reglab/statecodes huggingface dataset:
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-379 - Initiatives and referenda › Section 434-379-009 - Processing filed petitions

Current through Register Vol. 24-14, July 15, 2024
(1) To
			 allow for sufficient personnel to accept and process signed petitions, the
			 sponsor of an initiative or referendum must make an appointment to file the
			 signed petitions at least two business days in advance. Pursuant to
			 RCW
			  29A.72.170, the secretary of state must
			 reject petitions until a sufficient number that meet the minimum signature
			 requirement are filed together. If the petitions are accepted and filed,
			 additional petitions may be submitted until the applicable deadline established
			 by RCW
			  29A.72.160. When submitting the petitions,
			 the sponsor must also provide the text of the measure, exactly as it was
			 printed on the circulated petitions, in electronic Microsoft Word
			 format.
(2) Upon receipt of the
			 petitions, the office of the secretary of state shall count the number of
			 petitions received, and provide that total to the sponsor.
(3) A petition may not be rejected merely
			 because it includes stray marks, scribbles, notes, or highlighting as long as
			 the printed text on the petition is not illegible.
(4) A petition may not be rejected merely
			 because the circulator's declaration on the back side of the petition is
			 unsigned, or is signed with a stamp. AGO 2006 No. 13;
Washington
			 Families Standing Together v. Secretary of State Sam Reed
, Thurston
			 County Superior Court No. 09-2-02145-4, September 8, 2009.
(5) Once a petition is submitted to the
			 office of the secretary of state, a person may not withdraw his or her
			 signature from a petition. Letters submitted to the secretary of state
			 requesting the removal of a signature from a petition must be retained by the
			 secretary as part of the public record for the petition.
(6) Each petition must be reviewed for fraud,
			 such as patterns of similar handwriting indicating forged signatures.
(7) Each signature line must be reviewed to
			 invalidate:
(a) Obscenities;
(b) Text that is not a name;
(c) Duplicate names;
(d) Lines that are crossed out and not
			 readable;
(e)  Lines that include
			 a name and address that both appear to be fictitious; or
(f) Lines that are blank or
			 unfilled.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-379 - Initiatives and referenda › Section 434-379-012 - Acceptance of signatures

Current through Register Vol. 24-14, July 15, 2024
(1) The
			 secretary of state must determine if the person who signed a petition is
			 registered to vote. The information may be researched in voter registration
			 records using first name, last name, address, or any combination thereof. A
			 signature may not be rejected merely because:
(a) The person signed with a middle name,
			 nickname, or initials instead of the first name in the voter registration
			 records, as long as the handwriting is clearly the same;
(b) The last name on the petition differs
			 from the last name in the voter registration records, as long as the addresses
			 and the handwriting on the first name are clearly the same;
(c) The last name on the petition or in the
			 voter registration records is hyphenated while the last name in the other
			 source is not;
(d) The first name
			 and last name on the petition are reversed in the voter registration
			 records;
(e) The address on the
			 petition does not match the address in the voter registration
			 records;
(f) The handwriting on the
			 printed name or address does not match the handwriting on the signature;
			 or
(g) The voter is on inactive
			 status.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-379 - Initiatives and referenda › Section 434-379-020 - Signature verification standard

Current through Register Vol. 24-14, July 15, 2024
A signature on a petition sheet must be matched to the
				signature on file in the voter registration records. The following
				characteristics must be utilized to evaluate signatures to determine whether
				they are by the same writer:
(1) The
			 signature is handwritten.
(2)
			 Agreement in style and general appearance, including basic construction, skill,
			 alignment, fluency, and a general uniformity and consistency between
			 signatures;
(3) Agreement in the
			 proportions of individual letters, height to width, and heights of the upper to
			 lower case letters;
(4) Irregular
			 spacing, slants, or sizes of letters that are duplicated in both
			 signatures;
(5) After considering
			 the general traits, agreement of the most distinctive, unusual traits of the
			 signatures.
A single distinctive trait is insufficient to conclude that the
				signatures are by the same writer. There must be a combination or cluster of
				shared characteristics. Likewise, there must be a cluster of differences to
				conclude that the signatures are by different writers.
Statutory Authority:
				  RCW
				   29A.04.611,
				  29A.04.530. 06-02-028, §
				  434-379-020, filed 12/28/05, effective 1/28/06. Statutory Authority:
				  RCW
				   29A.04.611 and
				  43.07.120. 05-12-116, §
				  434-379-020, filed 5/31/05, effective
				  7/1/05.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-381 - State voters' pamphlet › Section 434-381-110 - Candidate and committee contacts

