Title: An act relating to updating public records provisions.

Brief Description: Updating public records provisions.

Sponsors: Senators Kastama, Roach, Fairley and Honeyford; by request of Secretary of State.

Brief History:

Committee Activity: Government Operations & Elections: 1/24/06, 1/31/06 [DPS, w/oRec].

SENATE COMMITTEE ON GOVERNMENT OPERATIONS & ELECTIONS

Majority Report: That Substitute Senate Bill No. 6668 be substituted therefor, and the substitute bill do pass.Signed by Senators Kastama, Chair; Berkey, Vice Chair; Roach, Ranking Minority Member; Fairley, Haugen, Kline, McCaslin, Mulliken and Pridemore.

Minority Report: That it be referred without recommendation.Signed by Senator Benton.

Staff: Diane Smith (786-7410)

Background: The division of archives and records management, in the Office of the Secretary of State, ensures the proper management and safeguarding of public records. For these purposes, the State Archivist has access to all public records in order to discharge his or her duties and exercise his or her powers.

Since 1957, when a separate chapter of law governing these purposes was enacted, the combination of changing terminology, changing technology, and amendment has detracted from the chapter's cohesiveness, succinctness, and relevance.

The state records committee approves, modifies, or disapproves records retention schedules for state agency public records and acts upon requests of state agencies to dispose of or to destroy public records. The State Archivist is a member of this committee along with three other representatives appointed by the State Auditor, Attorney General and Director of the Office of Financial Management, respectively.

Similar duties are discharged by the local records committee, of which the State Archivist is also a member. The other members are appointees of the State Auditor and the Attorney General.

Summary of Substitute Bill: The chapter of law governing the preservation and destruction of public records, administered by the division of archives and records management within the Office of the Secretary of State, is reorganized. Archaic language is modernized. Sections are reorganized for ease of reference.

The State Archivist is given the authority to appoint a designee to represent him or her at meetings of the state and local records committees.

Substitute Bill Compared to Original Bill: The bill as referred to committee was not considered.

Appropriation: None.

Fiscal Note: Not requested.

Committee/Commission/Task Force Created: No.

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

Testimony For: This is a clean-up bill that greatly enhances the ease of use of this chapter. State and local records committees determine how long records are kept. This is an exciting bill that is important for facilitating the documentation of democracy

Testimony Against: None.

Who Testified: PRO: Shane Hamlin, Office of Secretary of State and Jerry Hanfield, State Archivist.