City of Edmonds ~ City Clerk’s Office
PROCEDURES FOR COMPLETION OF ARCHIVE FORMS
FOR DEPARTMENT RECORDS COORDINATORS: 1. Reference the City & State Records Retention Schedules available in your Records Management Manual. This schedule will show you the length of time the record/document must be retained, i.e. 6 years, Permanent, etc. For any questions about retention, please call the City Clerk.
2. Record Series Title: This is the name of the type of document you are archiving. For instance - in Finance
a Record Series Title would be: Payment Vouchers, Inter-Office Receipts, Billing Statements Register, etc. Place items of the same Records Series in a standard archive box. Try to fill boxes or put more than one year of the same Records Series in a box if possible. In that case, use the longest retention period required. 3. Determine the retention period for the documents you are storing. Retention must be the minimum period of time indicated on those Schedules. 4. Prepare the Records Transmittal Form. List the contents of the box on the Records Transmittal Form along with other information noted on the form.
5. Box Numbers: Once the box is prepared and the Transmittal Form is completed, both should be assigned a box
number. In the case of the former Community Services Divisions, call Linda Hynd, Deputy City Clerk (x1245) for a box number. All other departments with individual inventories will follow their own numbering system. 6. When the Transmittal Form is complete make three copies: place one copy on top of the contents of the box, keep one copy for your records, and send one copy to the City Clerk. The City Clerk's Office will keep a security copy. You then can prepare the box label by using an 8-1/2 x 11 white lazer jet label (two labels on a page). After you have labeled the box it can be moved to the appropriate archive/storage area. DO NOT PUT ANY BOXES INTO ARCHIVES WITHOUT GOING THROUGH THE ABOVE PROCESS. NO BOXES WITHOUT APPROVED TRANSMITTAL SHEETS AND BOX #'S SHOULD BE PLACED IN ANY ARCHIVE AREA. 7. Every division should have a Master Log of their department's archive boxes, listed by Box #. If you need the shell document for a Master Log, call Linda Hynd, Deputy City Clerk.
FOR FINANCE RECORDS COORDINATOR: 1. Enter appropriate information into the Master Log of Inactive Records (Archives) for future reference and information. 2. Add that information to a Records Transmittal Form for each box. Place one copy in the box, keep one copy in Records Coordinator's files, and send one copy to the City Clerk’s Office. 3. Arrange for box(es) to be transferred to inactive storage (Archives in Finance Department or Public Works facility on 2nd Ave. S. 4. When the retention period is up and a box is ready for destruction, prepare a Notice of Impending Destruction and submit it to the City Clerk’s Office for review; it will then be returned to you for your Department Head's signature/authorization to destroy. No records will be destroyed without that approval and written documentation of the State of Washington destruction authority number (see Retention Schedule).
Procedures for Completion of Archive Forms.doc