Current through Register Vol. 24-14, July 15, 2024
Every candidate or committee appearing in the state voters'
				pamphlet shall designate a contact person with whom the secretary shall
				communicate all matters related to the pamphlet. Within five business days of
				the appointment of the initial members, the committee shall provide a name,
				mailing address, telephone number, fax number and e-mail address as applicable.
				In the case of candidates the secretary shall use the information on the
				declaration of candidacy unless the candidate provides different information
				pursuant to this section.
Statutory Authority:
				  RCW
				  29A.04.611,
				  29A.04.255. 11-05-008, §
				  434-381-110, filed 2/3/11, effective 3/6/11. Statutory Authority: RCW
				   29.81.320. 02-02-067, § 434-381-110, filed 12/28/01, effective
				  1/28/02.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-381 - State voters' pamphlet › Section 434-381-120 - Deadlines

Current through Register Vol. 24-14, July 15, 2024
(1) Candidate
			 statements and photographs shall be submitted to the secretary of state no
			 later than 11 days following the last day of the filing period.
(a) A declared primary election write-in
			 candidate may submit a statement and photograph to the secretary of state no
			 later than the Tuesday following the primary election.
(b) An unopposed candidate on the primary
			 ballot may submit a revised statement only when a write-in candidate for the
			 same position files a declaration of candidacy. The revised statement must be
			 received no later than the Tuesday following the primary
			 election.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-381 - State voters' pamphlet › Section 434-381-130 - Size and quality of photographs

Current through Register Vol. 24-14, July 15, 2024
Candidate photographs submitted for inclusion in the voters'
				pamphlet must have been taken within the past five years. Photos must be
				limited to the head and shoulders, with a light-colored background, but not a
				white background. Color photos are preferred, though black and white photos are
				acceptable. The photo size must be no smaller than two and one-half inches by
				three inches, and no larger than eight inches by ten inches. Photos submitted
				digitally must be a resolution no less than 300 dpi and not digitally altered.
				Lab processed no gloss prints meeting the size and quality specifications may
				also be submitted. The secretary may adjust or crop photos as necessary to fit
				the publication format. Photos not meeting the specifications may be
				rejected.
Statutory Authority:
				  RCW
				  29A.04.611,
				  29A.04.255. 11-05-008, §
				  434-381-130, filed 2/3/11, effective 3/6/11. Statutory Authority: RCW
				   29.81.320. 02-02-067, § 434-381-130, filed 12/28/01, effective
				  1/28/02.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-381 - State voters' pamphlet › Section 434-381-140 - Restriction on photographs

Current through Register Vol. 24-14, July 15, 2024
No photograph submitted for inclusion in the voters pamphlet
				may reveal clothing or insignia suggesting the holding of a public office.
				Examples of such clothing or insignia include, but are not limited to, judicial
				robes, law enforcement or military uniforms, official seals or symbols similar
				thereto other than the flag of the state of Washington, or other similar
				indicia of public office.
Statutory Authority: RCW 29.81.320. 02-02-067, §
				  434-381-140, filed 12/28/01, effective
				  1/28/02.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-381 - State voters' pamphlet › Section 434-381-150 - Rejection of photographs

Current through Register Vol. 24-14, July 15, 2024
The secretary may reject candidate photographs that do not meet
				the guidelines outlined by rule.
(1)
			 The secretary will notify candidates whose photographs are being
			 rejected;
(2) Candidates whose
			 photographs are rejected by the secretary will be allowed to submit a new
			 photograph;
(3) Replacement
			 photographs must be submitted by the date specified by the secretary.
Statutory Authority: RCW 29.81.320. 02-02-067, §
				  434-381-150, filed 12/28/01, effective
				  1/28/02.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-381 - State voters' pamphlet › Section 434-381-160 - Listing committee names and contact information

