FINAL BILL REPORT

HB 2073

C 240 L 03

Synopsis as Enacted

Brief Description: Disposing of local government records.

Sponsors: By Representatives Schoesler, Romero and Cox.

House Committee on Local Government

Senate Committee on Government Operations & Elections

Background:

A county, city, or local government agency (local government) must request authority from the Local Records Committee (Committee) to destroy noncurrent public records having no further administrative or legal value. The Committee includes the State Archivist, a representative appointed by the State Auditor, and a representative appointed by the Attorney General. The Committee must review the list of such records and approve or veto the destruction of any or all items contained on the list. No public records may be destroyed until approved for destruction by the Committee.

Official public records may not be destroyed unless: (1) the records are six years old or more; (2) the department of origin has made a satisfactory showing that the retention of records for a minimum of six years is both unnecessary and uneconomical; or (3) the originals of public records less than six years old have been copied or reproduced by process approved by the State Archivist.

"Public records" include any paper, correspondence, completed form, bound record book, or any other document or copy that have been made by or received by any agency in connection with the transaction of public business.

Local government records designated by the State Archivist as having primarily historical interest may be transferred to a recognized repository agency.

Summary:

A local government may, as an alternative to destroying noncurrent public records having no further administrative or legal value, donate the records to the state library, local library, historical society, genealogical society, or similar society or organization. The public records may be donated only if: (1) they are 70 years old or more; (2) the Committee has approved the destruction of the records; and (3) the State Archivist has determined that the records have no historic interest.

Votes on Final Passage:

House 96  0

Senate 43  0    (Senate amended)

House 97 0    (House concurred)

Effective: July 27, 2003