HomeMy WebLinkAbout026 90
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In the Matter of }
Establishment of a }
Records Management Program }
for All County Departments }
RESOLUTION NO _ 26-90
WHEREAS, State Statutes require that public records be properly stored
and disposed of at specific times, and
WHEREAS, in an effort to promote efficient records management practices,
it is desireable that all agency records be inventoried and analyzed for
administrative, legal, financial and historical values to insure that:
* Only active records are retained in high cost office space;
* Valuable historical records are adequately preserved;
* Inacti ve and semi -acti ve records are removed to low cost,
inactive records storage;
* Obsolete and valueless records are effectively eliminated in
accord with the provision of RCW 40.14 to insure the efficient
use of file equipment, office space and storage facilities,
and
NOW, THEREFORE, BE IT RESOLVED, that the Jefferson County Records
Management/Micrographic Committee shall hereafter be designated to oversee
and the establishment and maintenance of the Jefferson County Records
Management Program, under the authority of the Jefferson County Commission-
ers.
BE IT FURTHER RESOLVED, that the membership of the Committee shall
consist of representatives from no fewer than seven County Departments.
APPRovED-this 12th
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day of
February , 1990.
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
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Clerk of the Board '.)
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JEFFERSON COUNTY
DEPARTMENT OF PUBLIC WORKS
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1820 Jefferson Street
P,O, Box 1220
Port Townsend, WA 98368
(206) 385-9160
Gary A. Rowe, P.E., Director
Robert G, Nesbitt, P.E., County Engineer
MEMORANDUM
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TO: Board of County Commissioners
FROM: Public Works Department
DATE: January 17, 1990
This office has been apprised of the goals and objectives of the Jefferson County
Records Management/Micrographic Committee.
~ We support said goals and objectives and agree to participate at this time,
We support said goals and objectives and agree to participate in the
future.
_____ We do not support the goals and objectives of said committee,
Comments:
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'Date
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Gary A, Rowe, Director
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MEMORANDUM
TO: Board of County Commissioners
FROM: Jefferson County Planning & Building Dept.
DATE: January 17, 1990
This office has been apprised of the goals and objectives of the Jefferson County
Records Management/Micrographic Committee.
~ We support said goals and objectives and agree to participate at this time.
We support said goals and objectives and agree to participate in the
future.
_____ We do not supp~rt the goals and objectives of said committee,
Comments:
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P,O, BOX 122 ), COURTHOUSE, PORT TOWNSEND, WA fJ8:Jß8
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OFFICE OF THE
JEFFERSON COUNTY ASSESSOR
JACK WESTERMAN III, COUNTY ASSESSOR
COUNTY COURTHOUSE 1892
MEMORANDUM
TO: Board of County Commissioners
FROM: Jefferson County Assessor
DATE: January 17, 1990
This office has been apprised of the goals and objectives of the Jefferson County
Records Management/Micrographic Committee.
~ We support said goals and objectives and agree to participate at this time.
_ We support said goals and objectives and agree to participate in the
future.
We do not support the goals and objectives of said committee.
Comments:
I SUPPORT THIS PROJECT BECAUSE IT IS A CONCERTED EFFORT AT ADDRESSING SPACE
ALLOCATION PROBLEMS FOR RECORD STORAGE, RECORDS MANAGEMENT & RETENTION SCHEDULING,
AND ACCESS/BACKUP OF IMPORTANT DOCUMENTS. I DO NOT, HOWEVER, HAVE ANY FUNDS AVAILABLE
IN MY BUDGET TO ASSIST THIS EFFORT, SO I AM UNCLEAR ABOUT WHAT "PARTICIPATION" ENTAILS.
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Jack Westerman
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MEMORANDUM
TO: Board of County Commissioners
FROM: Jefferson County Health Dept.
DATE: January 17, 1990
This office has been apprised of the goals and objectives of the Jefferson County
Records Management/Micrographic Committee.
~. We support said goals and objectives and agree to participate at this time.
We support said goals and objectives and agree to participate in the
future.
_____ We do not support the goals and objectives of said committee.
Comments:
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OFFICE OF THE
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JEFFERSON COUNTY CLERK
P.O, BOX 1220
PORT TOWNSEND, WASHINGTON 98368
PHONE 385-9125
MARIANNE WALTERS, COUNTY CLERK
LINDA FRANKLIN, CHIEF DEPUTY
MEMORANDUM
TO: Board of County Commissioners
FROM: Jefferson County Clerk
DATE: January 17, 1990
This office has been apprised of the goals and objectives of the Jefferson County
Recor~anagement/Micrographic Committee,
~ We support said goals and objectives and agree to participate at this time.
_ We support said goals and objectives and agree to participate in the
future.
_ We do not support the goals and objectives of said committee.
Comments:
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Date
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Ma~ianne Walters
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MEMORANDUM
TO: Board of County Commissioners
FROM: Jefferson County Recreation Dept.
DATE: January 17, 1990
This office has been apprised of the goals and objectives of the Jefferson County
Records Management/Micrographic Committee.
~. We support said goals and objectives and agree to participate at this time.
We support said goals and objectives and agree to participate in the
future,
_____ We do not support the goals and objectives of said committee,
Comments:
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Date
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~Warren S eurer
MEMORANDUM
TO: Board of County Commissioners
FROM: Washington Cooperative Extension
DATE: January 17, 1990
This office has been apprised of the goals and objectives of the Jefferson County
Records Management/Micrographic Committee.
~ We support said goals and objectives and agree to participate at this time.
