Using the King County Records Center to Store and Retrieve Records

Document Code No.: INF 15-2 (AP)
Department/Issuing Agency: DEA/Records and Elections, Records Management Section
Effective Date: November 2, 1991
Approved: /s/ Jesus Sanchez
Type of Action: Supersedes Summary Sheet INF 15 (AP) and Form RM-2, "Guidelines for Using the King County Records Center".

Signed document (PDF, 725 KB)

Note: This policy is currently under revision.  For more information or questions, please contact:

Tony Adams, Section Manager
701 Fifth Avenue, Suite 2000
BOA-ES-2000
Seattle, WA 98104-7097
206-296-1925
tony.adams@kingcounty.gov

2.1 To establish procedures for King County agencies wishing to use the King County Records Center for the storage of inactive records. To provide instructions for preparing records for transfer to the Records Center, transferring records, retrieving records from the Records Center, and returning records to the Records Center.

The purpose of the King County Records Center is to store records created by departments which have not reached their legal retention as established by King County Records Management and the State Archives, but for which the administrative use is so limited that off-site storage is warranted. The Records Center also has the function of ensuring that records which are due for destruction according to legal considerations are preserved if they have archival value.

All King County Agencies, Offices and Departments.

4.1.     R.C.W. 40.14 - Preservation and Destruction of Public Records.

4.2.     King County Code 2.12 - Retention of Records.

5.1     "Disposition Authority Number" means the number assigned by the Washington State Local Records Committee to an approved records retention schedule, indicating the authority to dispose of records on an ongoing basis at the end of retention periods. This number appears in the lower left hand corner of an approved retention schedule, and in the RRPD.

5.2     "Records Retention Schedule" means the document prepared by the Records Management Section of the Division of Records and Elections which lists records series, stipulates the length of time each must legally be retained, and by which the Washington State Local Records Committee authorizes the ongoing disposition of the records at the end of their retention periods. Though the state produces manuals for other jurisdictions, all county records must be listed on county schedules. Copies of a department's retention schedules are kept by the records coordinator.

5.3     "RRPD" means the King County Records Retention and Public Disclosure Manual prepared by Records Management, copies of which are held by department records coordinators. This three-ring binder is a list of all scheduled county records, their retentions, and their public disclosure designations. These records are grouped by functions, such as PERSONNEL, BUDGET, and PUBLIC RELATIONS, rather than by departments. The RRPD is intended to provide quick reference for correct records series title, retention, and public disclosure status. Updates to the RRPD will be distributed as needed by Records Management.

6.1     All records stored at the King County Records Center must be placed in standard 12" x 10" x 15" boxes. Exceptions for oversized materials will be granted only by the Records Management Officer. Boxes are available through Purchasing Stores.

6.2     Boxes shall be labeled with a standard Records Center archive label placed on one end of the box under the handle openings. Labels are available through Purchasing Stores.

6.3     Records to be stored at the Records Center must be listed on a Records Transmittal Form. The records series titles on the form must match titles in the RRPD, or on approved records retention schedules. Transmittals are available through purchasing stores.

6.4     Boxes weighing more than 25 pounds will not be accepted for storage at the Records Center. Boxes should have at least two inches of free space. Computer printouts laid flat in a box should not be higher than the bottom of the handle openings, with the box no more than three-quarters full.

6.5     Boxes containing three-ring binders or hanging pendaflex folders will not be accepted.

6.6     Boxes being transferred to the Records Center from buildings served by the Facilities Management Division will be moved to the appropriate loading area by Facilities personnel.

6.7     Each box sent to the Records Center must contain records which will be due for destruction in the same year.

6.8     Records held at the Records Center are considered to remain in the custody of the originating department, unless custody of the records is formally transferred to Records Management.

6.9     All requests for access to records must be made through the originating department.

6.10     Boxes of records retrieved from the Records Center and not returned to the Records Center within six months will be deleted from their original transmittal forms, with custody transferred back to the department. These records may be returned to the Records Center only as part of a new accession.

6.11     Records requested for reference before 10 a.m. will generally be delivered on the next scheduled delivery day.

6.12     Deliveries will normally be made by Records Center staff on Tuesday and Thursday afternoons. Personnel approved by both the agency with custody of the records and Records Management may pick up records at the Records Center. Whenever possible, priority requests will receive same day delivery.

6.13     Records may be examined at the Records Center by appointment.

PREPARING RECORDS FOR TRANSFER:

Action By:     Department

Action:

7.1     Obtains Records Center boxes, labels and Records Transmittal Forms from Purchasing Stores. (See Appendix 9.1 for stock numbers.)

7.1.1     Estimates number of boxes and labels needed for records to be transferred. For example:

(A) Two boxes will hold approximately one letter size file drawer.

(B) Three boxes will hold approximately one legal size file drawer.

7.2     Finds records series to be transferred in approved records retention schedules or in the Records Retention and Public Disclosure Manual (RRPD). Current copies of both will be maintained by department records coordinators.

7.2.1     If a records series is not on a records retention schedule, contacts Records Management at 296-1572 to request that a new schedule be prepared.

