HomeMy WebLinkAboutPolicies - Human ResourcesGrant County
Governme hifmcint
Dated this Z, day of CLA 20 Z t4
Board of County Commissioners
A Records Maintenance and R rove Discve Asti
Dist #t ist #t Dist #1
Dist #2 s 3 Dist #2 Dist #2
500.1 PURPOSE AND SCOPE Dist #3 Dist #3 Dist #3
This policy provides guidance on the maintenance a y
information is separately covered in the Protected Information Policy.
500.2 POLICY
Grant County is committed to providing public access to records in a manner that is consistent
with state public records laws.
500.3 PUBLIC RECORDS OFFICER
The Board of County Commissioners shall designate a Public Records Officer. Grant County has
a full-time public records officer (PRO) with an office at the address set forth below. All requests
for public (non -court, non -recording, and non -coroner) records should be made through the PRO
and any records requests outside of court records received by any county official or employee
must immediately be forwarded to the PRO for processing. Any person wishing to request access
to public records or seeking assistance in making a request should contact the PRO whose name,
phone number, and e-mail address shall be posted at such address and/or on the county's website:
http,//www.grantcountywa.gov
The PRO reports to the Grant County Administrator and has an office located in the office of the
Board of County Commissioners. Their contact information is:
Public Records Officer
Grant County Board of Commissioners
PO Box 37/35 C Street NW
Ephrata, WA 98823
Phone: (509)754-2011 ext. 2938
Fax: (509)754-6098
e-mail: publicrecordsofficer@grantcountywa.gov
(Ord. No. 23-103-CC, 9-12-2023)
The responsibilities of the Public Records Officer include but are not limited to:
(a) They serve as a point of contact for all retention or questions about retention within the
County Departments and Offices are responsible for their own retention processing,
archiving, and release of public records.
(b) Reviewing and ensuring compliance with the Local Government Records Schedules
provided by the Washington State Secretary of State's Office, including:
1. Identifying the minimum length of time records must be kept.
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2. Identifying the Grant County Department or Office responsible for the original
record.
(c) Establishing rules regarding the inspection and copying of public records as
reasonably necessary for the protection of such records.
(d) Identifying records or portions of records that are confidential under state or federal
law and not open for inspection or copying.
(e) Ensuring the availability of a current schedule of fees for public records as allowed
by law.
(f) Preparing and making available to the public the records request process, to include
the cost of inspecting or obtaining copies,
500.4 PROCESSING REQUESTS FOR PUBLIC RECORDS
Any employee who receives a request for any record shall route the request to the Public Records
Officer or the authorized designee.
500A.1 REQUESTS FOR RECORDS
With Chapter 42.56 RCW serving as Grant County's authority, written requests for inspection and/
or copying of public records shall not be honored if such requests require county employees to
compile information, perform research, require formatting of data, are not sufficiently Identified,
or, if the information requested consists of nonpublic records. Requests for public records by
persons serving criminal sentences are subject to additional constraints as per RCW 42.56.565.
Additionally, Chapter 42.56 RCW provides that agencies should prevent unreasonable invasions
of privacy, protect public records from damage or disorganization, and prevent excessive
interference with essential functions of the agency. Records not excluded, exempted or prohibited
from disclosure may be inspected or copied by members of the public, upon compliance with the
following procedures:
(a) Any County employee may accept a public records request, either verbally or in writing;
however, all requests for public records shall be forwarded to the public records officer
(PRO) for the County.
(b) Requests for public records are best processed, logged, and documented when
submitted to the PRO in writing or electronically. A request for public records can
be submitted electronically on the county's website at www.grantcountywa.gov after
selecting "Public Records" from the sidebar menu column on the left. If you would like
to come into the office to make a request for public records, a request form is available
for completion, or upon request, a form can be mailed to you for completion
A written request helps the county ensure that the requestor has access to all the disclosable
records he/she has asked for, and assists in assuring that any decision to withhold records is
properly made and that non de minimis fees/charges for records are accurate,
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Should the PRO receive a verbal request for specific, identifiable public records, he/she will obtain
and record the necessary information for proper processing and include that information on a
Grant County Request for Access to Public Records form%
(a) The requestor may also submit an e-mail or letter to the PRO that provides the
information necessary for the county to locate, retrieve, and provide applicable
responsive records to the request.
(b) The requestor's written request should include the following information:
1. Name, address, and other contact information, including telephone number and
e-mail address;
2. The date and time of request submission;
3. Aclear indication that the request is pursuant to the Public Records Act, such as
a document heading or title such as "A Public Records Request", to help ensure
that the request is able to be handled properly. Requests, for public records
should not be combined with communications for other purposes. An e-mail
request should contain the subject line "Public Records Request";
4. Whether the requestor wants to inspect the public records or obtain copies, or
both; and
5. A clear description of the desired public records so that the PRO and staff can
find any responsive records. The description should, if possible, include the date
or time period of creation of the records, if known, and the departments of the
county or office of the county official who may have the public records.
6. Pursuant to Chapter 42.56 RCW, requests must be for specific, identifiable
records. Requests that are overly -broad and/or have the potential to excessively
interfere with the essential functions of county government may be subject to the
PRO's request for clarification or narrowing the scope of the records request:
failure to do so may impact the estimated time required to fulfill the request, and
result in release by installment.
