Types of public records
What are public records?
Public records are any records prepared, owned, used, or retained by a state or local agency. They contain information about the conduct of government or the performance of its functions.
We may keep records in handwriting, typewriting, print, photocopies, photographs, or electronic media. We may also use any other means of recording, including but not limited to:
- Papers.
- Maps.
- Magnetic or paper tapes.
- Photographic films and prints.
- Motion picture, film, and video recordings.
- Magnetic or punched cards.
- Discs, diskettes, or other electronic media.
- Sound recordings.
- Data compilations from which information may be obtained or translated.
The law requires state agencies to maintain an index of selected records. The following public records index is a broad list of the types of records we maintain. It isn't a complete list of all our records but provides an excellent overview of the records available.
Agency-wide
- Administrative Plans, Working Files, Reports and Survey Results
- Business Plans
- Complaints, Policy or Procedural
- Employee Information File, Supervisor's Copy
- Executive Calendars
- Final Opinions and Orders
- General Requests for Information
- Minutes and Files of General Office Meetings
- Minutes and Files of Policy-Setting Meetings
- Newsletters and Bulletins, Internal and External
- Official Correspondence
- Papers of Executive Direction
- Plans, Routine
- Policies and Procedures
- Project Files
- Public Disclosure Act, Requests and Appeals
- Records Related to Hearings
- Reference Files
- Reports, Annual, Biennial, and Ad Hoc
- Rules and Regulations (Washington Administrative Code)
- Speeches and Writings
- Statistical Reports
- Studies and Operational Plans
- Subject Files
- Subject Files, Executive Level
Director's Office Programs
- Publications
- Form related files
- Printing related files
- Audit files
- Legislative Bill Files, Request Legislation, and related Correspondence
- Affirmative Action Plans, Goals & Reports
- Job Specifications
- Training and Development Files (State Employees, Contractors, and Customers)
- Union Labor Contracts
Finance and Administration Division
Budget Office
- Budget Development, Allotment, and Expenditure Files
Accounting Services
- Agency Financial Reporting System (AFRS) Reports
- Cash Receipts Records
- Disbursement Reporting System Reports
- Financial Reports, Fiscal Year End, Agency Copy
- Assorted other accounting records and files
Office Services
- Facility Management Subject Files
- Leases
- Space Allocation Planning Files
- Telecommunications Service and Order Requests
Supply
- Purchasing Receiving, and Inventory Records
Mail Center
- Mail Pickup and Delivery Records
Management Analysis and Records
- General and Unique Records Retention Schedules
- Record Disposition Notices, Agency
- Administrative Plans, Working Files, Reports and Survey Results
- Legal Issue Files (Tort Claims)
- Policies and Procedures, General Office, Routine
For All Information Services
- Data Processing Operating Procedures
- Equipment Inventory Records
- Network Records
- Production Statistics
- SCAN Account Detail Report
- System Documentation
- System Service Requests
Related information
Questions? Need help?
Email: PublicRecords@dol.wa.gov
