Benefits and Risks with Records Management

• Public records designated as Archival or Permanent shall not be destroyed. Records designated as Potentially Archival or Appraisal Required must be appraised by the Utah State Archives before disposition.
• Public records must not be destroyed if they are subject to ongoing or reasonably anticipated litigation. Such public records shall be managed in
  accordance with the agency’s policies and procedures for legal holds.
• Public records must not be destroyed if they are subject to an existing public records request in accordance with RCW 42.56. Such public records must be managed in accordance with the agency’s policies and procedures for public records requests.
• Keep storage costs down by destroying records after their useful lifespan and they have met their minimum retention.
• Good records management facilitates the ability to retrieve important documents when needed.
• Audits. If procedures are not consistent it is difficult to provide information when requested.

The State Auditor’s Office takes a risk-based approach to auditing; looking at those areas determined to be of highest risk. Therefore, auditors do not request/review all possible records at every audit. If records are maintained and retained according to current, approved records retention schedules, the auditor will never request records the district does not have. Visit the State Auditor’s Office website at www.sao.wa.gov for more information.