WashingtonStateArchives

OfficeoftheSecretaryofState

StateGovernmentGeneralRecordsRetentionScheduleRevisionGuide
Version5.1(August2011)

SUMMARYOFCHANGES
Reorganizationofentireretentionscheduleintoafunction/activitybasedstructureinwhichrecordsseriesaregroupedtogetherbasedonbusiness
purposesandactivities.Regardlessofchangestotheagencysorganizationalstructure(includingchangestooffices/numbers),functionsand activitiesremainthesame. Functionsinclude: AgencyManagementThefunctionofmanagingtheagencyanditsgeneraladministration. AssetManagementThefunctionofmanagingtheagencysphysicalassets(facilities,land,equipment,vehicles,supplies,etc.). FinancialManagementThefunctionofmanagingtheagencysfinancialresources,obligationsandmonetaryinfrastructure. HumanResourceManagementThefunctionofmanagingtheagencysworkforce. InformationManagementThefunctionofmanagingtheagencysinformation(forms,publishing,mailandlibraryservices,public disclosure,recordsmanagement,etc.). RecordsWithMinimalRetentionValueThissectioncoversrecordscreatedorreceivedbytheagencywhicharetypicallyofshortterm,temporaryinformationaluse.

AdditionofnewactivitieswithinthefunctionsincludingBanking,CommunityRelations,LibraryServices,PublicDisclosure,Publishing,Records
Conversion,RiskManagementandSecurity.Additionalactivitieswillbeintroducedduringfuturerevisions.

ChangestorecordsseriesintheStateGeneralRecordsRetentionSchedulearedetailedinthefollowingtables.

TABLEOFCONTENTS

COMBINED/CONSOLIDATEDRECORDSSERIES.............................................................................................................................................2 REVISEDRECORDSSERIES............................................................................................................................................................................5 NEWRECORDSSERIES.................................................................................................................................................................................9 DISCONTINUEDRECORDSSERIES...............................................................................................................................................................12 Note:WashingtonStateArchiveshasbeenabbreviatedasWSAthroughoutthisguide.

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WashingtonStateArchives
OfficeoftheSecretaryofState

StateGovernmentGeneralRecordsRetentionScheduleRevisionGuide
Version5.1(August2011)

COMBINED/CONSOLIDATEDRECORDSSERIES
Thistableillustratestherecordsseriesthathavebeencombinedand/orconsolidatedunderonedispositionauthoritynumber.

Version5.0DANs
DAN
GS01050 p.40 GS01051 p.40 GS01052 p.40 GS21004 p.78 GS06006 p.41 GS06008 p.39 GS06009 p.39 GS11009 p.53 GS11006 p.55 GS11010 p.55

Version5.1DANs
RetentionPeriod

SeriesTitle
ContractsforPurchases,Purchased Services,LeasesorRental Contracts,PersonalService EscrowAgreements Leases VendorBonds

Retainfor6yearsafterterminationofcontractthendestroy. Retainfor6yearsafterterminationofcontractthendestroy. Retainfor6yearsafterterminationofcontractthendestroy. Retainfor6yearsafterterminationofagreementthendestroy. Retainfor6yearsafterexpirationofbondthendestroy.

ContractsandAgreements
GS01050p.8 Retainfor6yearsafter terminationorexpirationof instrumentthendestroy.

Agreements,InterAgency,IntraAgency Retainfor6yearsafterexpirationofagreementthendestroy. andInterGovernmental Contracts,ClientServices EssentialRecordsLists Retainfor6yearsafterterminationofcontractthendestroy. Retainfor1yearaftersupersededthendestroy.

RequestsforReturnofRecordsfromthe Retainuntilcompletionofthetransactionthendestroy. StateRecordsCenter RecordsInventoryDocumentation Retainfor1yearaftersupersededthendestroy.

RecordsControl
GS11009p.93 Retainuntilnolongerneededfor agencybusinessthendestroy.

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WashingtonStateArchives
OfficeoftheSecretaryofState

StateGovernmentGeneralRecordsRetentionScheduleRevisionGuide
Version5.1(August2011)

COMBINED/CONSOLIDATEDRECORDSSERIES
Thistableillustratestherecordsseriesthathavebeencombinedand/orconsolidatedunderonedispositionauthoritynumber.