7. RCW 42.56.070(9) prohibits the use of lists of individuals for commercial
purposes and a requestor must declare, under penalty of perjury pursuant to the
laws of the State of Washington, that he/she will not use the list(s) obtained from
the request for commercial purposes. The requestor must further acknowledge
that he/she is solely responsible for any consequences or damages arising from
any failure on his/her part to adhere to the above -referenced RCW.
(c) The PRO will make a reasonable effort to assist in identifying and describing the filing
systems of the county to assist the requestor in describing the requested documents.
(d) A request for inspection of public records in data bases that are maintained by the
State of Washington or any other governmental agency (such as Judicial Information
Services (JIS) records) will be subject to such additional rules and regulations of that
agency or be denied by the county, although the county will endeavor to assist in
directing the requestor to the appropriate agency.
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(e) If requesting a criminal history, the requestor will only receive involvements with the
Grant County Sheriffs Office. If the requestor had contact with other law enforcement
agencies within Grant County, that specific agency's office should be contacted. For
a Washington State criminal history, contact the Washington State Patrol's Criminal
History Section at (360) 534-2000 or by visiting the Washington State Patrol website
at www.wsp.wa.gov.
(f) There is no obligation on the part of the county to provide duplicate copies of a public
record.
(g) Non-exempt public records are generally available for inspection and/or copying
during normal business hours of the Grant County Commissioners' office. Normal
business hours are Monday through Friday, 8:00 a.m. to 12:00 p.m. and 1:00 p.m. to
5:00 p.m. Holiday closures are posted on the county's website.
500.4.2 DENIALS
This section is governed under RCW 42.56.520. The denial of a request for records should be
documented and include:
(a) Should the public records officer (PRO) conclude that a public record is exempt from
disclosure and denies the request, the requester may submit a timely, written and/or e-
mail request for review to the PRO. The PRO will then immediately forward the review
request to the prosecuting attorney and/or the administrative services coordinator.
(b) The prosecuting attorney, or designee, shall provide the requestor with written and/or
e-mail notification of affirmation or reversal of the denial within two business days of
receipt, which shall constitute final county action on the request.
500.5 RELEASE RESTRICTIONS
Examples of release restrictions include:
(a) Refer to the Grant County website to view the published list of exem tions
found here: https://agportal-s3bucket.s3.amazonaws.com/uploadedfiles/Public
%20Disclosure%2OExem ptions%202022.pdfortal-s3bucket.s3.amazonaws.com/
uploadedfiles/Public%20Disclosure%2OExemptions%202022.pdf
(b) Certain personnel information, including but not limited to an employee's residential
address and telephone number, Social Security number, marital status, medical
history, confidential recommendations for employment, and performance evaluation
history.
(c) Records pertaining to internal investigations and disciplinary matters, including but
not limited to complaints and other records relating to allegations of discrimination,
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harassment, or retaliation, until the investigation is complete or is made part of the
official record of any hearing or court proceeding.
(d) Certain 9-1-1 records.
(e) Audio and video recordings obtained through the use of body -worn cameras by law
enforcement officers, except as provided by statute.
(f) Certain concealed firearm license/permit information of an applicant.
(g) Records concerning security plans, procedures, assessments, measures, or systems,
and other records relating to the security of persons, structures, facilities,
infrastructure, or information technology systems that could reasonably be expected
to be detrimental to the public's safety or welfare.
(h) Records pertaining to strategy or negotiations related to labor relations, employment
contracts, or collective bargaining and related arbitration proceedings.
(i) drafts, notes, recommendations, or intra-governmental memorandums pertaining
to the development of resolutions, regulations, statements of policy, management
directives, ordinances, or amendments prepared by or for Grant County.
(j) Records where disclosure would be detrimental to the best interests of the public.
(k) Records pertaining to pending or potential litigation that are not records of any court.
(1) Any other information that may be appropriately denied by federal or state law.
500.6 SUBPOENAS AND DISCOVERY REQUESTS
Any employee who receives a subpoena duces tecum or discovery request for records should
promptly contact a supervisor, the Prosecuting Attorney's Office, and the Auditor's Office for review
and processing. While a subpoena duces tecum may ultimately be subject to compliance, it is not
an order from the court that will automatically require the release of the requested information.
Generally, discovery requests and subpoenas should be referred to the Prosecuting Attorney's
Office or the authorized designee.
All questions regarding compliance with any subpoena duces tecum or discovery request should
be promptly referred to the Prosecuting Attorney's Office or legal counsel so that a timely response
can be prepared.
500.7 SECURITY BREACHES
Employees who become aware that any Grant County records system may have been breached
should notify the Technology Services Department and Public Records Officer as soon as
practicable.
The Public Records Officer shall ensure any required notice of the breach is given.
If the breach reasonably appears to have been made to protected information covered in the
Protected Information Policy, the Public Records Officer should promptly notify the appropriate
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employee designated to oversee the security of protected information (see the Protected
Information Policy).
If the breach involves or may involve a cybersecurity incidents the Public Records Officer should
immediately report it pursuant to the incident reporting procedures established by the Information
Security Officer (see the Cybersecurity Policy).
500.8 CONFIDENTIALITY AND PUBLIC RECORDS
Grant County is a public employer and many of it's services are to provide information of public
record to any and all persons requesting such information. However, there is some information that
is of a confidential and sensitive in nature and may require specific procedures for providing the
information to requesting parties. Each office or department is responsible to advise employees
of policies and procedures regarding information records, confidentiality, if applicable, and proper
requests for information procedures, including the Grant County Public Records Ordinance and
state law. When in doubt, employees should make inquire before releasing information.