We support said goals and objectives and agree to participate in the
future,
_____ We do not support the goals and objectives of said committee.
Comments:
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Date
Qk~le ÎJJ {} ~
MEMORANDUM
TO: Board of County Commissioners
FROM: Jefferson County Treasurer
DATE: January 17, 1990
This office has been apprised of the goals and objectives of the Jefferson County
Records Management/Micrographic Committee.
~ We support said goals and objectives and agree to participate at this time.
We support said goals and objectives and agree to participate in the
future.
_____ We do not support the goals and objectives of said committee.
Comments:
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Date
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Ila ~kkelsen
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MEMORANDUM
TO: Board of County Commissioners
FROM: Jefferson County Juvenile Services
DATE: January 17, 1990
~hiS office has been apprised of the goals and objectives of the Jefferson County
Records Management/Micrographic Committee.
We support said goals and objectives and agree to participate at this time.
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support said goal sand
future. ;/1lðl ~ ~ /
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objectives and agree to participate
in the
We do not support the goals and objectives of said committee.
Comments:
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Lois Smith
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MEMORANDUM
TO: Board of County Commissioners
FROM: Jefferson County Auditor
DATE: January 17, 1990
This office has been apprised of the goals and objectives of the Jefferson County
Reco~Management/Micrographic Committee.
~ We support said goals and objectives and agree to participate at this time.
We support said goals and objectives and agree to participate in the
future,
We do not support the goals and objectives of said committee,
-
Comments:
Brenda Huntingford, Admin. Assistant from the Auditor's Office will be an
active participant in this committee's activities and will represent me
when I am not able to attend meetings.
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Mary aboury /
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Date
RECORDS MANAGEMENT/MICROGRAPHICS COMMITTEE
JANUARY 10, 1990
THE COMMITTEE MET IN THE LOWER LEVEL CONFERENCE ROOM. THOSE IN
ATTENDANCE WERE: MARY GABOURY, GERI ROBISON, LORNA DELANEY, MARIANNE
WALTERS, KATHY STAFFORD, ELAINE AREY.
OPENING DISCUSSION WAS ON THE CONCERNS OF THE COMMISSIONERS THAT THE
RESOLUTION PRESENTED TO THEM IN OUR PACKAGE DID NOT INCLUDE A STATEMENT
THAT THE COMMITTEE WAS UNDER THE AUTHORITY OF THE BOARD. LORNA WAS
ASKED TO ADD THIS STATEMENT TO THE RESOLUTION.
IT IS THE WISH OF THE BOARD THAT EACH OFFICE BE CONTACTED SO THEY ARE
AWARE OF THE GOALS OF THE COMMITTEE AND THAT EACH DEPARTMENT MAKE A
COMMITMENT TO PARTICIPATE IN RECORDS RETENTION. OFFICES IDENTIFIED AS
NOT BEING ON BOARD ARE: DISTRICT COURT, SHERIFF, PROSECUTING ATTORNEY,
RECREATION, COOPERATIVE EXTENSION AND JUVENILE SERVICES.
GERI IS TO MEET WITH REPRESENTATIVES FROM EACH OFFICE TO EXPLAIN THE
FUNCTION AND PURPOSE OF THE COMMITTEE. SHE WILL PRESENT THEM WITH A
PACKAGE OF GOALS AND OBJECTIVES AND WILL REQUEST A WRITTEN RESPONSE FROM
EACH DEPARTMENT PRIOR TO OUR NEXT MEETING.
THE DISCUSSION WENT ON THE TO DEFINE WHAT MUST BE INCLUDED IN AN RFP.
LORNA WILL RESEARCH ON HOW TO DO AN RFP. GERI AND MARY WILL PREPARE THE
JOB DESCRIPTION.
A TIME LINE WAS SET: BEFORE NEXT MEETING WE NEED LETTERS OF COMMITMENT
FROM ALL DEPARTMENTS, THE JOB DESCRIPTION WRITTEN FOR RECORDS
CONSULTANT, RESEARCH ON PREPARATION OF AN RFP AND THE SIGNATURE OF THE
COMMISSIONERS ON THE RESOLUTION RECOGNIZING US AS A COMMITTEE.
THE NEXT MEETING WILL BE FEBRUARY 7, 1990 AT 10:00 A.M. IN THE LOWER
LEVEL CONFERENCE ROOM.
JEFFERSON COUNTY
HUlvlAN SEI,VICES DEPAI".\.'T'M.ENrr
MULTI.SERVICES CENTER BUILDING
802 SHERIDAN . MS 113 . 3RD FLOOR
PORT TOWNSBND, WASHINGTON 98368
206·385·0321
DevelopmeoUal Di.abIlities
Mentol Health Substance Abuse
MEMORANDUM
TO: Board of County Commissioners
FROM: Jefferson County Human Services
DATE: January 17, 1990
This office has been apprised of the goals and objectives of the Jefferson County
Records Management/Micrographic Committee.
We support said goals and objectives and agree to participate at this time,
-4- We support said goals and objectives and agree to participate in the
future.
We do not support the goals and objectives of said committee.
Comments:
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Date
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Ella Sandvig ~
MEMORANDUM
TO: Board of County Commissioners
FROM: Jefferson County District Court
DATE: January 17, 1990
This office has been apprised of the goals and objectives of the Jefferson County
Records Management/Micrographic Committee.
We support said goals and objectives and agree to participate at this time.
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We support said goals and objectives and agree to participate in
future.
the
_____ We do not support the goals and objectives of said committee.
Comments:
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