Version5.0DANs
GS11003 p.55 GS11004 p.53 GS13003 p.58 GS13004 p.59 GS13006 p.59 GS13007 p.59 GS13008 p.59 GS13009 p.59 GS13010 p.58 GS13001 p.58 UniqueRecordsRetentionSchedules, AgencyCopy Retainfor1yearaftersupersededthendestroy.

Version5.1DANs
RetentionandDisposition Authorization
GS11003p.94 Retainuntilnolongerneededfor agencybusinessthendestroy.

GeneralRecordsRetentionSchedules

Retainuntilsuperseded.

PostageMeterRecords PostalCharges,Recordof StatementofMailingSecondClass Publications StatementofOwnership,Management andCirculation StatementofBulkRateMailings StatementofMailingwithPermit Imprints

Retainfor6yearsafterdateofdocumentthendestroy. Retainfor6yearsafterdateofdocumentthendestroy. Retainfor6yearsafterdateofdocumentthendestroy.

Retainfor6yearsafterdateofdocumentthendestroy. Retainfor6yearsafterdateofdocumentthendestroy. Retainfor6yearsafterdateofdocumentthendestroy.

MailDeliveryandReceipt
GS13003p.84 Retainfor6yearsafterendoffiscal yearthendestroy.

FirmMailingBook(CommercialMailing Retainfor6yearsafterdateofdocumentthendestroy. Services) MailPickupandDeliveryRecords Retainfor3yearsafterdateofdocumentthendestroy.

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WashingtonStateArchives
OfficeoftheSecretaryofState

StateGovernmentGeneralRecordsRetentionScheduleRevisionGuide
Version5.1(August2011)

COMBINED/CONSOLIDATEDRECORDSSERIES
Thistableillustratestherecordsseriesthathavebeencombinedand/orconsolidatedunderonedispositionauthoritynumber.

Version5.0DANs
GS15007 p.68 GS15004 p.68 GS15008 p.69 GS10010 p.50 Photographs,GraphicsandVisual Resources CameraReadyCopiesandPrinting Masters RetainuntiladministrativepurposeservedthentransfertoWSAforappraisaland selectiveretention.

Version5.1DANs
Photographs,Graphicsand VisualResources
GS15007p.86
Retainuntiladministrativepurpose servedthentransfertoWSAfor appraisalandselectiveretention.

Retainfor2yearsafterdateofdocumentthendestroy.

Publications,StateGovernment,Agency Retainfor6yearsafterdateofpublicationthentransfertoWSAforappraisaland Copy selectiveretention. Retainfor4yearsafterdateofdocumentthentransfertoWSAforappraisaland GS15008p.88 selectiveretention. Uponpublication,transferonecopy toWSAforpermanentretention. Internal:Retainfor2yearsafterdateofdocumentthentransfertoWSAfor appraisalandselectiveretention. External:UseGeneralInformationExternal(GS50004).

Publications

Reports,AnnualandBiennial

GS05004 p.37

NewslettersandBulletins,Internaland External

GS07001 p.10 GS07002 p.10

TravelAuthorizations

Retainfor6yearsafterdateofdocumentthendestroy.

Travel
GS07001p.55

TravelExpenseVouchers

Retainfor6yearsafterdateofdocumentthendestroy.

Retainfor6yearsafterendof fiscalyearthendestroy.

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WashingtonStateArchives
OfficeoftheSecretaryofState

StateGovernmentGeneralRecordsRetentionScheduleRevisionGuide
Version5.1(August2011)

REVISEDRECORDSSERIES
Therecordsserieslistedbelowhavebeenrevised;changesandrationalareprovided.(ListisinVersion5.0pageorder.) Version5.0DANs
Function:Activity Title DAN Function:Activity Title

Version5.1DANs
DAN(s) Changes:

Fiscaland Accounting Records Fiscaland Accounting Records Human Resources Mgmt. Human Resources Mgmt. Human Resources Mgmt. PublicAffairs andPublic Disclosure Contractsand Purchasing Records