Failure to comply with an office or department's policies and procedures regarding confidential
information and requests for information as set forth in this section may result in corrective action
up to and including termination of employment.
All records, files, etc. whether physical or electronic - are the property of Grant County. These
resources and Information are subject to disclosure to law enforcement or government officials, or
to other third parties through subpoena or other process including, without limitation, court orders,
requests for public records, investigations, and/or disciplinary proceedings. Elected Officials and
employees should have no expectation of privacy to any information created or maintained in
or on Grant County property or that is transmitted (sent or received) or stored through Grant
County's electronic communications resources, and there is no assurance on anonymity, except
as otherwise provided by law, such as attorney -client privilege and confidential communications,
500.9 SECTION TITLE
Response to public records requests.
(a) Should the PRO be unavailable due to leave (scheduled or unscheduled), notification of
possible extension(s) of time to respond to the records request, pursuant to Chapter 42.56
RCW, may be made by the county to the requester.
(b) Unless otherwise notified as set forth in paragraph (a), the PRO will, upon receipt of a
public records request, respond in writing within five business days by:
(1) Providing the record; or
(2) Providing an internet address and link to the county's website to the specific records
requested (unless the requestor notifies the county that he or she cannot access the
records, in which case the county shall provide the records requested in another form);
or
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(3) Acknowledging in writing that the county has received the request, while
communicating that additional time is necessary to complete the request for records.
When this need occurs, the PRO will provide a reasonable estimate of the additional
time needed and state the applicable reason(s) as set forth in paragraph (d) below; or
(4) Requesting clarification of the request, if necessary, for proper processing; or
(5) Denying the public records request in whole or in part.
(c) The PRO may redact exempt portions of requested records and provide non-exempt
portions. Any response by the PRO refusing in whole, or in part, the inspection or copying of a
public record shall be in writing and include a statement of the specific exemption authorizing
the withholding of the record (or any part) and a brief explanation of how the exemption
applies to the record(s) or portion thereof that is withheld.
(d) The PRO may need additional time to respond to a request based upon the need to:
(1) Clarify the intent of the request;
(2) Locate and assemble the records requested;
(3) Notify third persons or agencies whose rights may be affected by the inspection or
disclosure of the records;
(4) Determine whether any of the records or portions thereof are exempt and whether
or not a denial should be made as to all or part of the request;
(5) Forward the request to a specific department or office that the PRO knows may have
responsive records to the request; or
(6) Process previously submitted requests for public records that are prohibiting the
PRO from providing responsive materials to the new request in a customary timeframe
(i.e., abnormal -work backlog).
(e) The PRO shall, as applicable, forward the request to any other county department, office,
commission, or board that the PRO knows or believes may possess the requested record(s).
(f) If a public record request is unclear, the PRO may ask the requestor (generally in
writing) to clarify what specific, identifiable records the requestor is seeking. Should the PRO
seek clarification from the requestor in person or on the phone, he/she will provide written
communication to the requestor stating his/her understanding of the clarification. Should the
requestor fail to respond to the PRO's request for clarification within thirty days of the PRO's
request for clarification, the PRO shall close the request and shall indicate in writing to the
requestor that the request is closed, citing the reason for same.
(g) In the event that the requested records contain information that may affect the rights of
others and may be exempt from disclosure, the PRO may, prior to providing the records, give
notice to such others whose rights may be affected by the disclosure in order to seek court
protection from disclosure as addressed in RCW 42.56.540.
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(h) The PRO will provide space for a (non -incarcerated) requestor to inspect public records.
No member of the public may remove an original or file document from such place. The
requestor shall indicate which document(s) he or she wishes the agency to copy, which will
not be provided on the spot as the PRO must document and process the release of copses.
(i) When the request involves a large number of records, the PRO will provide access for
inspection and copying in installments, and notify the requestor of the same in writing, if they
reasonably determine that it would be practical to provide the records in that way. If, within
thirty days, the requestor fails to inspect the available set of records on one or more of the
installments, the PRO and/or affected office/department may stop all search and retrieval
efforts for the remaining records and the PRO will officially close out the request, citing the
reason for same.
(j) When the search of requested records is complete and all requested copies have been
provided to the PRO, the PRO will document that the applicable elected office, department,
commission, or board has completed a diligent search for the requested records and made
any located, non-exempt records available for inspection by the requestor.
(k) The PRO shall promptly notify the Grant County Prosecuting Attorney should a request
for public records concern a subject that is known or believed by the PRO to involve a
claim or lawsuit that is active, pending, or anticipated. The PRO shall deliver a copy of the
records request, with their own request to the prosecuting attorney for immediate review for
potential exemption(s) due to active or pending claims/litigation, prior to the PRO's provision
of a written response to the requestor and/or transmittal of any responsive documents. The
prosecuting attorney must be provided with all correspondence and/or records between the
PRO and the requestor on records related to active or pending claims/litigation. There shall
be no charge to the requesting party for copies delivered to the prosecuting attorney.
(1) When the requestor either withdraws the request or fails to fulfill his/her obligations to
inspect the records or pay any deposit, installment, and/or final payment for the requested
copies within the written, previously communicated thirty -day period, the PRO may close the
request.
(m) If, after the PRO has informed the requestor that all responsive, non-exempt records
have been provided and the elected office, department, board, or commission becomes
aware of additional responsive documents that existed at the time of the request, they shall
immediately notify the PRO, and they will promptly inform the requestor in writing of the
discovery of additional documents.
