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Basic s of Managing F inanc ial Re c or ds Wa shing to n Sta te Arc hive s re c o rdsma na g e me nt@ so s.wa .g o v (360) 586-4901 1 Ove rvie w Re c o rds Ma na g e me nt Ba sic s F ina nc ia l F AQs Re te ntio n Sc he dule s

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SLIDE 1

Basic s of Managing

F inanc ial Re c or

ds

Wa shing to n Sta te Arc hive s re c o rdsma na g e me nt@ so s.wa .g o v (360) 586-4901

1

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SLIDE 2

Ove rvie w

  • Re c o rds Ma na g e me nt Ba sic s
  • F

ina nc ia l F AQs

– Re te ntio n Sc he dule s – Billing Stub s – Bo nd, Gra nt, & L

e vy

– Ba nking – Utilitie s Ac c o unting

  • Q & A
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SLIDE 3

Be ne fits o f Ma na g ing Re c o rds

E

na b le s the a g e nc y to fulfill its missio n

Pro mo te s c o st-e ffe c tive use o f a g e nc y re so urc e s Pro mo te s o pe n a nd a c c o unta b le g o ve rnme nt He lps Minimize Ag e nc y Risk

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SLIDE 4

Wha t I s a Pub lic Re c o rd?

F

  • r the purpo se s o f Re te ntion a nd De str

uc tion: Any r e c o r d made o r r e c e ive d in c o nne c tio n with

the tr

ansac tio n o f public busine ss r e gar dle ss o f fo r mat

(RCW 40.14.010)

  • F
  • r public disc losur

e, re fe r to c ha pte r 42.56 RCW.

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SLIDE 5

Cha pte r 40.14 RCW

All public r e c or ds sha ll be a nd r e ma in the pr

  • pe r

ty of the sta te of Wa shing ton. (RCW 40.14.020)

T he y sha ll b e de live re d b y o utg o ing o ffic ia ls a nd e mplo ye e s to the ir suc c e sso rs a nd sha ll b e pre se rve d, sto re d, tra nsfe rre d, de stro ye d o r dispo se d o f, a nd o the rwise ma na g e d, o nly in a c c o rda nc e with the pro visio ns o f this c ha pte r.

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SLIDE 6

My de vic e / a c c o unt = my re c o rds?

I t ma y b e yo ur pe rso na l de vic e o r a c c o unt, b ut if it’ s b e ing use d fo r a g e nc y b usine ss, ke e p in mind tha t yo u a re a c c e ssing (a nd so me time s c re a ting ) pub lic re c o rds

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SLIDE 7

RCW 40.16.020 – I njury to a nd Misa ppro pria tio n

  • f Re c o rd

E ve ry o ffic e r who sha ll mutila te , de stro y, c o nc e a l, e ra se ,

  • b lite ra te , o r fa lsify a ny re c o rd o r pa pe r a ppe rta ining to

the o ffic e r's o ffic e …is g uilty o f a c lass B fe lony a nd sha ll b e punishe d b y impr

isonme nt in a state c or r e c tional fac ility fo r no t mo re tha n te n ye a rs, o r b y a fine o f no t

mo re tha n five thousand dollar

s, o r b y b o th.

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SLIDE 8

Ho w Do I K no w Wha t to K e e p?

Ag e nc ie s a re g ra nte d o ng o ing le g al autho rity to dispo sitio n (g e t rid o f re c o rds) thro ug h le g a l do c ume nts c a lle d

r e c or ds r e te ntion sc he dule s

Re c o rds re te ntio n sc he dule s a re a ppro ve d b y the

State Re c or ds Committe e

(RCW 40.14.050; c ha pte r 434-624 WAC)

L

  • c al Re c or

ds Committe e

(RCW 40.14.070; c ha pte r 434-630 WAC)

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SLIDE 9

Whic h Sc he dule Do I Use ?