Current through Register Vol. 24-14, July 15, 2024
Committee names and contact information shall be submitted to
				the secretary of state.
(1) Names for
			 publication in the voters pamphlet shall be listed in the order submitted by
			 the committee;
(2) Each committee
			 member may use up to eight words as a title or identification. No words that
			 are obscene or otherwise prohibited for distribution through the mail may be
			 used;
(3) The secretary will make
			 every effort to maintain consistency in form and style for
			 publications;
(4) State legislators
			 will be identified in the following manner: State representative or state
			 senator, with each title constituting two words;
(5) State elected officials will be
			 identified as follows: Governor, lieutenant governor, secretary of state,
			 treasurer, auditor, attorney general, superintendent of public instruction,
			 commissioner of public lands and insurance commissioner, with each title
			 counting as many words as in that title;
(6) Additional titles or descriptions may be
			 added to reach the maximum title length; and
(7) Each committee may submit contact
			 information for inclusion in the voters pamphlet consisting of: A telephone
			 number, an e-mail, and an internet address which will not count toward the
			 maximum word allowance.
Statutory Authority:
				  RCW
				  29A.04.611. 08-05-120, § 434-381-160,
				  filed 2/19/08, effective 3/21/08. Statutory Authority: RCW  29.81.320.
				  02-02-067, § 434-381-160, filed 12/28/01, effective
				  1/28/02.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-381 - State voters' pamphlet › Section 434-381-170 - Statement and argument format

Current through Register Vol. 24-14, July 15, 2024
(1) Statements or arguments submitted for
			 inclusion in the voters pamphlet shall not exceed the word limit set by
			 statute.
(a) Arguments for or against measures
			 may contain up to four headings used to highlight major points in the argument
			 and will count toward the maximum word count set for arguments. Rebuttals may
			 not contain headings;
(b) The four
			 headings may not exceed fifteen words for each heading;
(c) Photographs or charts may be used in
			 statements or arguments substituting fifty words from the statement or argument
			 for each square inch used by the photograph or chart. This subsection does not
			 apply to the photographs submitted pursuant to WAC
			 434-381-130 (size and quality of
			 photographs).
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-381 - State voters' pamphlet › Section 434-381-180 - Editing statements and arguments

Current through Register Vol. 24-14, July 15, 2024
The secretary of state is not responsible for the content of
				arguments or statements and shall not edit the content of statements or
				arguments:
(1) The secretary may
			 correct obvious errors in grammar, spelling or punctuation;
(2) The secretary shall promptly attempt to
			 notify any candidate or committee, by any means the secretary deems reasonable
			 under the circumstances, if a statement or argument exceeds the maximum number
			 of words. If the candidate or committee does not provide the secretary with a
			 revised statement or argument that meets the word limit within one business day
			 after being notified by the secretary, then the secretary shall modify the
			 statement to fit the limit by removing full sentences, starting at the end,
			 until the maximum word limit is reached;
(3) The secretary shall notify any committee
			 that submits a title or identification for their members that does not conform
			 to WAC
			 434-381-160(2).
			 If the committee does not provide the secretary with a revised title or
			 identification that meets the requirements established in WAC
			 434-381-160(2)
			 within one business day after being notified by the secretary, the secretary
			 shall publish the name without any title or identification;
(4) Prior to publishing the pamphlet the
			 secretary shall make a reasonable effort to provide a proof copy to the
			 candidate or committee as it will appear showing any changes to the statement
			 or argument; and
(5) Candidates or
			 committees may only correct obvious errors or inaccuracies made by the
			 secretary that they discover in their own proof copy. Changes in content are
			 not allowed. Changes must be received by the secretary within three business
			 days after proofs are sent by the secretary.
Statutory Authority:
				  RCW
				   29A.04.611,
				  29A.04.255. 11-05-008, §
				  434-381-180, filed 2/3/11, effective 3/6/11. Statutory Authority: RCW
				   29.81.320. 02-02-067, § 434-381-180, filed 12/28/01, effective
				  1/28/02.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-381 - State voters' pamphlet › Section 434-381-190 - Prevention of art work, photographs or other material by candidate

Current through Register Vol. 24-14, July 15, 2024
(1) The secretary
			 shall be prohibited from using the art work, photography, or other materials
			 provided by candidates for public office in the voters' pamphlet in which the
			 candidate's name appears, except that required by law or rule for the
			 candidate's statements or, information provided by the office that publishes
			 the pamphlet;
(2) Prior to final
			 printing of the voters' pamphlet, the secretary will review complete "camera
			 ready" copies of each edition of the voters' pamphlet;
(3) Language shall be placed into contracts,
			 with the office of the secretary of state to produce the voters' pamphlet, to
			 certify that those providing content materials for the voters' pamphlet are not
			 candidates for public office and those individuals will not run for public
			 office while their materials are being used in a state or local pamphlet
			 produced in conjunction with the state voters' pamphlet.
Statutory Authority:
				  RCW
				  29A.04.611,
				  29A.04.255. 11-05-008, §
				  434-381-190, filed 2/3/11, effective 3/6/11. Statutory Authority: RCW
				   29.81.320. 02-02-067, § 434-381-190, filed 12/28/01, effective
				  1/28/02.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-381 - State voters' pamphlet › Section 434-381-200 - Political party preference information