Banking TravelExpense Vouchers IndustrialInsurance

GS01013 FinancialMgmt.: p.6 Banking

BankingAccountsand Transactions

Detaileddescriptionprovided.Retentionchangedfrom GS01013 6yearsafterdateofdocumentto6yearsafterendof p.48 fiscalyear. GS07001 Titleanddescriptionrevisedtocover allrecordsrelating p.55 totravelauthorization,arrangement,andreimbursement ofexpenses.NowcoversrecordsfromGS07002. GS03015 Addedincludesvolunteerstodescription. p.64 GS03003 Retentionreducedfrom7yearsto6years.(The p.66 retentionwasinadvertentlyincreasedto7yearsinthe lastrevision.) GS03017 RemovedL&Iformsfromdescription,andaddednote p.76 toexcludeL&IclaimscoveredbyGS03015. GS05001 Titlechanged;descriptionupdatedandenhanced. p.85 Minimumretentionlanguagerevised. GS01050 Descriptionenhanced.Nowcoversrecordsfrom p.8 GS01051,01052,21004,06006,06008and06009. Descriptionenhancedtoincluderecordsrelatingto GS09021 charityfundraisingofalltypes.Minimumretention p.5 increasedfrom3yearsto6years.

FinancialMgmt.: GS07001 Travel Fiscaland p.10 AccountingRecords HumanResource GS03015 Mgmt.:Industrial p.17 Insurance InjuryClaims

GrievanceFiles

HumanResource GS03003 Mgmt.:Misconduct/ GrievanceFiles p.19 Discipline/Grievance s GS03017 HumanResource p.27 Mgmt.:Personnel VolunteerFiles

VolunteerFiles

PublicDisclosureAct, GS05001 InformationMgmt.: PublicDisclosure/Records RequestsandAppeals p.37 PublicDisclosure Requests Contractsfor AgencyMgmt.: Purchases,Purchased GS01050 Contractsand Services,Leasesor p.40 Agreements Rental

ContractsandAgreements

GeneralOffice GS09021 AgencyMgmt.: Operations(Non CombinedFundDrive CharityFundraising p.44 CommunityRelations Executive)

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WashingtonStateArchives
OfficeoftheSecretaryofState

StateGovernmentGeneralRecordsRetentionScheduleRevisionGuide
Version5.1(August2011)

REVISEDRECORDSSERIES
Therecordsserieslistedbelowhavebeenrevised;changesandrationalareprovided.(ListisinVersion5.0pageorder.) Version5.0DANs
Function:Activity Title DAN Function:Activity Title

Version5.1DANs
DAN(s) Changes:

GeneralOffice Correspondence, Operations(Non General Executive)

AgencyMgmt.: GS09005 GeneralOffice p.44 Operations(Non Executive)

Correspondence,General

GS09005 Description(note)updated. p.17

MaterialsSafetyData GeneralOffice GeneralOffice Sheets(MSDS)or GS09017 Operations(Non Operations(Non AllowedSubstitute p.45 Executive) Executive) Record AgencyMgmt.: GeneralOffice Operations(Non Executive) GeneralOffice ReferenceFiles Operations(Non Executive) GS09002 p.46 Recordswith MinimalRetention Value

MaterialsSafetyDataSheets (MSDS)orAllowedSubstitute Record ReferenceFiles(Convenience Copies) Calendars,NonExecutive Secondary(Duplicate)Copies TransitoryRecords AgencyInformationRoutine

GS09017 Minimumretentionlanguageclarified. p.19 GS09002 p.20 GS09023 p.16 Descriptionenhancedtobetterrepresentwhata GS50005 referencefileactuallyis.Newrecordsseriescreatedfor p.96 nonexecutivecalendars GS50001 (GS09023). p.97 GS50002 p.95 GS10007 Titleanddescriptionupdated.Cutoffchanged. p.11 Titleanddescriptionexpandedtoincluderecordsfrom GS11009 discontinuedDANsGS11006and11010.Minimum p.93 retentionreducedfrom1yeartoRetainuntilnolonger needed.

ExecutiveLevel Correspondence, Records Official

AgencyMgmt.: GS10007 ExecutiveLevel p.48 Records

Communications Executive/Official

RecordsMgmt. GS11009 InformationMgmt.: RecordsControl EssentialRecordsLists Records p.53 RecordsMgmt.