Sta te Gove rnme nt Ge ne ra l Re c ords Re te ntion Sc he dule

F

  • r re c o rds tha t a re c o mmo nly

c re a te d/ re c e ive d b y mo st state ag e nc ie s, i.e . - F

  • r re c o rds tha t a re c o mmo nly

c re a te d/ re c e ive d b y mo st lo c al g o ve rnme nt a g e nc ie s, i.e . -

L

  • c a l Gove rnme nt Common Re c ords

Re te ntion Sc he dule (CORE )

Visit sos.wa.gov/Archives >> Go to “Local Governments Tab” >> Select agency type Visit sos.wa.gov/Archives >> Go to “State Agencies Tab” >> Select Records Retention Schedules  Billing sta te me nts  Wa rra nt re g iste rs  Purc ha se a nd sa le a g re e me nts  E

tc …

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SLIDE 10

Whic h Sc he dule Do I Use ?

F

  • r re c o rds re la te d to the b illing o f c usto me rs fo r utility se rvic e s, i.e . -

Utility Se r vic e s Re c or ds Re te ntion Sc he dule

Visit sos.wa.gov/Archives >> Go to “Local Governments Tab” >> Select agency type  Custo me r se rvic e o rde rs  Ra te sc he dule s  Disc o nne c tio n no tic e s  E

tc …

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SLIDE 11

Re c o rds Re te ntio n Sc he dule

Rule of Thumb: Never destroy a record unless you can point to a

“DAN” authorizing you to do so.

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SLIDE 12

KEEPPUBLIC RECORDS for

MINIMUM RETENTION

then

DESTROY TRANSFER

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SLIDE 13

HOL D I T !

T he re a re time s whe n yo u must ha ng o n to re c o rds e ve n if the ir re te ntio n re q uire me nts ha ve b e e n me t:

 L

itig a tio n ho lds (must ke e p until ho ld lifte d)

 Ope n pub lic re c o rds re q ue sts (must

ke e p re la te d re spo nsive do c ume nts until re q ue st fulfille d/ c lo se d)

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SLIDE 14

“Bo rn Dig ita l” Re c o rds

  • E

le c tr

  • nic r

e c or ds must be r e taine d in e le c tr

  • nic for

mat…fo r the le ng th o f the

de sig na te d re te ntio n pe rio d.

  • Pr

inting and r e taining a har d c opy is not a substitute fo r the e le c tro nic

ve rsio n.

(WAC 434-662-040)

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SLIDE 15

F ina nc ia l Re c o rds F AQ’ s

  • Re te ntio n b a se d o n a uditing

re q uire me nts

  • F

ina l b udg e t re po rts a nd b o a rd/ e xe c utive me e ting re c o rds a re de sig na te d a s “Arc hiva l”

  • So me re c o rds a re de sig na te d a s

“Arc hiva l” in sta te sc he dule s inste a d

  • f lo c a l, suc h a s Sta te Audito r Re po rts

What is the r e te ntion for F inanc ial Re c or ds base d

  • n, and why

ar e the y non- ar c hival?

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SLIDE 16

F ina nc ia l Re c o rds F AQ’ s

L

  • c al Gove r

nme nt (CORE ) / State Gove r nme nt Ge ne r al

  • F

ina nc ia l T ra nsa c tio ns – Ge ne ra l

(DAN GS2011-184 / DAN GS 01001) What is the most c ommonly use d financ ial DAN?

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SLIDE 17

F ina nc ia l Re c o rds F AQ’ s

L

  • c al Gove r

nme nt (CORE )

  • F

ina nc ia l T ra nsa c tio ns – Bo nd, Gra nt a nd L e vy Pro je c ts (DAN GS2011-

183)

State Gove r nme nt Ge ne r al

  • Gra nts Re c e ive d b y Ag e nc y (DAN

GS 23004)

  • T

a x-E xe mpt Bo nds (DAN 01069)

How is the r e te ntion for Bond, Gr ant, and L e vy r e c or ds de te r mine d?

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SLIDE 18

F ina nc ia l Re c o rds F AQ’ s

  • Non- c ontinuing g ra nts pro vide funding fo r

a spe c ifie d pe rio d o f time / funding c yc le , a nd no lo ng e r.

  • Continuing g ra nts pro vide funding fo r

mo re tha n o ne c yc le , a s lo ng a s c o nditio ns a re me t a nd funding e xists.

