Washington Office of the Secretary of State

The meeting commenced with committee member introductions and the commencement of the recording. Key agenda items involved the approval of the previous meeting's minutes from August 2, 2023, and the adoption of the current day's agenda. The State Archivist provided updates, noting high activity levels, budget monitoring challenges due to reduced recording fees, carrying 11 staff vacancies (20% of staff), and a substantial investment in digital archives infrastructure. The committee then addressed updates to agency schedules, unanimously approving the Department of Children, Youth, and Family Records Retention Schedule version 2.1 and the Department of Licensing Records Retention Schedule version 1.5. The Eastern Washington University records retention schedule version 1.4 and the University of Washington record retention schedule version 2.26 were also approved. The meeting concluded after confirming there was no other new business, setting the next meeting date for December 6, 2023, and adjourning.

The meeting included updates from the State Records Manager concerning the ongoing search for a new State Archivist, an increase in requests for in-person trainings, and the successful hiring of a full records management staff. It was noted that legislative funding was secured to digitize and index legislative committee and floor records from 1970 through 2016. Additionally, a one-time funding increase was secured for the local government records grant program. The committee reviewed and approved several records retention schedule updates: the Legislative and Legislators' Records Retention Schedule version 1.3, the Criminal Justice Training Commission Records Retention Schedule version 1.2, and the Department of Transportation Records Retention Schedule version 1.17. The University of Washington Records Retention Schedule version 2.18 was also approved, which is expected to reduce their unique series count significantly. The committee was also informed about upcoming training offerings for April, which is Records and Information Management Month, including resources on managing community college records and searching retention schedules.

The committee meeting involved several key discussions and approvals related to records retention schedules. The Washington State Archivist provided an update regarding high legislative activity impacting archives, including monitoring numerous bills that could exempt information from public disclosure, and preparing for the America 250 exhibit launch on March 2nd. The committee also discussed potential display of the Washington State Constitution with the state history museum. Following procedural matters, the committee approved the consultation draft for the next update to the state government general records retention schedule, with feedback due by March 20th. Additionally, the committee unanimously approved updates to several agency records retention schedules: Department of Licensing (Version 2.0), Department of Transportation (Version 1.26), Gambling Commission (Version 1.2), University of Washington Medicine (Version 2.5), and University of Washington (Version 2.36). The meeting concluded with plans for the next session.

The meeting included updates from the Washington State Archives regarding Archives Month, celebrating the theme 'express yourself,' and outreach activities, including safely transporting the state constitution to Spokane. The records manager update announced the retirement of the old list serve and migration to Mailchimp for electronic communication. New business focused on the review and approval of several agency records retention schedules: Department of Labor and Industries (version 1.14), Department of Licensing (version 1.8), University of Washington Medicine (version 2.4), and University of Washington (version 2.34). The Department of Licensing update highlighted clarifying and simplifying schedules, including adding a new Driver's License Archival Summary Record Series.

The proceedings centered around a specific piece of legislation frequently referred to as a "good little bill." Discussion suggested this bill deals with a significant issue and is intended to simplify business operations. One point of contention involved whether the bill constituted a technical change, specifically altering a statutory figure from 24,000 to 28,000. Various speakers expressed support, classifying it as a good, cleanup, or even a great bill. One participant expressed weariness with the repeated use of the phrase "good little bill."