500.10 SECTION TITLE
(a)Unless county electronic records are specifically requested by the requestor in electronic
format, the public records officer (PRO), at his/her option, may print electronic records
prior to copying and delivery of such records. If the record necessitates redaction due
to an exemption, the county is under no obligation to provide the record electronically. If
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the electronic record is not capable of being printed out due to its size or format, then
the document(s) may be provided electronically in the format in which the record(s) is/are
maintained by the county or in Adobe.pdf format. There is no obligation of the county to
convert an electronic record into a different format.
(b) Fees shall be charged as pursuant to this chapter's Sections 2.72.120, 2.72.130, and/
or 2.72.140,
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LDist# Dist tEst#2 fist Dist501.1 PURPOSE AND SCOPE it�# Dist #The purpose of this olic is to rovide uideline ,
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security of protected information by employees of Grant County. This policy addresses the
protected information that is used in the day-to-day operation of Grant County and not the public
records information covered in the Records Maintenance and Release Policy.
501.1.1 DEFINITIONS
Definitions related to this policy include:
Protected information - Any information or data that is collected, stored, or accessed by
employees of Grant County and is subject to any access or release restrictions imposed by law,
regulation, order, or use agreement. This includes all information contained in federal, state, or
local databases that is not accessible to the public.
501.2 POLICY
Employees of Grant County will adhere to all applicable laws, orders, regulations, use agreements,
and training related to the access, use, dissemination, and release of protected information.
501.3 RESPONSIBILITIES
The Board of County Commissioners should designate an employee of Grant County to coordinate
the use of protected information, including:
(a) Overseeing employee compliance with this policy and with requirements applicable
to protected information.
(b) Developing, disseminating, and maintaining procedures necessary to comply with any
requirements for the access, use, dissemination, release, and security of protected
information.
(c) Developing procedures to ensure training and certification requirements are met.
(d) Resolving specific questions that arise regarding authorized recipients of protected
information.
(e) Implementing security practices and procedures to comply with requirements
applicable to protected information.
501.4 ACCESS TO PROTECTED INFORMATION
Protected information shall not be accessed in violation of any law, order, regulation, use
agreement, Grant County policy, or training. Only those employees who have completed
applicable training and met any applicable requirements, such as a background check, may
access protected information, and only when the employee has a legitimate work -related reason
for such access.
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Protected Information
Unauthorized access, including access for other than a legitimate work -related purpose, is
prohibited,
501.5 RELEASE OR DISSEMINATION OF PROTECTED INFORMATION
Protected information may be released only to authorized recipients who have both a lawful right
to know and need to know.
An employee who is asked to release protected information that should not be released should
refer the requesting person to a supervisor, manager, Department head, Elected Official or to the
Public Records Officer for information regarding a formal request.
501.6 SECURITY OF PROTECTED INFORMATION
The Board of County Commissioners should designate an employee of Grant County to oversee
the security of protected information, including:
(a) Coordinating with the Technology Services Department to develop and maintain
security practices, procedures, and training.
(b) Maintaining compliance with any federal, state, and local requirements pertaining to
the security of protected information.
(c) Establishing procedures to provide for the preparation, prevention, detection, analysis,
and containment of security incidents, including cyberattacks.
(d) Tracking, documenting, and reporting all breach of security incidents pursuant to the
incident reporting procedures established by the Technology Services Department,
where applicable, the Board of County Commissioners, and appropriate authorities
(see the Cybersecurity Policy)b
501.6,1 EMPLOYEE RESPONSIBILITIES
Employees accessing or receiving protected information shall ensure the information is not
accessed or received by persons who are not authorized to access or receive it. This includes not
leaving protected information, such as documents or computer databases, accessible to others
when it is reasonably foreseeable that unauthorized access may occur (e.g., on an unattended
table or desk, in or on an unattended vehicle, in an unlocked desk drawer or file cabinet, on an
unattended computer terminal).
501.7 TRAINING
All employees authorized to access or release protected information shall complete a training
program that complies with any protected information system requirements and identifies
authorized access and use of protected information, as well as its proper handling and
dissemination.
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Date this : clay of _.._. 20 ?5"
Board of County Commissioners
.I4t
Arm isa Abstain
(PersonnelRecords
Dist # 1 Dist # 1 Dist # 1
Dist #2 Dist #2 Dist #2
502.1 PURPOSE AND SCOPE
t #Dist #3 fist #
This policy governs maintenance and access [iKAU any
file maintained under an individual employee's name.
502.2 POLICY
It is the policy of Grant County to maintain personnel records and preserve the confidentiality of
personnel records pursuant to the Constitution and the laws of this state.
502.3 PERSONNEL FILE
Personnel records will be kept within the Human Resources Department and will be kept
reasonably confidential. Employees, their supervisors, anyone above the employee, individuals
in their reporting structure, or anyone else on a need -to -know basis, such as Grant County's
attorney to represent Grant County in a grievance, etc., and the Human Resources department
shall have access to the employee's personnel file. Personal information, such as medical records,
is confidential and is maintained in a separate file. Authorized personnel in the Human Resources
department, other persons on a need -to -know basis, and Payroll personnel will have access to
these records in accordance with the law or by court order.
A personnel file shall be maintained as a record of a person's employment/appointmentwith Grant
County. The personnel file should contain, at a minimum:
(a) Personal data, including photographs, marital status, names of family members,
educational and employment history, or similar information.
