SENATE BILL REPORT

                  SHB 1497

              As Reported By Senate Committee On:

    Energy, Telecommunications & Utilities, March 30, 1995

                  Ways & Means, April 3, 1995

Title:  An act relating to the preservation of public electronic records.

Brief Description:  Facilitating electronic access to public records.

Sponsors:  House Committee on Government Operations (originally sponsored by Representatives B. Thomas and Dyer).

Brief History:

Committee Activity:  Energy, Telecommunications & Utilities:  3/28/95, 3/30/95 [DP-WM].

Ways & Means:  4/3/95 [DPA].

SENATE COMMITTEE ON ENERGY, TELECOMMUNICATIONS & UTILITIES

Majority Report:  Do pass and be referred to Committee on Ways & Means.

  Signed by Senators Sutherland, Chair; Loveland, Vice Chair; Finkbeiner, Hochstatter and Owen.

Staff:  David Danner (786-7784)

Background:  State law establishes procedures by which public records are preserved, stored, transferred, destroyed or disposed of, and managed.

The State Archivist manages the Division of Archives and Records Management in the Office of Secretary of State.  The archivist manages the state archives, catalogues and arranges the retention of public records, ensures the maintenance and security of such records, operates a microfilming bureau, and directly supervises the destruction of public records that are authorized to be destroyed.

The archivist adopts rules regarding standards for the durability and permanence of state and local public records.  It also establishes procedures for creating, maintaining, transmitting and reproducing photographic, optical, electronic or other images which are public documents.

Summary of Amended Bill:  The State Archivist is directed to adopt rules for cataloging, indexing and storing photographic, optical, electronic and other images of public records, and to adopt rules facilitating access to such records. 

The archivist is directed to assist and train state and local agencies in the proper methods of creating, maintaining, cataloging, indexing, transmitting, storing and reproducing photographic, optical, electronic and other images used as public records. 

The bill is made contingent on funding being provided in the budget act.

Appropriation:  None.

Fiscal Note:  Requested on March 22, 1995.

Effective Date:  Ninety days after adjournment of session in which bill is passed.

Testimony For:  The Archives Division must be able to maintain access to documents and retrieve data in such a way as to protect the legal, audit, budget, fiscal, and administrative and historical requirements of government.  Information captured and disseminated on new electronic and optical imaging technologies requires new methods of identification, control and preservation.  This bill enables the Archives Division to establish procedures toward that end.

Testimony Against:  None.

Testified:  Representative Brian Thomas, original prime sponsor (pro); David W. Owens, Acting State Archivist (pro).

SENATE COMMITTEE ON WAYS & MEANS

Majority Report:  Do pass as amended.

  Signed by Senators Rinehart, Chair; Loveland, Vice Chair; Drew, Finkbeiner, Fraser, Gaspard, Hochstatter, Johnson, Long, McDonald, Pelz, Roach, Strannigan, Sutherland and West.

Staff:  Steve Jones (786-7440)

Ways & Means Amended Bill Compared to Substitute Bill:  The bill is made contingent on funding being provided in the budget act.

Testimony For:  The bill will bring the state archives into the 21st century by providing standards for electronic records.  While the archive program is underfunded, this bill will not necessarily require additional funds.  Full implementation of the bill does not have to occur during the 1995-97 biennium.

Testimony Against:  None.

Testified:  Rep. Brian Thomas, prime sponsor.