Current through Register Vol. 24-14, July 15, 2024
If a state voters' pamphlet includes a race for partisan
				office, the pamphlet must include an explanation that each candidate for
				partisan office may state a political party that he or she prefers, and that a
				candidate's preference does not imply that the candidate is nominated or
				endorsed by the party or that the party approves of or associates with that
				candidate. The pamphlet must also explain that a candidate can choose to not
				state a political party preference.
Statutory Authority:
				  RCW
				  29A.04.611. 08-15-052, § 434-381-200,
				  filed 7/11/08, effective 8/11/08.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-600 - Promulgation › Section 434-600-010 - General purpose

Current through Register Vol. 24-14, July 15, 2024
These regulations are adopted under the provisions of
				chapter
				40.14 RCW as amended by
				section 1, chapter 10, Laws of 1971 ex. sess. and chapter 54, Laws of 1973, in
				order to furnish procedures for the management, disposition, and preservation
				of public records of state and local agencies.
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-600-010, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-610 - Definitions › Section 434-610-010 - "Agency" defined

Current through Register Vol. 24-14, July 15, 2024
"Agency" means any department, office, commission, board, or
				division of state government; and any county, city, district, or other
				political subdivision or municipal corporation or any department, office,
				commission, court, or board or any other state or local government unit,
				however designated.
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-610-010, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-610 - Definitions › Section 434-610-020 - "Public record" defined

Current through Register Vol. 24-14, July 15, 2024
"Public records" means any paper, correspondence, completed
				form, record book, photograph, map, or drawing, regardless of physical form or
				characteristics, and including records stored on magnetic, electronic, or
				optical media, and including all copies thereof, that have been made by any
				agency or received by it in connection with the transaction of public business.
				And includes any writing containing information relating to the conduct of
				government or the performance of government or proprietary function prepared,
				owned, used, or retained by the state or local agency regardless of physical
				form or characteristics.
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-610-020, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-610 - Definitions › Section 434-610-025 - "Writing" defined

Current through Register Vol. 24-14, July 15, 2024
"Writing" means handwriting, typewriting, printing,
				photostatting, photographing, and every other means of recording any form of
				communication or representation, including letters, words, pictures, sounds,
				symbols, or combinations thereof, and all papers, maps, magnetic tape, punched
				cards, discs, drums, and other documents.
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-610-025, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-610 - Definitions › Section 434-610-030 - "Records classification" defined

Current through Register Vol. 24-14, July 15, 2024
"Records classification" means the designation of a record as
				either an official public record or as an office file and memorandum, as those
				terms are defined by
				RCW
				 40.14.010 and by these
				regulations.
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-610-030, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-610 - Definitions › Section 434-610-040 - "Official public records" defined

Current through Register Vol. 24-14, July 15, 2024
"Official public records" means all original or most important
				copies of vouchers, receipts, and other documents necessary to isolate and
				prove the validity of every transaction relating to the receipt, use, and
				disposition of all public property and public income from all sources whatever;
				all agreements and contracts to which the state of Washington or any agency
				thereof may be a party; all fidelity, surety, and performance bonds; all claims
				filed against the state of Washington or any agency thereof; all records and
				documents required by law to be filed with or kept by the state of Washington
				or any agency thereof; all legislative records as defined in section 2, chapter
				1, Laws of 1971, ex. sess., and chapter 2, Laws of 1971 ex. sess.; and all
				other documents or records determined by the state or local records committees
				to be official public records.
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-610-040, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-610 - Definitions › Section 434-610-050 - "Office files and memoranda" defined

Current through Register Vol. 24-14, July 15, 2024
"Office files and memoranda" means all records, correspondence,
				exhibits, record books, booklets, drawings, maps, completed forms, or documents
				produced or received by the agency but not defined and classified as official
				public records; all documents and reports made for the internal administration
				of the office to which they pertain, but not required by law to be filed or
				kept with such agency; and all other documents or records determined by the
				state or local records committees to be office files and
				memoranda.
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-610-050, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-610 - Definitions › Section 434-610-060 - "Record series" defined

