Request for Early Disposition of Source Documents After Digitization
This file outlines the process and requirements for King County offices to dispose of hard copy source records after digitization. It ensures compliance with WAC 434-663, Imaging Systems Standards for Accuracy and Durability. The form includes agency information, records description, and digitization process responsibilities.
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How do I fill this out?
To fill out this form, you'll need to provide detailed information about the records being scanned and the digitization process. Start with agency information, then describe the records and their context, and finally, detail the digitization steps. Ensure all information is accurate before submission.
How to fill out the Request for Early Disposition of Source Documents After Digitization?
1
Provide your department and contact information.
2
Describe the records to be scanned, including date range and disposition authority.
3
Explain the context and purpose of the scanning project.
4
Detail the digitization process and quality control procedures.
5
Attach any required documentation and submit the form for approval.
Who needs the Request for Early Disposition of Source Documents After Digitization?
1
King County offices that have digitized records and need to dispose of the hard copies.
2
Departments within King County looking to comply with WAC 434-663 standards.
3
Records managers in King County responsible for maintaining accurate records.
4
Divisions within King County storing scanned physical records offsite.
5
Agencies seeking approval for early disposition of records after digitization.
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Use the editing tools to make the necessary changes.
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Ensure all fields are accurately completed.
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Save the updated version of the PDF.
5
Download the edited PDF for your records.
What are the instructions for submitting this form?
Submit the completed form to the King County Archives, Records Management and Mail Services Section for approval. You can email the form to records.management@kingcounty.gov or send it via postal mail to 416 Occidental Avenue South, Suite 210, Seattle, WA 98104. For assistance, contact 206-477-6889.
What are the important dates for this form in 2024 and 2025?
Please submit this form before the end of each quarter in 2024 and 2025 to ensure timely processing and compliance.
What is the purpose of this form?
The purpose of this form is to provide a standardized method for King County offices to request early disposition of hard copy source documents after digitization. By using this form, departments can ensure compliance with Washington Administrative Code (WAC) 434-663, which sets standards for the accuracy and durability of imaging systems. This process helps manage records efficiently while maintaining legal and regulatory requirements.
Tell me about this form and its components and fields line-by-line.
- 1. Agency Information: Provides the department, division, agency, and contact person's details.
- 2. Description of Records Being Scanned: Describes the records series title, date range, and disposition authority.
- 3. Digitization Process Responsibilities: Details the scanning entity, formats, scanning densities, and quality control processes.
- 4. Submission Instructions: Provides guidelines on how to submit the form and required attachments.
What happens if I fail to submit this form?
Failure to submit this form may result in non-compliance with state regulations and improper management of records.
- Regulatory Non-Compliance: Not submitting the form means you are not adhering to WAC 434-663 standards.
- Improper Records Management: Without approval, the disposal of physical records may lead to improper record-keeping.
- Legal Issues: Non-compliance could result in legal consequences for the involved department or agency.
How do I know when to use this form?
- 1. Post-Digitization: Submit after you have digitized records to seek approval for disposing of the hard copies.
- 2. Records Retention: When managing your records retention in line with WAC 434-663.
- 3. Regulatory Compliance: To ensure compliance with state imaging and records management standards.
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