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WashingtonStateArchives
OfficeoftheSecretaryofState

StateGovernmentGeneralRecordsRetentionScheduleRevisionGuide
Version5.1(August2011)

REVISEDRECORDSSERIES
Therecordsserieslistedbelowhavebeenrevised;changesandrationalareprovided.(ListisinVersion5.0pageorder.) Version5.0DANs
Function:Activity Title DAN Function:Activity Title

Version5.1DANs
DAN(s) Changes:

RecordsMgmt. Microfilm/Imaging Records DocumentationFile

ConversionProcess Archival GS11011 InformationMgmt.: Records p.53 RecordsConversion ConversionProcess NonArchivalRecords DestructionofPublicRecords

GS11011 p.89 ThisrecordsserieswasdividedintoArchival(transferto WSA)andNonArchival(retainuntilconvertedrecords GS11013 havebeendestroyed).

p.90

GS11005 Titleanddescriptionupdated. Minimumretention p.92 increasedfrom6yearstoRetainforlifeofagency. GS11009 Thisseriescoversrecordscentertransmittals. p.93 GS11001 ThisseriescoverstransferoflegalcustodytoWashington p.94 StateArchives. Changedtitleandreviseddescriptiontoincludetransfer GS11001 oflegalcustodyONLY.Increasedminimumretention p.94 from6yearstoRetainforlifeofagency. GS11009 Thisseriescoversrecordscentertransmittals. p.93 GS11003 Title,descriptionandcutoffupdated. p.94

RecordsMgmt. RecordsDisposition Records Notices,Agency

GS11005 InformationMgmt.: RecordsControl p.54 RecordsMgmt. TransferofLegalCustody TransferofLegalCustody RecordsControl

RecordsMgmt. RecordsTransmittal Records Form

GS11001 InformationMgmt.: p.54 RecordsMgmt.

UniqueRecords RecordsMgmt. RetentionSchedules, Records AgencyCopy

GS11003 InformationMgmt.: RetentionandDisposition Authorization p.55 RecordsMgmt.

SourceRecords Imaged GS11014 SourceDocuments (Archival) p.90 ThisrecordsserieswasdividedintoArchival(transferto RecordsMgmt. GS11012 InformationMgmt.: DigitizedbyApproved WSA)andNonArchival(retainuntilconvertedrecords Records p.56 RecordsConversion SourceRecords Imaged(Non GS11012 EISApplication havebeendestroyed).Also,descriptionupdated. Archival) p.91 FormsMgmt. FormHistoryFiles GS12001 InformationMgmt.: FormsDevelopment p.57 FormsMgmt. Descriptionupdated.Minimumretentionreducedfrom GS12001 2yearsafterlifeofformtonolongerneededfor p.81 agencybusiness.

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WashingtonStateArchives
OfficeoftheSecretaryofState

StateGovernmentGeneralRecordsRetentionScheduleRevisionGuide
Version5.1(August2011)

REVISEDRECORDSSERIES
Therecordsserieslistedbelowhavebeenrevised;changesandrationalareprovided.(ListisinVersion5.0pageorder.) Version5.0DANs
Function:Activity Title DAN Function:Activity Title

Version5.1DANs
DAN(s) Changes:

MailServices Information Services

PostageMeter Records

GS13003 InformationMgmt.: MailDeliveryandReceipt p.58 MailServices DisasterPreparednessand RecoveryPlans

Titleandcutoffchanged;descriptionenhanced. Now GS13003 coversrecordsfromGS13004,13006,13007,13008, p.84 13009,13010and13001. GS14010 Modifieddescriptiontocoverplansforentireagency. p.24 GS15005 Addednotetoexcludeprintingmastersandsource p.87 materialscoveredbyGS15007. GS15007 Addedcamerareadymastersandallsourcematerials p.86 (fromGS15004)andupdatedterminology. GS15008 Titleshortened,descriptionclarified,retentioncutoff p.88 changed.NowcoversrecordsfromGS10010and05004. GS16008 Descriptionclarified. p.42

DisasterPreparedness GS14010 AgencyMgmt.: andRecoveryPlans p.61 RiskMgmt.