Current through Register Vol. 24-14, July 15, 2024
"Record series" means any group of related records which is
				filed and used as a unit and which permits evaluation as a unit for disposition
				purposes.
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-610-060, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-610 - Definitions › Section 434-610-070 - "Retention period" defined

Current through Register Vol. 24-14, July 15, 2024
"Retention period" means the period of time that must elapse
				before a specific record is eligible for disposal or transfer in accord with
				approved retention schedules.
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-610-070, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-610 - Definitions › Section 434-610-080 - "Long term records" defined

Current through Register Vol. 24-14, July 15, 2024
"Long term records" means records which have an enduring
				administrative, legal, or financial value and in consequence thereof, must be
				retained and preserved more than six year.
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-610-080, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-610 - Definitions › Section 434-610-090 - "Archival records" defined

Current through Register Vol. 24-14, July 15, 2024
"Archival records" means those public records of state and
				local government agencies which are determined by the state archivist as having
				continued historical value, must be permanently preserved and have been or may
				be transferred to the custody of the division of archives after their approved
				retention has been met.
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-610-090, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-610 - Definitions › Section 434-610-100 - "Retention schedule" defined

Current through Register Vol. 24-14, July 15, 2024
"Retention schedule" means a compilation of records of an
				office by name and description which indicates the length of time each record
				series must be retained and authorizing its disposition.
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-610-100, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-610 - Definitions › Section 434-610-110 - "Scheduled records" defined

Current through Register Vol. 24-14, July 15, 2024
"Scheduled records" are those public records which have been
				inventoried in accord with these regulations and approved for disposition
				and/or transfer to the records center but remain under the jurisdiction of the
				agency of origin.
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-610-110, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-610 - Definitions › Section 434-610-120 - "Division records" defined

Current through Register Vol. 24-14, July 15, 2024
"Division records" are those records pertaining to the
				operations of the division of archives and records
				management.
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-610-120, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-615 - Custody of public records › Section 434-615-010 - Public records as public property

Current through Register Vol. 24-14, July 15, 2024
All public records shall be and remain the property of the
				state or local agency. They shall be delivered by outgoing officials and
				employees to their successors and shall be preserved, stored, transferred,
				destroyed, and otherwise managed, only in accordance with the provisions of
				chapter
				40.14 RCW or as otherwise
				provided for by law and by these regulations.
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-615-010, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-615 - Custody of public records › Section 434-615-020 - Custody

Current through Register Vol. 24-14, July 15, 2024
Unless otherwise provided by law, public records must remain in
				the legal custody of the office in which they were originally filed, which
				shall be considered the office of record, or shall be destroyed or transferred
				pursuant to instructions from the state or local records committee as required
				by chapter 40.14
				RCW. They shall not be placed in the legal or physical custody of any other
				person or agency, public or private, or released to individuals, except for
				disposition pursuant to law or unless otherwise expressly provided by law or by
				these regulations.
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-615-020, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-615 - Custody of public records › Section 434-615-030 - Authority to transfer records

Current through Register Vol. 24-14, July 15, 2024
All state agency records not required in the current operation
				of the office where they are made or kept, and all records of every state
				agency, commission, committee, or any other activity of state or local
				government which may be abolished or discontinued, shall be transferred to the
				state archives in accord with approved records retention schedules.
State records designated by the state archivist as being
				archival or potentially archival shall be transferred to the legal and physical
				custody of the state archives so that the valuable historical records of the
				state may be centralized, made more widely available for research, and insured
				permanent preservation.
Transfer of archival records to the state archives must take
				place within fifty years of the creation of the records so that they may be
				preserved for posterity in archival-quality conditions. Records which the state
				is required to keep permanently will be maintained intact by the state
				archivist, who will assume all responsibility for the access, care and
				preservation of such records.
Local government agency records designated by the state
				archivist as of primarily historical interest may be transferred to the state
				archives, or one of its designated regional depositories, in order to relieve
				local offices of the burden of housing them, to insure their preservation, and
				to make them available for reference or study. Officials of local agencies are
				authorized to transfer records in their custody which are no longer in current
				use to the Washington state archives. The state archives is not under
				obligation to acquire such records and will accept only records deemed valuable
				as a historical source. Any transfer must be by concurrent agreement, excepting
				wherein records are selected for preservation as historical sources from
				records retention schedules submitted to the local records committee for
				disposition authorization.
Records designated as archival on records retention schedules
				must be either transferred to the state archives system or retained by the
				originating agency in accord with standards for the maintenance of and access
				to archival records issued by the state archivist.
Statutory Authority:
				  RCW
				  40.14.020. 94-21-089, § 434-615-030,
				  filed 10/19/94, effective 11/19/94. Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-615-030, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-620 - Powers and duties of the state archivist › Section 434-620-010 - Powers and duties of the state archivist