7.3     Boxes records so that each box contains records which are due for destruction at the same time. For example, payroll records from 1989 with a six year retention should not be boxed with payroll records from 1990.

7.3.1     Records series should be boxed separately whenever possible.

7.3.2     Boxes must not weigh more than 25 pounds.

7.3.3     Records in three-ring binders must be removed from the binders and placed in folders.

7.3.4     Hanging pendaflex folders must not be placed in boxes.

7.4     Prepares Records Transmittal Form(s) for records being transferred following directions on the back of the transmittal. (See Appendix 9.2.)

7.5     Prepares one label for each box. (See Appendix 9.3.)

7.5.1     Includes the following information on the label:

(A)     Box Number: e.g., 1 of 10, 2 of 10, etc.

(B)     Department/Division: Self explanatory.

(C)     Records Series Title/Description: Title must match the title on the retention schedule. Description lists contents of box.

(D)     Inclusive Dates: Beginning and ending dates of records in the box.

(E)     Leaves other sections blank for Records Center use.

7.5.2     Places the label on one end of the box under the handle opening.

7.6     Sends completed Records Transmittal Forms to Records Management at mail stop 5A.

TRANSFERRING RECORDS TO THE RECORDS CENTER: 

Action By:     Records Management

Action:

7.7     Inspects the Records Transmittal Form.

7.7.1     If acceptable, assigns a Records Center location to each box, and fills in the location section of the transmittal.

7.7.2     If not accepted, calls the department to explain that the boxes will not be picked up and why, and informs the department how to remedy the situation.

7.7.3     Calls the department to arrange a pick-up date.

Action By:     Department
Action:

7.8     Contacts the Facilities Management Division to arrange the transfer of records to the pick-up location. (See Appendix 9.4 for pick-up locations.)

7.9     If Facilities is unable to move boxes on the scheduled date, calls the Records Center Supervisor to reschedule.

Action By:     Facilities Management
Action:

7.10     Transfers boxes to the appropriate loading area.

Action By:     Records Management
Action:

7.11     Picks up boxes and delivers them to the Records Center.

7.11.1     If boxes cannot be picked up due to discrepancies, leaves a Problem Pick-up Form, (see Appendix 9.5), on the pallet and calls the department records coordinator.

7.12     Places boxes in assigned locations at the Records Center.

7.12.1     Returns the yellow copy of the transmittal to the department with location numbers.

RETRIEVING RECORDS FROM THE RECORDS CENTER:

Action By: Department
 Action:

7.13     Reviews the Records Transmittal Form used when records were sent to the Records Center. 7.14 To determine the location of the record, calls the Records Center recording at 296-1545 with the following information:

7.14.1     Department name, requester name and phone #. 7.14.2 Box number. 7.14.3 Records Center location.

7.14.4     Name or number of file within the box.

7.15     If the records are to be examined at the Records Center, requests that time be scheduled for such examination.

Action By:     Records Center
Action:

7.16     Pulls requested records and delivers them to department staff at appropriate request delivery/pick-up locations. (See Appendix 9.6.)

7.16.1 For departments with their own couriers, places records at the front counter of the Records Center for pick up.

7.16.2     For requests to view records in the Records Center, schedules staff to be available and arranges the date and time with the department.

RETURNING RECORDS TO THE RECORDS CENTER:

Action By:    Department

Action:

7.17     For returning boxes, calls the Records Center to arrange pick-up or drops them off at their delivery/pick-up locations.

7.17.1     Department couriers return records directly to the Records Center.

Action By:     Records Center
Action:

7.18     Picks up records and returns them to the Records Center staff to be refiled.

8.1     Departments are responsible for designating one employee as the records coordinator for the department, correctly boxing records for storage at the Records Center, preparing transmittal documents, submitting transmittals to the Records Center, and providing the correct information when requesting records from the Records Center.

8.2     Records Coordinators are responsible for maintaining copies of department records retention schedules and the RRPD, and for clearing up discrepancies in records improperly boxed for transfer to the Records Center.

8.3     The Records Center Staff is responsible for inspecting transmittals and boxes to ensure compliance with this policy, transporting boxes to the Records Center, returning a copy of the transmittal with locations to departments, and retrieving and delivering requested records to the departments.

8.4     The Records Management Officer is responsible for examining unscheduled records submitted for storage at the Records Center, writing new retention schedules when appropriate, authorizing transfers of unscheduled records, and authorizing storage of nonstandard-sized materials.

8.5     The Facilities Management Division is responsible for moving boxes of records being transferred to the Records Center from department offices to the appropriate loading areas.

These appendices are available from the Records Management Section:

9.1 Supplies:

Standard box (12" x 10" x 15"): Stock #340-05-10.
Archive Labels: Stock #480-20-05.
Records Transmittal Forms: Form RM-1.

9.2     Preparing Transmittal Forms.

9.3     Sample of Completed Archive Label.

9.4     Pick-Up Locations and Instructions for Boxes Sent to the Records Center.

9.5     Problem Pick-Up Form.

9.6     Request Pick-Up and Delivery Locations.