Publications& Publication&Dupli GS15005 InformationMgmt.: PublicationandDuplication ServiceJobFiles DuplicationSvs. cationServiceJobFiles p.68 Publishing Publications& Photographs,Graphics GS15007 InformationMgmt.: Photographs,Graphicsand VisualResources DuplicationSvs. andVisualResources p.68 Publishing Publications& Publications,State DuplicationSvs. Govt,AgencyCopy Supply, Equipment VehicleMgmt. CapitalAssetsMgmt. System,Statewideor Agency GS15008 InformationMgmt.: Publications p.69 Publishing AssetMgmt.: GS16008 Supply,Equipment p.70 andVehicleMgmt. GS21010 AssetMgmt.: p.76 FacilitiesMgmt. CapitalAssetsManagement System,StatewideorAgency

Construction FacilitiesMgmt. Documentation,GA CapitalProjects

ConstructionDocumentation, GS21010 Correctionmadetodispositionactionlanguagetoreflect GeneralAdministrationCapital p.27 correctdesignation(NONARCHIVAL). Projects AgencyInformationRoutine AgencyGeneratedFormsand PublicationsCopies GeneralInformationExternal Secondary(Duplicate)Copies TransitoryRecords GS50002
p.95

GS50003 Descriptionrefinedandrecordsseriesdividedintofive GS50004 userfriendlyseries.Minimumretentionremainsthe p.96 same. GS 50005

p.96 p.95

Administrative MaterialsWith NoRetention Value

RecordsWith GS50001 MinimalRetention p.88 Value

GS50001
p.97

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WashingtonStateArchives
OfficeoftheSecretaryofState

StateGovernmentGeneralRecordsRetentionScheduleRevisionGuide
Version5.1(August2011)

NEWRECORDSSERIES
ThistablecontainsrecordsseriesthatarenewtoVersion5.1.
Function Activity DispositionAuthority Number(DAN) Title Current,ApprovedMinimumRetention

AgencyMgmt.

CommunityRelations GeneralOffice Operations NonExecutive GeneralOffice Operations NonExecutive LegalFiles RiskMgmt. RiskMgmt. Banking FiscalandAccounting Records FormsMgmt. FormsMgmt. LibraryServices

GS05006 p.5 GS09023 p.16 GS09022 p.18 GS18006 p.22 GS18007 p.24 GS18008 p.24 GS01068 p.48 GS01069 p.55 GS12004 p.81 GS12005 p.81 GS15021 p.82

AdvertisingandPromotion

Retainfor6yearsafterendoffiscalyearthendestroy.

AgencyMgmt.

Calendars,NonExecutive

Retainfor1yearafterendofcalendaryearthendestroy. Retainfor2yearsaftercommunicationreceivedorprovided, whicheverislaterthendestroy. Retainuntilnolongerneededforagencybusinessthendestroy. Retainfor3yearsafterindividualreachesage18thendestroy. Retainfor3yearsafterdateofincidentthendestroy. Retainfor14daysafterdateofdepositthendestroy. Retainfor6yearsafterfinalbondpaymentthendestroy. Retainfor6yearsafterendofthefiscalyearthendestroy. Retainuntiluseofformceasesthendestroy.ESSENTIAL. Retainuntilnolongerneededforagencybusinessthendestroy. ESSENTIAL.

AgencyMgmt.

CorrespondenceProgram CourtOrdersServedonthe Agency(NotPartytoLitigation) Accidents/IncidentsNoClaim Filed(UnderAge18) Accidents/IncidentsNoClaim Filed(Age18andOlder) BankingDepositedItems TaxExemptBonds FormsAccountable FormsMasterSet Catalog

AgencyMgmt. AgencyMgmt. AgencyMgmt. FinancialMgmt. FinancialMgmt. Information Mgmt. Information Mgmt. Information Mgmt.

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WashingtonStateArchives
OfficeoftheSecretaryofState

StateGovernmentGeneralRecordsRetentionScheduleRevisionGuide
Version5.1(August2011)

NEWRECORDSSERIES
ThistablecontainsrecordsseriesthatarenewtoVersion5.1.
Function Activity DispositionAuthority Number(DAN) Title Current,ApprovedMinimumRetention

Information Mgmt. Information Mgmt. Information Mgmt. Information Mgmt. Information Mgmt. Information Mgmt. Information Mgmt. Information Mgmt. Information Mgmt. Information Mgmt. Information Mgmt.