Current through Register Vol. 24-14, July 15, 2024
The division of archives and records management is established
				in the office of the secretary of state. The division is administered by the
				state archivist and is the primary archival and records management agency of
				Washington state government. In order to insure the proper management and
				safekeeping of public records, the state archivist, through the several
				sections of the division, carries out the following functions:
(1) Manages the archives of the state of
			 Washington;
(2) Centralizes the
			 archives of the state of Washington to make them available for reference and
			 scholarship, and to insure their proper preservation;
(3) Inspects, inventories, catalogs, and
			 arranges records retention and transfer schedules on all record files of all
			 state departments and other agencies of state government;
(4) Insures the maintenance and security of
			 all state public records and establishes safeguards against unauthorized
			 removal or destruction;
(5)
			 Establishes and operates such state records centers as may from time to time be
			 authorized by appropriation for the purpose of preserving, servicing,
			 screening, and protecting all state public records which must be retained
			 temporarily or permanently, but which need not be kept in office space and
			 equipment;
(6) Adopts rules under
			 chapter
			 34.05 RCW:
(a) Establishing standards for the durability
			 and permanence of public records maintained by state and local
			 agencies;
(b) Governing procedures
			 for the creation, maintenance, transmission, or reproduction of public
			 documents or records in a manner consistent with current standards, policies,
			 and procedures of the department of information services for the acquisition of
			 information technology;
(c)
			 Governing the accuracy and durability of photographic, optical, electronic, or
			 other images used as public records;
(d) Carrying out other provisions of
			 chapter
			 40.14 RCW.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-624 - Powers and duties of the state records committee › Section 434-624-010 - Membership

Current through Register Vol. 24-14, July 15, 2024
The chief examiner of the division of departmental audits of
				the state auditor's office, the state archivist, a representative appointed by
				the attorney general and a representative appointed by the director of the
				office of financial management shall constitute a committee to be known as the
				state records committee.
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-624-010, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-624 - Powers and duties of the state records committee › Section 434-624-020 - Committee officers - Duties

Current through Register Vol. 24-14, July 15, 2024
The chief examiner of the division of departmental audits of
				the state auditor's office shall be ex officio chairperson of the state records
				committee. The representative appointed by the attorney general shall be
				vice-chairperson. The state archivist shall act as secretary and shall be
				responsible for the proper recording of its proceedings.
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-624-020, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-624 - Powers and duties of the state records committee › Section 434-624-030 - General powers of the committee

Current through Register Vol. 24-14, July 15, 2024
The state records committee may adopt appropriate procedures
				for records disposition authorization, scheduling, and other matters relating
				to the retention, preservation, or destruction of public records of state
				agencies; may exercise such further powers as are granted by
				chapter
				40.14 RCW or by any other
				statute.
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-624-030, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-624 - Powers and duties of the state records committee › Section 434-624-040 - General duties of the committee

Current through Register Vol. 24-14, July 15, 2024
The committee shall review records retention and disposition
				schedules submitted to it for authorization and may veto, approve, or amend the
				schedule or any or all records series contained therein. Approval of a schedule
				or amended schedule shall be by majority vote of the state records committee
				members.
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-624-040, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-624 - Powers and duties of the state records committee › Section 434-624-050 - Committee meetings

Current through Register Vol. 24-14, July 15, 2024
The state records committee shall meet in open session at least
				quarterly to consider all business relevant to the duties of the committee, at
				the office of the state archivist, Olympia, Washington.
Statutory Authority:
				  RCW
				  40.14.020. 12-06-053, § 434-624-050,
				  filed 3/5/12, effective 4/5/12. Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-624-050, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-626 - Powers and duties of the state agency records officers (Repealed) › Section 434-626-010 - Designation (Repealed)

Current through Register Vol. 24-14, July 15, 2024
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-626-010, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-626 - Powers and duties of the state agency records officers (Repealed) › Section 434-626-020 - Powers and duties of agency records officers (Repealed)

Current through Register Vol. 24-14, July 15, 2024
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-04-001,
				  § 434-626-020, filed 1/21/93, effective
				  2/21/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-630 - Powers and duties of the local records committee › Section 434-630-010 - Membership