(b) Election of employee benefits.
(c) Personnel action reports reflecting assignments, promotions, and other changes in
employment/appointment status.
(d) Original performance evaluations.
(e) Discipline records, including copies of sustained personnel complaints.
(f) Adverse comments, such as supervisor notes or memos, may be retained in Grant
County file after the employee has had the opportunity to read and initial the comment.
1. Once an employee has had an opportunity to read and initial any adverse
comment, the employee shall be given the opportunity to respond in writing to
the adverse comment.
2. Any employee response shall be attached to and retained with the original
adverse comment.
3. If an employee refuses to initial or sign an adverse comment, at least one
supervisor should note the date and time of such refusal on the original
comment. Such a refusal, however, shall not be deemed insubordination, nor
shall it prohibit the entry of the adverse comment into the employee's file,
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(g) Commendations and awards.
(h) Any other information, the disclosure of which would constitute an unwarranted
invasion of personal privacy.
An employee shall notify the Payroll department whenever there is a change in their name,
address, telephone number, emergency contact information, marital status, or number of
dependents. lack of notification may result in the loss of service or benefit. In certain instances,
official documentation must be submitted with these changes. Questions may be directed either
to Payroll or to the Director of Human Resources.
502.4 DEPARTMENT, DIVISION, OR AGENCY FILE
Department or Office files may be separately maintained internally by an employee's supervisor
for the purpose of completing timely performance evaluations. The file may contain supervisor
comments, notes, notices to correct, and other materials that are intended to serve as a foundation
for the completion of timely performance evaluations.
502.5 TRAINING FILE
An individual training file should be maintained for each employee whose position requires
specialized training or certification. Training files should contain records of all training; original
or photocopies of available certificates, transcripts, diplomas, and other documentation; and
education and firearms qualifications, as applicable. Training records may also be created and
stored remotely, either manually or automatically.
(a) The involved employee is responsible for providing an Immediate supervisor with
evidence of completed training/education in a timely manner.
(b) supervisors, managers, Departments Heads and Elected officials should ensure that
copies of such training records are placed in the employee's training file.
502.6 MEDICAL FILE
A medical file shall be maintained separately from all other personnel records and shall contain all
documents relating to the employee's medical condition and history, including but not limited to
(a) Materials relating to a medical leave of absence, including leave under the Family and
Medical Leave Act (FMLA).
(b) Documents relating to workers' compensation claims or the receipt of short- or long-
term disability benefits.
(c) Fitness -for -duty examinations, psychological and physical examinations, follow-up
inquiries, and related documents.
(d) Medical release forms, doctor's slips, and attendance records that reveal an
employee's medical condition.
(e) Any other documents or materials that reveal the employee's medical history or
medical condition, including past, present, or future anticipated mental, psychological,
or physical limitations.
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502.7 SECURITY
Personnel records should be maintained in a secured location and locked either in a cabinet
or access --controlled room. Personnel records maintained in an electronic format should have
adequate password protection.
Personnel records are subject to disclosure only as provided in this policy, the Records
Maintenance and Release Policy, or according to applicable discovery procedures.
Nothing in this policy is intended to preclude review of personnel records by the Board of County
Commissioners or representatives of Grant County in connection with official business.
502.7.1 REQUESTS FOR DISCLOSURE
Employment information may be released in accordance with the law. Employment dates, position
and salary are examples of information which can be released. Additional information may be
released as specifically authorized by the employee in writing or as otherwise required by law.
Any employee receiving a request for a personnel record shall promptly notify the Public Records
Officer or other person charged with the maintenance of such records.
Upon receipt of any such request, the responsible person shall notify the affected employee as
soon as practicable that such a request has been made.
The responsible person shall further ensure that an appropriate response to the request is made
in a timely manner, consistent with applicable law. In many cases, this may require assistance
of available legal counsel.
All requests for disclosure that result in access to an employee's personnel records shall be logged
in the corresponding file.
502.8 EMPLOYEES' ACCESS TO THEIR PERSONNEL RECORDS
Employees may request access to their own personnel records during the normal business hours
of those responsible for maintaining such files. Employees seeking the removal of any item from
their personnel records should file a written request to the Board of County Commissioners. Grant
County should remove any such item if appropriate, or within 30 days provide the employee with
a written explanation of why the contested item will not be removed. If the contested item is not
removed from the file, the employee's request and the written response from Grant County should
be retained with the contested item in the employee's corresponding personnel record.
Employees may be restricted from accessing files containing certain information (e.g., ongoing
investigations to the extent that it could jeopardize or compromise the investigation).
502.9 RETENTION AND PURGING
Personnel records shall be maintained in accordance with the established records retention
schedule:
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(a) During the preparation of each employee's performance evaluation, all personnel
complaints and disciplinary actions should be reviewed to determine the relevance,
if any, to progressive discipline, training, and career development. Each supervisor,
manager, Department Head or Elected official responsible for completing the
employee's performance evaluation should determine whether any prior sustained
disciplinary file should be retained beyond the required period for reasons other than
pending litigation or other ongoing legal proceedings.
(b) if a supervisor, manager, Department Head or Elected official determines that records
of prior discipline should be retained beyond the required period, approval for such
retention should be obtained from the Board of County Commissioners.
(c) If, in the opinion of the Board of County Commissioners, a personnel complaint
or disciplinary action maintained beyond the required retention period is no longer
relevant, all records of such matter may be destroyed in accordance with the
established records retention schedule.
