorizations for and reductions
to individual employee salary/wages where authorized by the
employee or required by court order,
1704.27 Retain for 6 years after completion of the transaction,
termination of authorization, or satisfaction of order, ad no
. longer needed for agency business,, then destroy. (s50-oE-
0 1 Rev. 1) It
1704.28 Communications relating to licenses, permits,, accreditations,
certifications, and other authorizations acquired by agency
employees that are either required by regulating authorities or
required by the agency as a condition of employment,
1704,.29 Retain for 6 years after authorization/certification superseded
or terminated or 6 years after separation from agency
whichever is sooner, then destroy, (GS2011-190 Rev. 2).
1704.30 Communications relating to authorization of leave or overtime
and management of individual employee status where leave is
mandated by law or where agency policy/procedure
I rocedure requires
more than direct supervisory approval
170431 Retain for 6 years after expiration of leave period of denial of
request and no longer needed for agency business. (Gs2o17-
0 10 Rev. 0).
1704.32 Communications relating to the description and classification of
agency jobs and positions,
1704.33 Retain for 6 years after obsolete or superseded and no longer
needed for agency business, then destroy. (GS50-04B-05
Rev. 1) 9
1704.34 Communications relating to planning activities to develop the
agency's workforced
1704,35 Retain for 6 years after obsolete or superseded, then destroy.
(GS2014-0 2 Rev, 1).
1704.36 Communications relating to agency's efforts to comply with
federal, state, and local statute governing employees' and the
general public's civil rights.
1704.37 Retain for 6 years after end of calendar year and no longer
needed for agency business, then destroy. (GS2011-171 Rev,
1)d
1704.38 Communications relating to the agency's compliance with
Section 504 of the Rehabilitation Act of 1973 which requires
that qualified individuals with disabilities have equal
opportunity to benefits and services,,
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1704-39 Retain for 6 years after completion or denial of
accommodations, then destroy. (GS50 -o4C -01 Rev. 2).
1704.40 Communications relating to non -environmental monitoring of
assets owned by the agency where required by regulatory
agenciesK
1704A1 Retain for 6 years after end of the calendar year and violations
if any are corrected, then destroy. (GS o12-0 Rev. 0).
1704.42 Communications relating to all major and all regulated
maintenance (required by regulatory agencies and/or local,
state or federal statute and/or court order/rule) which is
performed on assets owned, used or maintained by the agency
in order to ensure the full useful life of the agency"s structures
and infrastructure (buildings, roads, bridges,
veh.icles/vessels/aircraft, equipment, IT hardware, etc.).
Includes work performed by contractors,
1704.43 Retain for 6 years after asset no longer owned by agency, then
destroy. (GS o1 -0 9 Rev. 0).
1704.44 Communications relating to disputes and attempts to collect
funds where real property ownership is involved and where
litigation has not commenced.
1704.45 Retain for 10 years after matter is resolved, then destroy,
(GS55-o5 -0 Rev, 3).
1704.46 Communications relating to licenses, permits, accreditations,
certifications, and other authorizations acquired by employees
that relate to the handling of hazardous materials and that are
either required by or received from regulating authorities.
1704A7 Retain for 50 years after authorization/certification superseded
or terminated, then destroy, (GS50-19-09 Rev, 2).
1704.48 Communications relating to licenses, permits, accreditations,
11 4 r-O
certir I ications, inspections, and other authorizations,, acquired
by the local govemment agency in relation to hazardous
materials created, maintained, disposed of, or in any way used
by the local government agency,
1704A9 Retain for 50 years after authorization superseded or
terminated, and conditions of authorization satisfied,, and
violations if any corrected, then destroy, (GS55-01M-04
Rev. 1).
1704.50 Communications relating to mandatory licenses, certifications,
and authorizations received from Washington State
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Departments of Health or Licensing by employees for the
provision of health care or related services.
1704.51 Retain for 8 years after authorization superseded or
terminated, then destroy. (G'S2011-191 Rev. 2).
1704.52 Communications documenting accidents and incidents within
the agency's jurisdiction involving hazardous materials where
there was
1704,,53 ...no human exposure. Includes correspondence describing
accident/incident, response, and investigationk
a) Retain for 50 years after date of accident/incident, then
destroy. (HS50-1 -o Rev. 2).
1704.54...hum,an exposure. Includes correspondence describing
accident/incident, response, and investigation.
a) Retain for 100 years after individual's date of birth, or 30
years after individual"s date of death, whichever is sooner,
then destroy. (Gso 1 - Rev. 0).
1704,,55 Communications relating to accidents/incidents involving
individuals/s younger than age 18 and where claims for
damages are not filed.
1704.56 Retain for 3 years after individual reaches age 18, then destroyl
(Gs o-o c-o Rev. 4).
1704.57 Communications relating to the development of training
courses, seminars, or workshops,
1704.58 Retain until curriculum no longer provided by agency,, then
destroy. (so11-1 Rev. 1).
1704.59 Communications relating to personal property left behind in/at
agency facilities/properties, vehicles, and/or events,, and the
return or disposal of that item l
1704,60 Retain for three years after return/disposal of item, then
destroy, (o17--oo5 Rev. 0).
1704.61 Communications documenting the technical design and
implementation of the agency's computer software
applications, databases, and websites (internet and intranet).
Includes release notes, and operational and user instructions.
1704.62 Retain until application or version is no longer needed for
agency business and all records within the application have
been migrated or dispositioned in accordance with a current
approved records retention schedule, then destroy. (GS50-
o6A-o Rev. 3).
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1704.63 Communications relating to the inventorying of surplus capital
and/or expendable assets.
1704.64 Retain for 6 years after 'inventory record obsolete or
superseded, then destroy. (GS50-.08C-06Rev. 1).
1704.65 Communications relating to the administration of apprentice
training programs implemented by the agency in accordance
with the Washington State Apprenticeship and Training Act
pursuant to RCW 49.04, WAC 296-05, and Title 29 CFR Part
'309
1704.66 Retain for 6 years after end of calendar year and no longer
needed for agency business, then destroy. (Gsg-4B-4
Rev. 1) X
1704.67 Communications relating to the return of unclaimed property
to its legal owner in accordance with Uniform Unclaimed
Property Act, RC 63-29...
1704.,68 ...where the funds are not submitted to the Department of
Revenue in accordance with RCW 63.29.190,
a ) ...Retain for 6 years after property claimed then destroy.,
(Gs5-o-2 Revt 1),,
1704-69 ...where the funds are submitted to the Department of Revenue
in accordance with RCW 63.29.
a) Retain for 6 years after report filed, and funds remitted to
DOR then destroy. (GS55-05B-31 Rev, 1).
1704.70 Communications relating to individual employee benefit
program claims and appeals (not including retirement/pension
plans),,
1704.71 Retain for 6 years after benefit/b►eneficiary payment completed
or denied, and 6 years after expiration of appeal period,, then
destroy. (GS2017-008 Rev. 0).
1704,72 Communications relating to residential tenants in
buildings/units owned, used or maintained by agencies where
public housing/low-income housing subsidies are not provided
pursuant to Title 24 CFR. Includes correspondence with
tenants,
1704.73 Retain for 6 years after termination of lease/agreement or 6
years after conditions of grant satisfied, whichever is later,
then destroy. (GS2o 14-02 Rev. 0).
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1704.74 Communications relating to agency's coordination and support
of and/or participation in charity fundraising campaigns,
including promotion of employee payroll deductions,,
a) Retain for 6 years after end of fiscal year, then destroy,
(GS2011-167 Rev. 0).,
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