State Government General Records Retention Schedule (SGGRRS) Version 6.0 (June 2016) Conversion/Conservation Archival Records. GS Rev.
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1 5.6 RECORDS GS Rev. 2 Conversion/Conservation Archival Records Records documenting the process of converting the agency s Archival public records from one form to another where not captured in the metadata of the converted records. Also includes records documenting the repair and stabilization of damaged Archival public records. Migration of digital records (mapping schemas, testing reports, etc.); Digitization of paper-based records (tests, inspection results, etc.); Microfilming of digital and/or paper-based records (arrangement of originals, guide sheets, etc.); Transfer of magnetic recordings; Records documenting conservation (repair/stabilization) treatments performed on public records. Excludes source records covered by Source Records Imaged/Migrated (Archival) (DAN GS 11014). Retain until the converted/repaired Archival records are transferred to Washington State Archives Transfer to Washington State Archives for appraisal and selective retention. ARCHIVAL (Appraisal Required) Page 116 of 154
2 5.6 RECORDS GS Conversion/Conservation Non-Archival Records Records documenting the process of converting the agency s Non-Archival public records from one form to another where not captured in the metadata of the converted records. Also includes records documenting the repair and stabilization of damaged Non-Archival public records. Migration of digital records (mapping schemas, testing reports, etc.); Digitization of paper-based records (tests, inspection results, etc.); Microfilming of digital and/or paper-based records (arrangement of originals, guide sheets, etc.); Transfer of magnetic recordings; Records documenting conservation (repair/stabilization) treatments performed on public records. Excludes source records covered by Source Records Imaged/Migrated (Non-Archival) (DAN GS 11012). Retain until the converted/repaired Non- Archival records have been destroyed in accordance with a current approved records retention schedule Page 117 of 154
3 5.6 RECORDS GS Destruction of Public Records Records documenting the destruction of the agency s public records. Destruction logs; Affidavits; Agency authorizations; Certificates/notices of destruction. Retain for the life of the agency. ESSENTIAL Page 118 of 154
4 5.6 RECORDS GS Rev. 2 Records Control Records relating to the physical and intellectual control of the agency s records. Essential records lists; Files classification schemes/guidelines; Inventories; Records center transmittals/retrievals; Master indexes, lists, registers, tracking systems, databases and other finding aids used to access public records designated as Non-Archival. Excludes records covered by: Destruction of Public Records (DAN GS 11005); Transfer of Legal Custody (DAN GS 11001). Note: Master indexes, lists, registers, tracking systems, databases and other finding aids for public records designated as Archival should be retained with the records and transferred to Washington State Archives. Retain until no longer needed for agency business Page 119 of 154
5 5.6 RECORDS GS Retention and Disposition Authorization Records relating to the retention of the agency s records in accordance with chapter RCW. Includes, but not limited to: Internal working guides abstracted from approved records retention schedules; Records relating to the former Early Destruction of Source Documents after Digitization (DAD) or Electronic Imaging Systems (EIS) application processes; Agency s copies of records retention schedules approved by the State Records Committee in accordance with chapter RCW. Excludes the records of the Office of the Secretary of State and the State Records Committee. Retain until no longer needed for agency business Page 120 of 154
6 5.6 RECORDS GS Source Records Imaged/Migrated (Archival) Archival source records which have been imaged or migrated, provided the converted records are retained in accordance with a current approved records retention schedule. Paper records which are scanned/digitized in accordance with Requirements for the Destruction of Non-Archival Paper Records After Imaging; Paper records which are microfilmed in accordance with Washington State Standards for the Production and Use of Microfilm; Digital records which are migrated to another digital format; Magnetic records (VHS, cassette tapes, reel to reel, 8-track tapes, etc.) which are migrated to another magnetic or a digital format. Note: Electronic records need to be retained in electronic format in accordance with WAC Retain until verification of successful conversion Transfer to Washington State Archives for appraisal and selective retention. ARCHIVAL (Appraisal Required) Page 121 of 154
7 5.6 RECORDS GS Rev. 2 GS Source Records Imaged/Migrated (Non-Archival) Non-archival source records which have been imaged or migrated, provided the converted records are retained in accordance with a current approved records retention schedule. Paper records which are scanned/digitized in accordance with Requirements for the Destruction of Non-Archival Paper Records After Imaging; Paper records which are microfilmed in accordance with Washington State Standards for the Production and Use of Microfilm; Digital records which are migrated to another digital format; Magnetic records (VHS, cassette tapes, reel to reel, 8-track tapes, etc.) which are migrated to another magnetic or a digital format. Note: Electronic records need to be retained in electronic format in accordance with WAC Transfer of Legal Custody Records documenting the transfer of the agency s legal custody of its public records under one of the following circumstances: Transfer of Archival records to Washington State Archives; Lawful transfer to another government entity (other state agency, local government agency, etc.). Note: Records of agencies that cease to exist are to be transferred to Washington State Archives in accordance with RCW Retain until verification of successful conversion Retain for the life of the agency. ESSENTIAL Page 122 of 154
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