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Grant County
Govern
20Z1c--.-
Dated this -2,0_day of q
Board of County Commissioners
Grant County, Washington
Visamrove, —A b �A4 ju I
% Z
Electronic Sognature PoliUpon .
fi,t #1 Dist #1 Dist #1
Dist #2 Dist #2 Dist #2
503.1 PURPOSE AND SCOPE #3 Dist 43
DisLt Disill
This policy is intended to promote efficiency, sate resL&. an(I prRx/iFfo
use of e-signatures in Grant County transactions under the authority of RCW 19.360.020; RCW
19.360.030.
503.1.1 DEFINITIONS
Electronic Signature - An electronic sound, symbol, or process, attached to or logically
associated with an electronic record and executed or adopted by a person with the intent to sign
the record.
Electronically signed record - A record that is created and signed by electronic methods.
Authentication - The assurance that the electronic signature is that of a person purporting to sign
the record or conduct the electronic transaction.
Desired Signature Transaction - A transaction for which there is no legal requirement of a valid
written or electronic signature but for which a valid written or electronic signature may be desirable
in order to bind a party or emphasize the significance of a transaction. Examples include but are
not limited to internal memos or letters from one office to another.
Required Signature Transaction - A transaction governed by law or regulation that requires
the presence of a valid written or electronic signature before it is considered legally effective.
Examples include but are not limited to contracts, letters of offer, and federal documents.
503.2 POLICY
This policy codifies how Grant County will designate transactions for which esignatures will be
required and recognized by the County. This policy also requires Grant County establish security
procedures regarding the use of esignatures and does not replace any Grant County Policies.
This policy will allow employees to submit payroll, accounts payable an personal related forms
that require a signature and can be submitted electronically.
(a) Grant County Elected Officials and assigned Department Heads May Use and Accept
Electronic Signatures. Unless otherwise specified by law or agency rule, Grant County
recognizes that an electronic signature has the same force and effect as that of a
signature affixed by hand.
(b) The Grant County Prosecuting Attorney and Human Resource Director will establish
a "Standards for Electronic Signature Methods and Software" to be approved by the
Grant County Board of Commissioners for legal documents.
(c) Signers of Grant County -Oriented Transactions Determine Whether a Signature Is
Desired or Required
1. Desired Signature Transactions: Electronic signatures can be used when a
signature is not required by law or regulation but is desired to emphasize its
importance and there is an intent to give the same force and effect as the use
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of a signature affixed by hand. In these cases, there is no legal requirement
for authentication, and the signature method does not require approval by the
Board of County Commissioners or its designee.
2. Required Signature Transactions: Electronic signatures can be used when
law or regulation requires a signature. In these cases, the signature method
must be approved by the Board of County Commissioners or its designee
who determines whether the resulting signatures have all of the necessary
components to make them legally enforceable. Any approved system must
produce or ensure:
(a) An electronic form of signature,
(b) Proof of intent to sign,
(c) Association of signature to record,
(d) Identification and authentication of the signer, and
(e) Integrity of the signed record
(d) Departments Shall Retain All Electronically Signed Records. Retention requirements
are based on the function and content of the records rather than on format. Employees
with signature authorities and departments shall retain all electronically signed
records for the same period as paper records as specified in the retention schedule
approved by the local records committee under RCW 40.14. Electronically signed legal
documents must remain in their original form, searchable and retrievable for the length
of the designated retention period RCW 40.14.020(6) and WAC 434-662-040.
(e) Falsification of Electronically Signed Records and Electronic Signatures Is prohibited.
It is a violation of this policy for an individual to sign a Grant County transaction as
if they were another individual or to sign on behalf of another individual, unless such
specific authority has been granted by that individual.
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POIJ
PY
Grant County
Governme .
1504 Dated this -,71 day of 20 V&
Board of County Commissioners
Grant County, Washington
RecordsRetention rove.
isa rove Abstain
'fist # 1 '�, Dist # i Distt
Dist # it # s 4.
504.1 EMAILS .
Dist
{j Dist. #
All Grant County emails housed on the Grant Couhfy em
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 the Grant County -maintained server
and/or Grant County -maintained cloud (e.g., SharePoint, N: drive) in accordance with your
Department or Office's 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/help-government-
agencies/state-local-government/managing-county-records.
504.2 CHATS (TEAMS, JABBER, ETC.) 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 Grant County records
retention system for retention in accordance with the Washington Secretary of State Retention
schedule.
Employees shall retain any Grant 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 Grant County records system for
retention in accordance with the Washington Secretary of State Retention schedule. Examples
include.
(a) 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.
(b) Retain for 2 years, then the record must be transferred to Washington State Archives
for appraisal and selective retention. (GSSO-01-12 Rev. 3).
(c) Correspondence relating to financial management submitted to regulatory agencies
as required by law.
(d) Retain for 2 years, then the record must be transferred to the Washington State
Archives for appraisal and selective retention. (GS2011-189 Rev. 1).
(e) Communications relating to the analysis and development of ordinances and/or
resolutions intended for submission to the agency's governing council, commission,
or board.
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1. 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. (GSSO-01-25 Rev. 1).
2. Communications relating to media coverage (television, radio, newspapers,
internet, etc.) of the agency's activities and accomplishments. [does not include
postings to agency's own media channels.
3. 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).
(f) Communications relating to the preliminary planning of the agency's capital
construction projects where the project is not completed.
