Office of the Secretary of State Rate Day  April 19, 2006 Archives & Records Management Division
About the Archives Division <ul><li>Document the history of public government in Washington State </li></ul><ul><li>Promot...
Archives Funding Sources <ul><ul><li>Archives revolving fund  (RCW 40.14.025 ) </li></ul></ul><ul><ul><ul><ul><li>Charged ...
Archives Revolving Fund <ul><ul><li>Allocated to state agencies for archive services.  </li></ul></ul><ul><ul><li>Charges ...
Major Program Services: Archives Services Records Center Imaging & Preservation Services
Archive Services <ul><li>Services to state agencies: </li></ul><ul><li>Collect, restore, preserve and provide access to re...
Archive Services <ul><li>What are the proposed increases: </li></ul><ul><li>2006 supplemental add for Records Management s...
Records Center <ul><li>Services to state agencies: </li></ul><ul><li>secure storage for semi-active and inactive records. ...
SAVINGS State Records Center (2005-07 rate)   $5.89 Private Vendor  (2003 rates) $8.24          40% Records Center  Outsta...
Imaging & Preservation Services <ul><li>Security microfilm storage for state and local agencies.  </li></ul><ul><li>Progra...
Imaging & Preservation Services <ul><li>Imaging services provided to state and private/local agencies: </li></ul><ul><li>M...
 
Digital Imaging Services provide you with: Imaging & Preservation Services <ul><ul><li>Documents that are preserved indefi...
Scanning Service Offerings <ul><li>Microfilm scanning </li></ul><ul><li>Paper scanning </li></ul><ul><li>Large format scan...
Microfilm Service Offerings <ul><li>Digital to Film output </li></ul><ul><li>Document Preparation </li></ul><ul><li>16MM f...
<ul><li>Employee Suggestion Program </li></ul><ul><li>Teamwork Incentive Program </li></ul><ul><ul><ul><ul><li>Note:  Awar...
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Office of the Secretary of State

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  • A small but significant percentage of all state and local government records continue to have value long after they are needed in the office where they are created. These archival records document the vibrant history of interaction between the citizens of Washington and their government, be it the governor, the legislature, state agencies, the courts, school districts, counties, cities, or other public entities. Most records have a short but useful life and are destroyed according to an official schedule. The Division of Archives and Records Management helps government offices create and implement those schedules. Keeping records on schedules has many benefits, such as the following: helps make government more efficient by making it easier for offices to find the most current and accurate information in a timely manner; saves tax-payer money by lessening the need for expensive storage space or technology (learn about the State Records Center); enhances government accountability by preventing the untimely destruction of vital information.
  • Rates do not change even if an agency increases/decreases FTE or number of boxes during the biennium
  • Note these will be proposed, but not necessarily approved by OFM and the legislature in the final billing to state agencies.
  • Digital services are the highest demand beginning in the 99-01 biennia when the service was initiated. Paper and microfilm scan services were initiated in the 03-05 biennia with the demand higher in the microfilm scan service. Analog service demand continues to drop.
  • Employee Suggestion Program Enables individual state employees to submit their innovative ideas and in return, may receive a cash award equal to 10% of the first year net savings (maximum $10,000) Teamwork Incentive Program Allows groups of employees to submit a process improvement either before or after the project has been implemented. Individual team members may receive up to 25% of the first year net savings (maximum $10,000 each) Public Service Recognition Week provides the opportunity to honor public employees, who guarantee that our government – at the county, federal, state and local levels - is top notch. Each year PSRW is 6 months in the making and includes the Extra Mile and Longevity Awards and celebrations in Olympia, Seattle, Spokane, Vancouver and Yakima.
  • Office of the Secretary of State

