Sc ho o l Pe r so nne l Re c or ds Wa shing to n Sta te Arc hive s - PowerPoint PPT Presentation

Basic s of Managing Sc ho o l Pe r so nne l 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 • Sc ho o l Pe rso nne l F AQs – Re tire me nt Ve rific a tio n – T ra ining – Misc o nduc t – E mplo ye e He a lth Re c o rds • Q & A

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

Wha t I s a Pub lic Re c o rd? F o r the purpo se s o f Re te ntion a nd De str uc tion: e c e ive d in c o nne c tio n Any r e c o r d made o r r with the tr ansac tio n o f public busine ss mat (RCW 40.14.010) r e gar dle ss o f fo r  F o r public disc losur e , re fe r to c ha pte r 42.56 RCW.

Cha pte r 40.14 RCW All public r e c or ds sha ll be a nd r e ma in the pr ope 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.

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

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

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 oc al Re c or ds Committe e (RCW 40.14.070; c ha pte r 434-630 WAC)

Whic h Sc he dule Do I Use ? 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 L oc a l Gove rnme nt Common Re c ords Sta te Gove rnme nt Ge ne ra l Re c ords Re te ntion Sc he dule (CORE ) Re te ntion Sc he dule F o r re c o rds tha t a re c o mmo nly F o 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 c re a te d/ re c e ive d b y mo st lo c al ag e nc ie s , i.e . - g o ve rnme nt a g e nc ie s, i.e . -  E mplo ye e de ve lo pme nt  Atte nda nc e a nd le a ve  Be ne fits pro g ra ms  E tc …

Whic h Sc he dule Do I Use ? 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 Sc hool Distr ic ts and E duc ational Se r vic e Distr ic ts Re c or ds Re te ntion Sc he dule *So o n to be update d to : Public Sc ho o ls (K-12) Re c o r ds Re te ntio n Sc he dule * F o r re c o rds re la te d to sc ho o l ma na g e me nt whe re no t c o ve re d b y CORE /State Ge ne ral Sc he dule , i.e -  Ve rb a l/ physic a l a b use inve stig a tio ns  I n-Se rvic e E duc a tio n  E tc …

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.

KEEP PUBLIC RECORDS for MINIMUM RETENTION then DESTROY TRANSFER

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)

“Bo rn Dig ita l” Re c o rds • E le c tr onic r e c or ds must be r e taine d in mat …fo r the le ng th o f the e le c tr onic for 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)

Sc ho o l Pe rso nne l Re c o rds F AQ’ s L oc al Gove r nme nt (CORE )  E mplo ye e Re tire me nt/ Pe nsio n Ve rific a tio n (DAN GS2017-009): Re tain fo r 60 ye ars afte r se paratio n fro m ag e nc y o r 100 What infor mation is ye ars afte r e mplo ye e ’ s date o f b irth o r 6 ye ars afte r b e ne fit/b e ne fic iary payme nt ne e de d to ve r ify c o mple te d r e tir e me nt e ligibility? State Gove r nme nt Ge ne r al  Re tire me nt Ve rific a tio n (DAN GS 03032): Re tain fo r 60 ye ars afte r date o f se paratio n fro m ag e nc y the n De stro y

Sc ho o l Pe rso nne l Re c o rds F AQ’ s mploye e na me (first, middle , la st), da te of birth , a nd E  Washington State SSN ; De par tme nt of Se rvic e and bre a k in se rvic e da te s (hire , te rmina tio n,  Re tir e me nt Syste ms le a ve , e tc .). I nc lude s type of le a ve ta ke n (a nd) whe the r c o mpe nsate d o r no t; (DRS) r e quir e s doc ume ntation of all Hours wo rke d pe r mo nth ;  of the following Compe nsa tion e a rne d pe r mo nth . Also inc lude s lump-  e le me nts as sum pa yme nts suc h a s re tro a c tive c o st-o f-living a djustme nt (COL A), c o ntra c t se ttle me nt, misse d r e tir e me nt be ne fit e a rning s, e tc . (inc luding b e g in & e nd da te s a nd type o f e ligibility and pa yme nt); e ntitle me nt Ra te of pa y spe c ific to e mplo ye e (sa la ry, ho urly, e tc .);  ve r ific ation: lig ibility de te rmina tio n . E 

