Current through Register Vol. 24-18, September 15, 2024
(1) The department maintains the
following methods to index its records:
(a)
Automated Tract
Book. An enterprise content management (ECM) software
solution which organizes and stores digital documents and related
indexed data for all significant land transactions since statehood
concerning the acquisition, transfer, exchange, disposition and
management encumbrance activities of state lands owned and managed by
the department. It is searchable by legal description, i.e., section
- township - range, grantor name, lessor, lessee, file-contract
number, etc. The Automated Tract Book is managed by
the office of the chief lands recorder also known as the department's
title and records office.
(b)Commissioner and department
orders. Indexed from 1975 to present by year and order number.
Commissioner and department orders contain and indicate subject
and/or file jacket number.
(c)Board of natural resources
meeting index and resolutions. Board meetings are tape recorded and
written minutes prepared. These are indexed by date and are available
for inspection through the public records officer in the
commissioner's office.
(d)Administrative rule docket. The
department has historically maintained an index of administrative
rules adopted by the department. It is formatted by: Date, department
rule number, subject, and contact person. Beginning in 1990 the
format was expanded to conform with the requirements of
RCW 34.05.315. This
index is located in the office of the rules coordinator.
(e) To conform with
RCW
42.56.070(5), the
following indexes and files are maintained by the rules coordinator
in the department's administrative office:
(i) All records issued before July
1, 1990, for which the department has maintained an index;
(ii) Final orders entered after
June 30, 1990, that are issued in adjudicative proceedings as defined
in RCW 34.05.-010(1) and that contain an analysis or decision of
substantial importance to the department in carrying out its
duties;
(iii) Declaratory
orders entered after June 30, 1990, that are issued pursuant to
RCW 34.05.240 and that
contain an analysis or decision of substantial importance to the
department in carrying out its duties;
(iv) Interpretive statements as
defined in RCW 34.05.-010(8) that were entered after June 30, 1990;
and
(v) Policy statements
as defined in
RCW
34.05.010(14) that
were entered after June 30, 1990.
Copies of all indexes shall be available for public
inspection and copying during business hours and in accordance with
WAC
332-10-080. The indexes
shall be kept current and updated annually. Selected final and
declaratory orders that contain an analysis or decision of
substantial importance to the agency in carrying out its duties, and
interpretive and policy statements will be indexed chronologically by
date, applicable program, hearing title, description of subject
matter, citation to the law involved, or a selected combination of
these, as appropriate.
(f)Rule-making file. To conform
with
RCW 34.05.370, the
department maintains an official rule-making file for each rule that
the department proposes by publication in the state register or
adopts. Some rules apply to specific programs within the department,
while others, such as those adopted under the State Environmental
Policy Act and the Administrative Procedure Act, apply
department-wide. The administrative offices of divisions that
administer specific programs maintain the rule-making files that
apply to those programs. The department rules coordinator maintains
the rule-making files for rules that apply department-wide.
(g) Department policy and procedure
library. The department maintains a comprehensive electronic policy
and procedures library. The library includes policy statements and
procedures used to implement the department's administrative
functions and mandated responsibilities. It is organized by program
activity, i.e., wildfire, timber sales, administrative functions,
etc. Documents are available to all staff from the agency's internal
web site.
(h)
Bibliography of department publications. It is common practice for
the department to publish important policy and management plans as
well as reports on specific subjects regarding resource management.
The bibliography can be obtained through the department's policy
office.
(2)
The department does not use a central filing system. Records are
maintained in each of the regional offices spread throughout the
state and in each of the divisions in the administrative office. Many
of the land ownership and encumbrance records are located in the
department's title and records office at agency headquarters and are
typically identified by legal description such as section - township
- range or department file-contract number. Each organizational unit
maintains a record system to meet its specific needs. The department
can respond to requests for records, by the public describing the
type of information they are seeking. General correspondence related
to governmental and regulatory activities and internal services can
usually be identified by subject and usually in the division
responsible for that activity. Regulatory permits and licenses may be
identified by legal description or application number. Correspondence
and other data related to proprietary activities are identified by
application number and can be cross-referenced by legal
description.
Statutory Authority:
RCW 34.05.220,
34.05.230 and 42.17.250.
91-14-014 (Order 574), § 332-10-130, filed 6/24/91, effective
7/25/91; Order 262, § 332-10-130, filed
6/16/76.