    1. 1. Office of the Secretary of State Rate Day April 19, 2006 Archives & Records Management Division
    2. 2. About the Archives Division <ul><li>Document the history of public government in Washington State </li></ul><ul><li>Promote efficient records management </li></ul>
    3. 3. Archives Funding Sources <ul><ul><li>Archives revolving fund (RCW 40.14.025 ) </li></ul></ul><ul><ul><ul><ul><li>Charged to state agencies </li></ul></ul></ul></ul><ul><ul><li>Local government fee (RCW 40.14.027; RCW 36.22.175; RCW 36.22.175) </li></ul></ul><ul><ul><ul><ul><li>Tax Warrant Surcharge - $20.00 per warrant </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Document Filing Fees - $2.00 per document </li></ul></ul></ul></ul><ul><ul><li>Imaging fees for service (RCW 40.14.020) </li></ul></ul><ul><ul><ul><ul><li>Fees to recover costs to provide service </li></ul></ul></ul></ul>
    4. 4. Archives Revolving Fund <ul><ul><li>Allocated to state agencies for archive services. </li></ul></ul><ul><ul><li>Charges calculated by FTE and number of boxes stored in the State Records Center. </li></ul></ul><ul><ul><li>Rates are set at the beginning of the biennium. </li></ul></ul>
    5. 5. Major Program Services: Archives Services Records Center Imaging & Preservation Services
    6. 6. Archive Services <ul><li>Services to state agencies: </li></ul><ul><li>Collect, restore, preserve and provide access to records. </li></ul><ul><li>Access to five regional archives and the digital archive. </li></ul><ul><li>Records management consultation. </li></ul><ul><li>Services are supported by revolving fund charges and local government fee revenue. </li></ul><ul><li>2007-09 budget will propose a 9% increase to state agencies. </li></ul>
    7. 7. Archive Services <ul><li>What are the proposed increases: </li></ul><ul><li>2006 supplemental add for Records Management services - $4,000/biennium. </li></ul><ul><li>2007-09 add for Digital Archive Technology Phase 3 - $584,000/biennium. </li></ul><ul><li>On going 03-05 biennium adds not included in the billing - $125,000/biennium. (Required to keep 30 day working capital in the fund. Feds and OFM recommend at least 60 days.) </li></ul>
    8. 8. Records Center <ul><li>Services to state agencies: </li></ul><ul><li>secure storage for semi-active and inactive records. </li></ul><ul><li>reference and circulate records as requested. </li></ul><ul><li>disposal of obsolete records. </li></ul><ul><li>training in records center use. </li></ul><ul><li>Services are supported by revolving fund charges . </li></ul><ul><li>No new increases anticipated in the 2007-09 budget. </li></ul>
    9. 9. SAVINGS State Records Center (2005-07 rate) $5.89 Private Vendor (2003 rates) $8.24 40% Records Center Outstanding service at an excellent price! Cost Comparison for one box from pickup to disposal – Private Vendor versus Records Center
    10. 10. Imaging & Preservation Services <ul><li>Security microfilm storage for state and local agencies. </li></ul><ul><li>Program costs supported by state agency revolving fund charges and local fee revenue. </li></ul><ul><li>The 2007-09 budget will propose continuing the local agency security microfilm reparation project funded 100% Local Government Fees. </li></ul>
    11. 11. Imaging & Preservation Services <ul><li>Imaging services provided to state and private/local agencies: </li></ul><ul><li>Microfilm processing and duplication (analog) </li></ul><ul><li>Digital imaging </li></ul><ul><li>Program costs supported by fee for service. </li></ul><ul><li>Rates were decreased for microfilm scanning and digital microfilm services. Demand for these services is increasing. </li></ul>
    12. 13. Digital Imaging Services provide you with: Imaging & Preservation Services <ul><ul><li>Documents that are preserved indefinitely. </li></ul></ul><ul><ul><li>Documents that have ongoing access shielded from technological change. </li></ul></ul><ul><ul><li>Rates in line with private vendors. </li></ul></ul>
    13. 14. Scanning Service Offerings <ul><li>Microfilm scanning </li></ul><ul><li>Paper scanning </li></ul><ul><li>Large format scanning </li></ul><ul><li>Bound book volume scanning </li></ul><ul><li>Color scanning </li></ul><ul><li>Document indexing </li></ul><ul><li>CD-ROM creation and duplication </li></ul>Imaging & Preservation Services
    14. 15. Microfilm Service Offerings <ul><li>Digital to Film output </li></ul><ul><li>Document Preparation </li></ul><ul><li>16MM filming </li></ul><ul><li>35MM filming </li></ul><ul><li>Film Processing </li></ul><ul><li>Aperture Cards </li></ul><ul><li>Microfiche Jackets </li></ul><ul><li>Diazo and Silver Duplication </li></ul><ul><li>Pick up and Delivery </li></ul><ul><li>Microfilm Destruction </li></ul><ul><li>Free Estimates and Samples </li></ul>Imaging & Preservation Services
    15. 16. <ul><li>Employee Suggestion Program </li></ul><ul><li>Teamwork Incentive Program </li></ul><ul><ul><ul><ul><li>Note: Awards paid by the agency/division where the individual or team is located and/or from the benefiting fund. </li></ul></ul></ul></ul><ul><li>Administer Public Service Recognition Week </li></ul>Productivity Board

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