Definitions

1. Public Records - This includes any paper, correspondence, form, book, photograph, film, sound records, map drawing, or other document, regardless of physical form or characteristics and including all copies thereof, that have been made by or received by any agency of the State of Washington in connection with the transaction of public business. (RCW 40.14)

2. Records Management - The application of administrative management techniques to ensure the adequacy, propriety, essentiality, and efficiency of documentation and records maintenance and disposition.

3. Records Disposition Management - A records management technique aimed at the systematic, timely, and effective disposal or removal of obsolete or inactive records from expensive office space and the effective, but economical preservation of records  of permanent value.

4. Records Officer - An individual appointed to supervise and coordinate the District's Records Management Program, to serve as liaison with the State Division of Archives and Records Management, and to represent the District before the State Local Records Committee.

5. Records Coordinator - An individual appointed to coordinate the Records Management Program between the Records Officer and the office of record.

Procedure

1. The Records Officer provides records retention schedules from the Washington State School District General Records Retention Schedules and/or prepares schedules as needed and submits them for state approval.

2 The Records Coordinator stores inactive or semiactive records until the retention period is over.

3. The Records Officer coordinates the physical destruction of records through the District recycling program.

NOTE: Destruction - The state requires that records eligible for destruction be reduced to an  illegible condition. Placing records in wastebaskets or dumpsters does not result in the destruction  of records, since this material becomes landfill. All amounts can be hand-shredded before placing in District waste containers. The recommended method, however, is through the recycling program coordinated by the Records Officer.

Highline School District 401
Approved by the Superintendent:  January 8, 1986