1. Retain for 6 years after decision not to proceed, then the record must be
transferred to Washington State Archives for appraisal and selective retention.
(GS2012-041 Rev. 0).
2. Communications relating to civil rights violation complaints within the agency's
jurisdiction, filed by agency employees or the general public...
(g) .., in 1985 or earlier.
1. 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. (GS50-04C-04 Rev. 2).
(h) ... in 1986 or later where civil litigation has not commenced.
1. Retain for 6 years after resolution, completion, closure, or decision not to
proceed, then destroy. (HS2017-002 Rev. 0). Communications relating to
actions taken by the local government agency in response to uncommon or
major natural or manmade 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. Retain for 6 years after matter resolved/recovery
completed, then the record must be transferred to Washington State Archives
for appraisal and selective retention. (GSSO-1 8-29 Rev. 19).
(i) Communications relating to the administrative management of initiatives, referenda,
and recall measures filled with the agency.
1. 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. (GS2012-021 Rev. 0).
(j) Communications related to documenting the planning, design, and construction
phases of the local government agency's structures and infrastructure.
1. 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. (GSSO-1 8-10 Rev. 1).
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(k) Communications related to franchise
1. 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.
(a) 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. (GSSO-OSA-10 Rev. 1).
2. .,. request proposals submitted to or requested by the local government agency
where the request is not granted.
(a) Retain for 6 years after the request is declined, then destroy, (GS2012-017
Rev. 0).
(1) 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.
(m) Retain until no longer needed for agency business, then transfer to Washington! State
Archives for appraisal and selective retention. (GS2011-165 Rev. 0).
(n) 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,
(o) 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). (GSSO-1 9-15 Rev. 1).
(p) Communications relating to environmental monitoring of assets owned by the agency
where required by regulatory agencies (e.g. soil, air, water).
(q) Retain for 30 years after end of calendar year then transfer to Washington State
Archives for appraisal and selective retention. (GSSI-07-1 0 Rev. 2).
(r) 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/ana lysis/opinions are not retained and dispositioned with
other agency records to which they relate. 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).
(s) 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.
(t) 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).
(u) Communications (including submission confirmations) which relate to reports relating
to general functions of the agency that are required to be filed with, or submitted to,
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an outside agency (including the legislative authority) by federal, state, or local law,
or by court order/rule.
(v) Retain for 6 years after report or document submitted, then contact Washington State
Archives for appraisal and selective retention. (GS2012-028 Rev. 1).
(w) 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.
(x) Retain until no longer needed for agency business then transfer to Washington State
Archives for permanent retention. (GS2012-032 Rev. 0).
(y) Communications relating to the inventorying of trees on agency -owned property
completed in accordance with an agency -adopted policy regarding historical or
ornamental trees.
(z) Retain for 3 years after inventory record obsolete or superseded, then transfer to
Washington State Archives for appraisal and selective retention. (GSSO-06B-25 Rev.
1).
504.3 EVENTUAL. DESTRUCTION
(a) 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.
(b) Retain for 3 years after request approved or denied, and 3 years after conclusion of
any pend ing action then destroy. (GSSO-04B-17 Rev. 1).
(c) 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...
(d) ... and that relate to capital asset ownership but that do not relate to real property
ownership.
I. 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)1A
(e) and that do not. establish, alter, or abolish ownership of capital assets:
1. Retain for 6 years after completion of transaction or 6 years after termination/
expiration of instrument/coverage then destroy. (GSSO-01-1 1 Rev. 4).
(f) 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 worker's compensation claims).
(g) Retain for 6 years after claim closed then destroy. (GSSO-01 -10 Rev. 2).
(h) Communications related to enforcement of the local government agency's official code
(code enforcement).
(1) Retain for 6 years after the matter is resolved or closed, then destroy.
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---------- - ----------
() Communications related to the ana lysis of the agency's waste materials (such as
motor of 1) used to determine if the materials should be designated as non -hazardous
or hazardous waste.
(k) Retain for 6 years after analysis completed, then destroy. (GSSO-06B-23 Rev. 0).
(1) Communications relating to the inspection of bridges owned by the agency and
performed in accordance with National Bridge Inspection Standards.
(m) Retain for 6 years after asset no longer owned by agency, then destroy. (GSSO-18-06
Rev. 1).
(n) Communications relating to documenting the authorization of employees, contractors,
or volunteers, access to agency
(o) 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.
(p) Retain for 6 years atter termination of user's access, or 6 years after system or asset
no longer in use, whichever is sooner, then destroy. (GS2010-002 Rev. 1).
(q) 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.
(r) Retain for 6 years after investigation completed, or matter resolved, whichever is later,
then destroy. (GS2010-008 Rev.1).
(s) 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.
(t) 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. (GSSO-04D-03 Rev. 1).
(u) Communications relating to the development of the agency's long-range strategic
plan/s for the management of its physical and intangible assets,
(v) Retain for 6 years after final version completed, then destroy. (GS2012-042 Rev. 0).
(w) Communications relating to financial disputes and attempts to col lect funds, where
not related to real property ownership, and where litigation has not commenced.
(x) Retain for 6 years after the matter is resolved, then destroy. (GSS0-03B-14 Rev. 3).
(y) Communications relating to the monitoring of funds held and/or invested by t he
agency where required by regulatory agencies,
(z) Retain for 6 years after end of fiscal year, and no longer needed for agency business
then destroy. (GS50-03A-33 Rev. 1). Communications relating to authorizations
for and reductions to individual employee salary/wages where authorized by the
employee or required by court order.
