Washington Administrative Code › Title 332 - Natural Resources, Board and Department of (See also Title 222) › Chapter 332-10 - Public records-Department of natural resources and board of natural resources › Section 332-10-130 - Records index for the department

Current through Register Vol. 24-14, July 15, 2024
(1) The department maintains the
			 following methods to index its records:
(a)
Automated Tract
			 Book
. An enterprise content management (ECM) software
			 solution which organizes and stores digital documents and related
			 indexed data for all significant land transactions since statehood
			 concerning the acquisition, transfer, exchange, disposition and
			 management encumbrance activities of state lands owned and managed by
			 the department. It is searchable by legal description, i.e., section
			 - township - range, grantor name, lessor, lessee, file-contract
			 number, etc. The
Automated Tract Book
is managed by
			 the office of the chief lands recorder also known as the department's
			 title and records office.
(b)Commissioner and department
			 orders. Indexed from 1975 to present by year and order number.
			 Commissioner and department orders contain and indicate subject
			 and/or file jacket number.
(c)Board of natural resources
			 meeting index and resolutions. Board meetings are tape recorded and
			 written minutes prepared. These are indexed by date and are available
			 for inspection through the public records officer in the
			 commissioner's office.
(d)Administrative rule docket. The
			 department has historically maintained an index of administrative
			 rules adopted by the department. It is formatted by: Date, department
			 rule number, subject, and contact person. Beginning in 1990 the
			 format was expanded to conform with the requirements of
			 RCW 34.05.315. This
			 index is located in the office of the rules coordinator.
(e) To conform with
			 RCW
			 42.56.070(5), the
			 following indexes and files are maintained by the rules coordinator
			 in the department's administrative office:
(i) All records issued before July
			 1, 1990, for which the department has maintained an index;
(ii) Final orders entered after
			 June 30, 1990, that are issued in adjudicative proceedings as defined
			 in RCW 34.05.-010(1) and that contain an analysis or decision of
			 substantial importance to the department in carrying out its
			 duties;
(iii) Declaratory
			 orders entered after June 30, 1990, that are issued pursuant to
			 RCW 34.05.240 and that
			 contain an analysis or decision of substantial importance to the
			 department in carrying out its duties;
(iv) Interpretive statements as
			 defined in RCW 34.05.-010(8) that were entered after June 30, 1990;
			 and
(v) Policy statements
			 as defined in
			 RCW
			 34.05.010(14) that
			 were entered after June 30, 1990.
Copies of all indexes shall be available for public
				inspection and copying during business hours and in accordance with
				WAC
				332-10-080. The indexes
				shall be kept current and updated annually. Selected final and
				declaratory orders that contain an analysis or decision of
				substantial importance to the agency in carrying out its duties, and
				interpretive and policy statements will be indexed chronologically by
				date, applicable program, hearing title, description of subject
				matter, citation to the law involved, or a selected combination of
				these, as appropriate.
(f)Rule-making file. To conform
			 with
			 RCW 34.05.370, the
			 department maintains an official rule-making file for each rule that
			 the department proposes by publication in the state register or
			 adopts. Some rules apply to specific programs within the department,
			 while others, such as those adopted under the State Environmental
			 Policy Act and the Administrative Procedure Act, apply
			 department-wide. The administrative offices of divisions that
			 administer specific programs maintain the rule-making files that
			 apply to those programs. The department rules coordinator maintains
			 the rule-making files for rules that apply department-wide.
(g) Department policy and procedure
			 library. The department maintains a comprehensive electronic policy
			 and procedures library. The library includes policy statements and
			 procedures used to implement the department's administrative
			 functions and mandated responsibilities. It is organized by program
			 activity, i.e., wildfire, timber sales, administrative functions,
			 etc. Documents are available to all staff from the agency's internal
			 web site.
(h)
			 Bibliography of department publications. It is common practice for
			 the department to publish important policy and management plans as
			 well as reports on specific subjects regarding resource management.
			 The bibliography can be obtained through the department's policy
			 office.