What is the diffe re nc e be twe e n c ontinuing and non- c ontinuing grants re c e ive d by an age nc y?

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SLIDE 19

F ina nc ia l Re c o rds F AQ’ s

L

  • c al Gove r

nme nt (CORE )

  • Billing Stub s (DAN GS 2012-046)

State Gove r nme nt Ge ne r al

  • F

ina nc ia l T ra nsa c tio ns – Ge ne ra l

(DAN GS 01001) How long ar e Billing Stubs ke pt?

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SLIDE 20

F ina nc ia l Re c o rds F AQ’ s

Utility Se rvic e s Sc he dule – Utilitie s Ac c o unting se c tio n

  • Ra te a nd Billing Syste m De ve lo pme nt

Do c ume nta tio n (DAN UT

55-05B-20)

  • Ra te a nd Co lle c tio n Syste m Re visio n

No tic e s (DAN UT

55-05B-21)

  • Utility Me te r Re a ding s – F
  • r Billing

(DAN UT

55-05B-18) Whe r e do loc al gove r nme nt age nc ie s find DANs for Utilitie s Billing?

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SLIDE 21

F ina nc ia l Re c o rds F AQ’ s

L

  • c al Gove r

nme nt (CORE )

  • F

ina nc ia l Dispute s a nd Co lle c tio ns – Ge ne ra l (DAN GS50-03B-14)

State Gove r nme nt Ge ne r al

  • F

ina nc ia l Dispute s a nd Co lle c tio ns

DAN (GS 01003)

Is the re a se parate se rie s for F inanc ial Dispute s and Colle c tions?

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SLIDE 22

F ina nc ia l Re c o rds F AQ’ s

L

  • c al Gove r

nme nt (CORE ) / State Gove r nme nt Ge ne r al

  • Ba nking – Ac c o unts a nd T

ra nsa c tio ns

(DAN GS2011-185 / DAN GS 01013)

  • Ba nking – De po site d I

te ms

(DAN GS2011-186 / DAN GS 01068)

How long ar e Banking r e c or ds ke pt?

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SLIDE 23

F ina nc ia l Re c o rds F AQ’ s

L

  • c al Gove r

nme nt (CORE ) / State Gove r nme nt Ge ne r al

  • F

ina nc ia l T ra nsa c tio ns – Se nsitive Ca rdho lde r Da ta (DAN GS2014-030 / DAN GS 01070)

“Re ta in until c o mple tio n o f tra nsa c tio n, the n De stro y.”

Se nsitive Ca rdho lde r Da ta Ob ta ine d During Pa yme nt Ca rd T ra nsa c tio ns

How long should you r e tain Se nsitive Car dholde r Data?

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SLIDE 24

F ina nc ia l Re c o rds F AQ’ s

Is the pr inte d r e por t r e quir e d as e vide nc e of an ac tion or tr ansac tion?

  • Doe s anything about the pr

inte d ve r sion make it the “offic ial” ve r sion?

  • Is the data in the database static or

c hanging? Will the r e por t ge ne r ate d today be the same r e por t pulle d a ye ar fr

  • m now for

today’s date ?

Are age nc ie s re quire d to ke e p printe d re ports re late d to financ ial manage me nt ac tivitie s?

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SLIDE 25

F ina nc ia l Re c o rds – F uture Upda te s

If the r e have be e n c hange s in…

  • L

a ng ua g e a nd te rmino lo g y

  • Ne w re c o rds se rie s
  • Ob so le te re c o rds se rie s
  • F

e de ra l a nd sta te re q uire me nts

… ple ase le t us know!

We want to he ar fr

  • m you.
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SLIDE 26

Re c o rds Ma na g e me nt Re so urc e s

  • We b site : so s.wa .g o v/ a rc hive s

– T

ra ining – o nline a nd in-pe rso n

– Ho w-to vide o s – Re te ntio n sc he dule s – Advic e she e ts

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SLIDE 27

FREE CONSULTATION, TRAINING, AND ADVICE

Wa shing ton Sta te Ar c hive s

re c o rdsma na g e me nt@ so s.wa .g o v www.so s.wa .g o v/ a rc hive s Pho ne : (360) 586-4901

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