Sc ho o l Pe rso nne l Re c o rds F AQ’ s Inc lude s, but is not limite d to:  I ndividua l pa yro ll re g iste rs/ summa rie s/ da ta b a se s;  T ime c a rds/ time she e ts;  Appo intme nt le tte rs; E xample s of  Applic a tio ns fo r e nro llme nt/ pa rtic ipa tio n/ r e c or ds that may e le c tio ns/ e xte nsio n;  De te rmina tio n a nd no tific a tio n o f e lig ib ility/ e ntitle me nt c ontain the se o r ine lig ib ility; e le me nts:  Co ntra c t/ a g re e me nt, po lic y/ pla n b e twe e n e mplo ye e a nd b e ne fit pro vide r;  Na me , a ddre ss, sta tus, a nd b e ne fic ia ry/ de pe nde nt mo dific a tio ns/ c ha ng e s;  Withd ra wa l fro m pla n/ syste m.

Sc ho o l Pe rso nne l Re c o rds F AQ’ s L oc al Gove r nme nt (CORE )  E mplo ye e Pa y – Histo ry (DAN GS50-03E -15)  Pa yro ll Re g iste r (DAN GS50-03E -22)  Pa yro ll Pro c e ssing , Distrib utio n a nd Re po rting (DAN If NOT ne e de d to GS50-03E -02) ve r ify r e tir e me nt e ligibility: State Gove r nme nt Ge ne r al  Pa yro ll F ile s – E mplo ye e Pa y Histo ry (DAN GS 03031)  Pa yro ll Re g iste r (DAN GS 01060)  Pa yro ll Pro c e ssing , Distrib utio n a nd Re po rting (DAN GS 03033)

Sc ho o l Pe rso nne l Re c o rds F AQ’ s  Do the r e c or ds doc ume nt tr aining pr ovide d by the distr ic t, or tr aining r e c e ive d by individual distr ic t Whic h r e c or ds e mploye e s? se r ie s c ove r s  Is the tr e mploye e tr aining? aining mandator y?  Ar e c ontinuing e duc ation/ c loc k hour s awar de d?

Sc ho o l Pe rso nne l Re c o rds F AQ’ s L oc al Gove r nme nt (CORE )  Ag e nc y Pro vide d T ra ining – Ge ne ra l (DAN GS2011-181) State Gove r nme nt Ge ne r al  T Age nc y Pr o vide d – ra ining – Ge ne ra l (DAN GS 22007) not mandator y  T ra ining is no t re q uire d b y fe de ra l, sta te o r lo c a l sta tute a nd/ o r the e mplo ye r;  Qua lific a tio ns/ c re de ntia ls/ lic e nse s a re no t e a rne d;  Co ntinuing e duc a tio n ho urs/ c re dits/ po ints a re no t a wa rde d.

Sc ho o l Pe rso nne l Re c o rds F AQ’ s L oc al Gove r nme nt (CORE )  Ag e nc y Pro vide d T ra ining – Ce rtific a te d, Ho urs/ Cre dits E a rne d, o r Ma nda to ry (DAN Mandator y T r aining GS2011-180) – NO c loc k hour s/ c r e de ntials State Gove r nme nt Ge ne r al  T ra ining – Ma nda to ry o r Ce rtific a te d/ Ho urs/ Cre dit Pro vide d (DAN GS 22008)

Sc ho o l Pe rso nne l Re c o rds F AQ’ s Sc hool Distr ic ts & E duc ational Se r vic e Distr ic ts  Ag e nc y-Pro vide d T ra ining – I n-Se rvic e E duc a tio n Pro g ra ms (DAN SD51-04G-01) Mandator y T r aining  Re c o rds do c ume nting a ppro ve d in- se r vic e – c loc k hour s/ e duc ation pro g ra ms pro vide d b y the lo c a l c r e de ntials g o ve rnme nt a g e nc y to the pub lic , c usto me rs, awar de d c o ntra c to rs, o r a g e nc y e mplo ye e s, whe re c o ntinuing e duc atio n c re dits/c lo c k ho urs are awarde d.