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(aa) 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.
(GS50-03E-01 Rev. 1).
(ab) 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.
(ac) 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).
(ad) 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 requires more than direct supervisory approval.
(ae) Retain for 6 years after expiration of leave period of denial of request and no longer
needed for agency business. (GS2017-01 0 Rev. 0).
(af) Communications relating to the description and classification of agency jobs and
positions.
(ag) Retain for 6 years after obsolete or superseded and no longer needed for agency
business, then destroy. (GSSO-046-05 Rev. 1).
(ah) Communications relating to planning activities to develop the agency's workforce.
(ai) Retain for 6 years after obsolete or superseded, then destroy. (GS2014-032 Rev. 1).
(aj) Communications relating to agency's efforts to comply with federal, state, and local
statute governing employees' and the general public's civil rights.
(ak) Retain for 6 years after end of calendar year and no longer needed for agency
business, then destroy. (GS2011-171 Rev. 1).
(al) 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.
(am) Retain for 6 years after completion or denial of accommodations, then destroy.
(GS50-04C-01 Rev. 2).
(an) Communications relating to non -environmental monitoring of assets owned by the
agency where required by regulatory agencies.
(ao) Retain for 0 years alter end of the calendar year and violations if any are corrected,
then destroy. (GS2012-038 Rev. 0).
(ap) 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,
vehicles/vessels/aircraft, equipment, IT hardware, etc,). Includes work performed by
contractors.
(aq) Retain for 6 years after asset no longer owned by agency, then destroy. (GS2012-039
Rev. 0).
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(ar) Communications relating to disputes and attempts to collect funds where real property
ownership is involved and where litigation has not commenced.
(as) Retain for 10 years after matter is resolved, then destroy. (GS55-05A-09 Rev, 3).
(at) 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.
(au) Retain for 50 years after authorization/certification superseded or terminated, then
destroy. (GSSO-19-09 Rev. 2).
(av) Communications relating to licenses, permits, accreditations, certifications,
inspections, and other authorizations, acquired by the local government agency in
relation to hazardous materials created, maintained, disposed of, or in any way used
by the local government agency.
(aw) 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) .
(ax) Communications relating to mandatory licenses, certifications, and authorizations
received from Washington State [departments of Health or Licensing by employees
for the provision of health care or related services,
(ay) Retain for 8 years after authorization superseded or terminated, then destroy.
(GS2011-191 Rev. 2).
(az) Communications documenting accidents and incidents within the agency's jurisdiction
involving hazardous materials where there was
(ba) ... no human exposure. Includes correspondence describing accident/!ncident,
response, and investigation.
1. Retain for 50 years after date of accident/incident, then destroy. (HS50-19-03
Rev. 2).
(bb) ... human exposure. Includes correspondence describing accident/incident, response,
and investigation.
1. Retain for 100 years after individual 's date of birth, or 30 years after individual's
date of death, whichever is sooner, then destroy. (GS2011-177 Rev. 0).
(bc) Communications relating to accidents/incidents involving individuals/s younger than
age 18 and where claims for damages are not fi led.
(bd) Retain for 3 years after individual reaches age 18, then destroy. (GS50-06C-03 Rev.
4).
(be) Communications relating to the development of training courses, seminars, or
workshops.
(bf) Retain until curriculum no longer provided by agency, then destroy. (GS2011-178 Rev.
1).
(bg) Communications relating to personal property left behind inlat agency facilities/
properties, vehicles, and/or events, and the return or disposal of that item.
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Records Retention- -- ------------------------ - ...
0 "goo -- -
(bh) Retain for three years after return/disposal of item, then destroy, (GS2017--005 Rev. 0).
(bi) 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.
(bj) 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, (GS50-06A-03 Rev. 3).
(bk) Communications relating to the inventorying of surplus capital and/or expendable
assets.
(bl) Retain for 6 years after inventory record obsolete or superseded, then destroy.
(GSSO-OSC-06 Rev. 1).
(bm) 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 CPR Part 30.
(bn) Retain for 6 years after end of ca lendar year and no longer needed for agency
business, then destroy. (GSSO-04B-34 Rev.1).
(bo) Communications relating to the return of unclaimed property to its legal owner in
accordance with Uniform Unclaimed Property Act, RCW 63.29...
(bp) ... where the funds are not submitted to the Department of Revenue in accordance
with RCW 63.29.190 A
1. ... Retain for 6 years after property claimed then destroy, (GSSS-056-32 Rev. 1).
(bq) ... where the funds are submitted to the Department of Revenue in accordance with
RCW 63.29.
1. Retain for 6 years after report filed, and funds remitted to DOR then destroy.
(GSSS-056-31 Rev. 1).
(br) Communications relating to individual employee benefit program claims and appeals
(not including retirement/pension plans).
(bs) Retain for 6 years after benefit/beneficiary payment completed or denied, and 6 years
after expiration of appeal period, then destroy. (GS2017-003 Rev. 0).
(bt) 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.
(bu) Retain for 6 years after termination of lease/agreement or 6 years after conditions of
grant satisfied, whichever is later, then destroy. (GS2014-029 Rev. 0).
(bv) Communications relating to agency's coordination and support of and/or participation
in charity fund raising campaigns, including promotion of employee payroll deductions.
1. Retain for 6 years after end of fiscal year, then destroy. (GS2011-167 Rev. 0).
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