Records Management roles

If you have trouble reading the dashboard, you can expand it by clicking the diagonal arrow icon on the far right end of the Microsoft Power BI bar.

To locate information on this page, either:

• Sort by column headings
• Locate for an organization/agency name using the dropdown menu
• Filter by a particular role using the tools in the dashboard

Export Options

Export from Microsoft Teams

If you want to export the data in these retention schedules to an Excel spreadsheet, the easiest way to do that is by viewing them on the Agency Dashboard on the county's internal Records Management Network Teams site. From there, you will need to first filter by agency and then navigate back to the RM Roles. Then follow the instructions on that dashboard to Export to Excel. You might be directed to request permission to view that dashboard.

Export from this page

1. Put your cursor anywhere in the first line of the schedule you want to export
2. Hold down the Shift key then click the down arrow key until you reach the bottom
3. Right click anywhere on the schedule and select Copy and then Copy Selection
4. Open a blank Excel spreadsheet, place your cursor in an empty cell (probably A1) then click Ctrl + V

Per Executive Policy INF-15-4-1-EP, the Agency Records Officer (ARO) is the individual appointed by the Agency Director to work with the King County Records Management Program to establish best records management practices within their agency.

Responsibilities

• Develop and provide oversight of records management within their agency
• Serve as a liaison between their agency and the King County Records Management Program
• Select the agency's deputy agency records officers, records management leads, disposition authorities, and records coordinators; and oversee their training and performance
• Oversee the implementation of agency retention schedules and file plans
• Advise senior agency management on records management policies and practices
• Serve as the agency's representative on the Public Records Committee and other records management work groups and committees

Each county agency (at the Owner Organization level within Content Manager) must choose one individual to serve as the agency's Disposition Authority. The agency may also designate one individual to serve as an alternate in the event the primary disposition authority is unavailable. If no disposition authorities are available, the responsibilities fall on the Agency Records Officer. Disposition Authorities are responsible for:

• Reviewing records that have met their retention requirement prior to disposition through the Consignment process (required), or Disposition Request Forms (optional). Disposition includes transfer of agency records designated as archival to the King County Archives, or destruction for non-archival records.
• Informing the Records Management Program if records should not be disposed during the Consignment process, due to legal hold, active public records request, audit, investigation, or for certain business needs.
• Testifying to the agency's records disposition practices in court if required.

A Records Management Lead (RML) serves as a liaison between their workgroup and the King County Records Management Program. Records Management Leads play a significant role in implementing successful records management practices and the deployment of Content Manager (CM) in their offices. They are key to ensuring their coworkers have the information and on-site support needed to manage their records and information. It is important that this individual, appointed by the Agency Records Officer, have the bandwidth to fulfill this role.

Responsibilities

• Knowledge of records retention schedules for their work unit (division, section, or work group) and understanding of King County records management processes, procedures, and policies.
• Assist staff with onboarding and exiting procedures related to records management.
• Develop and maintain standard procedures for their office to ensure records move through the records management lifecycle from creation through disposition.
• Ensure their Agency-Specific Retention Schedule is up to date with the Records Management Program.
• Encourage other staff in their work unit to understand records retention requirements and to manage their records accordingly.
• Encourage implementation and consistent use of Content Manager for filing records, and Content Manager access for staff is up to date.
• Attend Records Management Network Meetings and Demos, and communicate with the Records Management Program, as needed.
• Work closely with managers and supervisors to engage and inform about work unit records management processes and practices.

All King County employees have records management responsibilities associated with their jobs as public servants.

Any user that is not separately defined in another role on this page is considered a General User and has basic records management responsibilities, as described in the online Basic Records Management training, and summarized below.

• Created records needed to document your work
• Organize and maintain your records so they can easily be retrieved
• Do not destroy records before they are legally eligible
• Do not destroy records if they are subject to records requests, audits, investigations or litigation