Current through Register Vol. 24-14, July 15, 2024
The chief examiner of the division of municipal corporations of
				the state auditor's office, the state archivist, and a representative appointed
				by the attorney general shall constitute a committee to be known as the local
				records committee. Reference:
				RCW
				 40.14.070.
Statutory Authority:
				  Chapter
				  40.14 RCW. 92-18-047,
				  § 434-630-010, filed 8/28/92, effective
				  9/28/92.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-630 - Powers and duties of the local records committee › Section 434-630-020 - Committee officers - Duties

Current through Register Vol. 24-14, July 15, 2024
The chief examiner of the division of municipal corporations
				shall be ex officio chairperson of the local records committee. The
				representative appointed by the attorney general shall be vice-chairperson. The
				state archivist shall act as secretary and shall be responsible for the proper
				recording of its proceedings.
Statutory Authority:
				  Chapter
				  40.14 RCW. 92-18-047,
				  § 434-630-020, filed 8/28/92, effective
				  9/28/92.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-630 - Powers and duties of the local records committee › Section 434-630-030 - General powers of the committee

Current through Register Vol. 24-14, July 15, 2024
The local records committee may adopt appropriate procedures
				for records disposition authorization, scheduling, and other matters relating
				to the retention, preservation, or destruction of public records of local
				government agencies, and may exercise such further powers as are granted by
				chapter
				40.14 RCW or any other
				statute.
Statutory Authority:
				  Chapter
				  40.14 RCW. 92-18-047,
				  § 434-630-030, filed 8/28/92, effective
				  9/28/92.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-630 - Powers and duties of the local records committee › Section 434-630-040 - General duties of the committee

Current through Register Vol. 24-14, July 15, 2024
The local records committee shall review lists of records
				submitted to it for destruction authorization and may veto the destruction of
				any or all items contained therein.
The local records committee shall also review recurring
				disposition schedules recommended to it by agencies of local government and may
				veto, approve, or amend such schedules. Approval of a schedule or amended
				schedule shall be by unanimous vote of the local records committee
				members.
Statutory Authority:
				  Chapter
				  40.14 RCW. 92-18-047,
				  § 434-630-040, filed 8/28/92, effective
				  9/28/92.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-630 - Powers and duties of the local records committee › Section 434-630-050 - Duties of the state archivist

Current through Register Vol. 24-14, July 15, 2024
To facilitate the work of the local records committee, the
				state archivist shall have reasonable access to all public records, wherever
				kept, for the purposes of information, surveying, or cataloging them and shall
				perform the following duties:
(1)
			 Provide guidelines to local governmental agencies for their assistance in
			 preparing lists and schedules for destruction authorization.
(2) Record final actions and maintain the
			 official files of the committee.
(3) Designate those records of county,
			 municipal, or other local government agencies which are of primarily historical
			 interest and arrange for document transfer to a recognized depository agency in
			 order to relieve local officers of the burden of housing such records and to
			 insure their preservation.
Statutory Authority:
				  Chapter
				  40.14 RCW. 92-18-047,
				  § 434-630-050, filed 8/28/92, effective
				  9/28/92.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-630 - Powers and duties of the local records committee › Section 434-630-060 - Committee meetings

Current through Register Vol. 24-14, July 15, 2024
The local records committee shall meet in open public session
				at least quarterly to consider all business relevant to the duties of the
				committee, at the office of the state archivist, Olympia,
				Washington.
Statutory Authority:
				  RCW
				  40.14.020. 12-06-054, § 434-630-060,
				  filed 3/5/12, effective 4/5/12. Statutory Authority:
				  Chapter
				  40.14 RCW. 92-18-047,
				  § 434-630-060, filed 8/28/92, effective
				  9/28/92.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-635 - Local records disposition authorization › Section 434-635-010 - Statutory requirements

Current through Register Vol. 24-14, July 15, 2024
No public record other than office files and memoranda of any
				local government agency shall be destroyed until it is six years old or until
				the six-year retention is reduced by the local records committee for records
				that are shown by the requesting agency that a six-year retention is both
				unnecessary and uneconomical or that a lesser federal retention guideline has
				been established; or until the record has been authorized for microfilming or
				for conversion to any other document imaging system approved by the state
				archivist.
Except as otherwise provided by law, no public record,
				including office files and memoranda, shall be destroyed until approved for
				destruction by the local records committee. Reference
				chapter
				40.14
				RCW.
Statutory Authority:
				  Chapter
				  40.14 RCW. 92-18-048,
				  § 434-635-010, filed 8/28/92, effective
				  9/28/92.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-635 - Local records disposition authorization › Section 434-635-020 - Types of destruction authorizations