LibraryServices LibraryServices LibraryServices LibraryServices Publishing Publishing

GS15022 p.82 GS15023 p.82 GS15024 p.83 GS15025 p.83 GS15010 p.86 GS15009 p.87 GS11013 p.90 GS11014 p.90 GS11015 p.91 GS11016 p.92 GS11017 p.92

Circulation CollectionControlGeneral CollectionControlSpecial Collections SpecialCollections OnlineContentManagement PublicationsDevelopment ConversionProcessNon ArchivalRecords SourceRecordsImaged (Archival) SourceRecordsMigrated Conservation(Archival)

Retainuntilnolongerneededforagencybusinessthendestroy. Retainfor6yearsafterendofthefiscalyearthendestroy. ESSENTIAL. Retainuntilspecialcollectionitemsnolongerneededforagency businessthenarrangeforappraisalbyWSA.ESSENTIAL Retainuntilnolongerneededforagencybusinessthenarrangefor appraisalbyWSA. Retainfor1yearafteronlinecontentremovedthendestroy. Retainuntilnolongerneededforagencybusinessthendestroy. RetainuntiltheconvertedNonArchivalrecordshavebeendestroyed inaccordancewithacurrentapprovedrecordsretentionschedule thendestroy. RetainuntilverificationofsuccessfulconversionthentransfertoWSA forappraisalandselectiveretention. Retainuntilverificationofsuccessfulconversionthendestroy. RetainuntiltheArchivalrecordsaretransferredtoWSAthen TransfertoWSAforappraisalandselectiveretention. RetainuntiltheNonArchivalrecordshavebeendestroyedin accordancewithacurrentapprovedrecordsretentionschedulethen destroy.

RecordsConversion

RecordsConversion RecordsConversion RecordsMgmt.

RecordsMgmt.

Conservation(NonArchival)

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WashingtonStateArchives
OfficeoftheSecretaryofState

StateGovernmentGeneralRecordsRetentionScheduleRevisionGuide
Version5.1(August2011)

NEWRECORDSSERIES
ThistablecontainsrecordsseriesthatarenewtoVersion5.1.
Function Activity DispositionAuthority Number(DAN) Title Current,ApprovedMinimumRetention

Recordswith Minimal RetentionValue Recordswith Minimal RetentionValue Recordswith Minimal RetentionValue Recordswith Minimal RetentionValue

GS50002 p.95 GS50003 p.95 GS50004 p.96 GS50005 p.96

AgencyInformationRoutine AgencyGeneratedFormsand PublicationsCopies GeneralInformationExternal

Retainuntilnolongerneededforagencybusinessthendestroy.

Retainuntilnolongerneededforagencybusinessthendestroy.

Retainuntilnolongerneededforagencybusinessthendestroy.

Secondary(Duplicate)Copies

Retainuntilnolongerneededforagencybusinessthendestroy.

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WashingtonStateArchives
OfficeoftheSecretaryofState

StateGovernmentGeneralRecordsRetentionScheduleRevisionGuide
Version5.1(August2011)

DISCONTINUEDRECORDSSERIES
ThistablecontainsrecordsseriesthathavebeendiscontinuedandshowsthecurrentDispositionAuthorityNumberfortherecords. Pleasereadcarefully;someminimumretentionperiodshaveincreasedordecreased. Version5.0DANs(Discontinued)
Function: Activity Title DAN Retention Function: Activity Title

Version5.1DANs(Current)
DAN(s) Retention Rationale

Financialand Accounting Records Information Services

TravelExpense Authorization Newslettersand Bulletins, Internaland External Newslettersand Bulletins, Internaland External

GS07002 Retainfor6yearsafter p.10 dateofdocumentthen destroy.

Retainfor2yearsafterdate

FinancialMgmt.: Fiscaland Travel AccountingRecords

GS07001 p.55

Retainfor6yearsafterendof Consolidation. fiscalyearthendestroy. Uponpublication,transferone copytoWSAforappraisaland Consolidation. selectiveretention. Retainuntilnolongerneeded foragencybusinessthen Consolidation. destroy. Retainfor6yearsafter terminationorexpirationof instrumentthendestroy. Retainfor6yearsafter terminationorexpirationof instrumentthendestroy. Retainfor6yearsafter terminationorexpirationof instrumentthendestroy. Retainfor6yearsafter terminationorexpirationof instrumentthendestroy.

