Managing Executive Level Records
Basics
Not all records created/received by elected officials, agency heads, and other executives are considered "Archival".
Retention is based on the function and purpose of the records.
Calendars
4 years after end of calendar year (Archival - Appraisal Required)
Calendars - Elected Officials and Agency Heads (DAN GS 10008/GS2024-005)
Sources: State Government General Records Retention Schedule / Local Government Common Records Retention Schedule (CORE)
Calendars - Elected Officials and Agency Heads (DAN GS 10008/GS2024-005)
Sources: State Government General Records Retention Schedule / Local Government Common Records Retention Schedule (CORE)
These calendars are designated “Archival – Appraisal Required” as they provide a concise summary record of the people, issues, and priorities that were of importance to elected officials and agency heads.
This contributes to documenting the "Primary Functions and Programs of Government" and "Substantial Contribution to Historical Events" as identified in the Washington State Archives' Policy Statement on Archival Appraisal.
Correspondence/Communications
Examples of the retention for typical elected officials and agency head correspondence/communications include:
| Function/Purpose | Retention |
|---|---|
| Advice/Assistance/Information | 2 years after communication received or provided, whichever is later (Non-Archival) Provisions of Advice, Assistance, or Information (DAN GS 09022/GS2010-001) Sources: State Government General Records Retention Schedule / Local Government Common Records Retention Schedule (CORE) |
| Set/Impact Direction/Priorities of Agency | 6 years after superseded (Archival - Appraisal Required) Policies and Procedures - Agency Core Mission (GAN GS 10002/GS50-01-24) Sources: State Government General Records Retention Schedule / Local Government Common Records Retention Schedule (CORE) |
| Significant Stakeholders | Until completion of term/appointment (Archival - Appraisal Required) Stakeholder Liaisons (Significant) - Elected Officials and Agency Heads (DAN GS 10017/GS50-01-12) Sources: State Government General Records Retention Schedule / Local Government Common Records Retention Schedule (CORE) |
| Other Stakeholders | 2 years after end of calendar year (Non-Archival) Stakeholder Group Relations (DAN GS 05010/GS2024-027) Sources: State Government General Records Retention Schedule / Local Government Common Records Retention Schedule (CORE) |
Strategies for Identifying Significant Stakeholder Communications
- Make a List - Elected officials and agency heads should make a list of significant stakeholders (legislators, other elected officials/agency heads, business/community leaders, etc.) that they are likely to communicate with.
- Separate/Tag as Created/Received - Separate/tag communications as they are sent/received with the list of significant stakeholders. This proactive approach will be easier than sorting afterwards.
- Sorting Existing Comingled Records - Use the list of significant stakeholders to search existing unsorted communications and then separate/tag those records.
Last Updated: March 2026