Current through Register Vol. 24-14, July 15, 2024
Requests to destroy public records in the possession of local
				government agencies shall be approved only by the local records committee and
				shall be of two types as further set forth in these regulations; namely:
(1) Listed nonrecurring authorization;
			 and
(2) Recurring disposition
			 schedules.
Statutory Authority:
				  Chapter
				  40.14 RCW. 92-18-048,
				  § 434-635-020, filed 8/28/92, effective
				  9/28/92.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-635 - Local records disposition authorization › Section 434-635-030 - Listed nonrecurring authorization

Current through Register Vol. 24-14, July 15, 2024
County, municipal, and other local government agencies may
				request authority to destroy noncurrent public records having no further
				administrative or legal value by submitting to the local records committee
				lists of such records on forms provided by the division of archives and records
				management. Such lists, when approved by the local records committee,
				constitute authority to destroy the specifically dated records indicated.
				Listed authorizations are valid only for the dates specified and are not
				recurring for subsequently dated records without submittal of a new
				list.
Statutory Authority:
				  Chapter
				  40.14 RCW. 92-18-048,
				  § 434-635-030, filed 8/28/92, effective
				  9/28/92.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-635 - Local records disposition authorization › Section 434-635-040 - Recurring disposition schedules

Current through Register Vol. 24-14, July 15, 2024
A local government agency, as an alternative to submitting
				lists, may elect to establish a records control program based on recurring
				disposition schedules recommended by the agency to the local records committee.
				The schedules are to be submitted on forms provided by the division of archives
				and records management, to the local records committee, which may either veto,
				approve, or amend the schedule. Approval of such schedules or amended schedules
				shall be by unanimous vote of the local records committee.
Statutory Authority:
				  Chapter
				  40.14 RCW. 92-18-048,
				  § 434-635-040, filed 8/28/92, effective
				  9/28/92.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-635 - Local records disposition authorization › Section 434-635-050 - General schedules may be adopted

Current through Register Vol. 24-14, July 15, 2024
The local records committee may approve and issue records
				retention/disposition schedules which shall constitute authority to dispose of
				specific records, held commonly by like agencies, after a required retention
				period, on a recurring basis until the schedule is either amended or revised by
				the committee.
Statutory Authority:
				  Chapter
				  40.14 RCW. 92-18-048,
				  § 434-635-050, filed 8/28/92, effective
				  9/28/92.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-635 - Local records disposition authorization › Section 434-635-060 - Records retention and disposition guidelines

Current through Register Vol. 24-14, July 15, 2024
The state archivist may furnish suggestions and guidelines to
				local governmental agencies for their assistance in the preparation of lists
				and schedules and may furnish information relating to any other matter relating
				to the retention, preservation, or destruction of public records. Such
				guidelines may be published and include suggestions relative to the minimal
				retentions of records and recommendations for microfilming. The guidelines are
				suggestive only and are not records destruction
				authorizations.
Statutory Authority:
				  Chapter
				  40.14 RCW. 92-18-048,
				  § 434-635-060, filed 8/28/92, effective
				  9/28/92.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-640 - Methods of records disposal › Section 434-640-010 - Records disposal - Generally

Current through Register Vol. 24-14, July 15, 2024
When the state or local records committee has authorized the
				destruction of public records in accord with
				chapter
				40.14 RCW, it shall be the
				responsibility of the agency having requested or received such authorization to
				cause such records to be disposed of promptly and effectively, after the
				approved retention period.
Statutory Authority:
				  RCW
				  40.14.020. 92-05-060, § 434-640-010,
				  filed 2/14/92, effective 3/16/92.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-640 - Methods of records disposal › Section 434-640-020 - Disposal of confidential records

Current through Register Vol. 24-14, July 15, 2024
It is the agency's responsibility to insure that records exempt
				from disclosure per chapter 42.17 RCW, or which are otherwise considered
				confidential, are protected from unauthorized access during any disposal
				process. The primary purpose of such disposal shall be that of reducing the
				records to an illegible condition.
Statutory Authority:
				  RCW
				  40.14.020. 92-05-060, § 434-640-020,
				  filed 2/14/92, effective 3/16/92.