GS05004 ofdocumentthentransferto InformationMgmt.: Publications WSAforAppraisaland p.37 Publishing

selectiveretention. Retainfor2yearsafterdate RecordsWith General GS05004 ofdocumentthentransferto MinimalRetention Information WSAforAppraisaland p.37 value External selectiveretention.

GS15008 p.88

Information Services

GS50004 p.96 GS01050 p.8 GS01050 p.8 GS01050 p.8 GS01050 p.8

Contractsand Contracts,Client Purchasing Services Records Contractsand Purchasing Records

Agreements,Inter Agency,Intra AgencyandInter Governmental

Retainfor6yearsafter GS06009 terminationofcontract p.39 thendestroy. Retainfor6yearsafter GS06008 expirationofagreement p.39 thendestroy. Retainfor6yearsafter GS01051 terminationofcontract p.40 thendestroy. Retainfor6yearsafter GS01052 terminationofcontract p.40 thendestroy.

AgencyMgmt: Contractsand Agreements AgencyMgmt: Contractsand Agreements AgencyMgmt: Contractsand Agreements AgencyMgmt: Contractsand Agreements

Contractsand Agreements Contractsand Agreements Contractsand Agreements Contractsand Agreements

Consolidation.

Consolidation.

Contractsand Contracts, Purchasing PersonalService Records Contractsand Escrow Purchasing Agreements Records

Consolidation.

Consolidation.

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WashingtonStateArchives
OfficeoftheSecretaryofState

StateGovernmentGeneralRecordsRetentionScheduleRevisionGuide
Version5.1(August2011)

DISCONTINUEDRECORDSSERIES
ThistablecontainsrecordsseriesthathavebeendiscontinuedandshowsthecurrentDispositionAuthorityNumberfortherecords. Pleasereadcarefully;someminimumretentionperiodshaveincreasedordecreased. Version5.0DANs(Discontinued)
Contractsand Purchasing VendorBonds Records ExecutiveLevel Reports,Annual Records andBiennial GeneralRecords RecordsMgmt. Retention Records Schedules Records RecordsMgmt. Disposition Records Notices,Agency Records RecordsMgmt. Inventory Records Documentation Retainfor6yearsafter GS06006 expirationofbondthen p.41 destroy.
Retainfor4yearsafterdate

Version5.1DANs(Current)
AgencyMgmt: Contractsand Agreements Contractsand Agreements GS01050 p.8 Retainfor6yearsafter terminationorexpirationof instrumentthendestroy. Consolidation.

GS10010 ofdocumentthentransfer InformationMgmt.: Publications toWSAforappraisaland p.50 Publishing

selectiveretention.

GS15008 p.88

Uponpublication,transferone copytoWSAforappraisaland Consolidation. selectiveretention. Retainuntilnolongerneeded Consolidation. foragencybusiness. Destruction

GS11004 Retainuntilsuperseded. p.53

Retentionand InformationMgmt.: Disposition RecordsMgmt. Authorization

GS11003 p.94

Retainfor6yearsafter GS11005 destructionofrecordsor InformationMgmt.: Destructionof p.54 transferredtoarchives RecordsMgmt. PublicRecords thendestroy. Retainuntilcompletionof GS11010 InformationMgmt.: thetransactionthen RecordsControl p.55 RecordsMgmt. destroy.

GS11005 p.92

Retainforthelifeofthe agency.

documentation

shouldbe retainedin perpetuity.

GS11009 p.93

Retainuntilnolongerneeded foragencybusinessthen Consolidation. destroy. Retainuntilnolongerneeded foragencybusinessthen Consolidation. destroy.

Requestsfor Returnof Retainuntilcompletionof RecordsMgmt. GS11006 InformationMgmt.: Recordsfromthe thetransactionthen RecordsControl Records p.55 RecordsMgmt. StateRecords destroy. Center Forms Management FormOrder Requests Retainfor6yearsafter GS12002 dateorderedthen p.57 destroy. FinancialMgmt: Vendor Fiscaland PaymentFiles AccountingRecords

GS11009 p.93

GS01004 p.56

Retainfor6yearsafterdateof Consolidation. documentthendestroy.

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WashingtonStateArchives
OfficeoftheSecretaryofState

StateGovernmentGeneralRecordsRetentionScheduleRevisionGuide
Version5.1(August2011)

DISCONTINUEDRECORDSSERIES
ThistablecontainsrecordsseriesthathavebeendiscontinuedandshowsthecurrentDispositionAuthorityNumberfortherecords. Pleasereadcarefully;someminimumretentionperiodshaveincreasedordecreased. Version5.0DANs(Discontinued)
MailServices PostalCharges, Recordof Retainfor6yearsafter GS13004 dateofdocumentthen p.59 destroy. InformationMgmt.: MailDelivery MailServices andReceipt InformationMgmt.: MailDelivery MailServices andReceipt InformationMgmt.: MailDelivery MailServices andReceipt InformationMgmt.: MailDelivery MailServices andReceipt InformationMgmt.: MailDelivery MailServices andReceipt InformationMgmt.: MailDelivery MailServices andReceipt InformationMgmt.: MailDelivery MailServices andReceipt Recordswith Secondary MinimalRetention (Duplicate) value Copies

Version5.1DANs(Current)
GS13003 p.84 GS13003 p.84 GS13003 p.84 GS13003 p.84 GS13003 p.84 GS13003 p.84 GS13003 p.84 GS50005 p.96 Retainfor6yearsafterendof Consolidation. fiscalyearthendestroy. Retainfor6yearsafterendof Consolidation. fiscalyearthendestroy. Retainfor6yearsafterendof Consolidation. fiscalyearthendestroy. Retainfor6yearsafterendof Consolidation. fiscalyearthendestroy. Retainfor6yearsafterendof Consolidation. fiscalyearthendestroy. Retainfor6yearsafterendof Consolidation. fiscalyearthendestroy. Retainfor6yearsafterendof Consolidation. fiscalyearthendestroy. Retainuntilnolongerneeded foragencybusinessthen Consolidation. destroy.

MailServices

Statementof Retainfor6yearsafter GS13006 Mailing2ndClass dateofdocumentthen p.59 Publications destroy. Retainfor6yearsafter GS13007 dateofdocumentthen p.59 Mgmt,Circulation destroy. Statementof Ownership, Statementof BulkRate Mailings Statementof Mailingwith PermitImprints FirmMailing Book(Commercial MailingSvs.) MailPickupand DeliveryRecords Retainfor6yearsafter GS13008 dateofdocumentthen p.59 destroy. Retainfor6yearsafter GS13009 dateofdocumentthen p.59 destroy. Retainfor6yearsafter GS13010 dateofdocumentthen p.58 destroy. Retainfor6yearsafter GS13001 dateofdocumentthen p.58 destroy.

MailServices

MailServices

MailServices

MailServices

MailServices

Information Services

DataExtracts, GS14019 Retainuntilnolonger InformationOnly p.61 neededthendestroy.

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WashingtonStateArchives
OfficeoftheSecretaryofState

StateGovernmentGeneralRecordsRetentionScheduleRevisionGuide
Version5.1(August2011)

DISCONTINUEDRECORDSSERIES
ThistablecontainsrecordsseriesthathavebeendiscontinuedandshowsthecurrentDispositionAuthorityNumberfortherecords. Pleasereadcarefully;someminimumretentionperiodshaveincreasedordecreased. Version5.0DANs(Discontinued)
Publicationand CameraReady Duplication Copiesand Services PrintingMasters Retainfor2yearsafter GS15004 dateofdocumentthen p.68 destroy. Photographs, InformationMgmt.: Graphicsand Publishing Visual Resources Contractsand Agreements

Version5.1DANs(Current)
GS15007 p.86 Printing Retainuntiladministrative mastersnow purposeservedthentransfer designatedas toWSA. Archival. Retainfor6yearsafter terminationorexpirationof instrument. Consolidation.

FacilitiesMgmt. Leases

AgencyMgmt: GS21004 Retainfor6yearsafter Contractsand p.78 expirationofagreement. Agreements

GS01050 p.8

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WashingtonStateArchives
OfficeoftheSecretaryofState

StateGovernmentGeneralRecordsRetentionScheduleRevisionGuide
Version5.1(August2011)

Forrecordsmanagementadviceandassistance, pleasecontactWashingtonStateArchivesat: recordsmanagement@sos.wa.gov

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