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Records Management: The Public Records Act, the Library of Virginia, and You
Jessie R. GrahamRecords Management Analyst
What we’ll cover
1. Virginia Public Records Act2. Understanding and using the
schedules3. Records destruction4. Tips for moving
Why records management matters
Minimize risk of litigation
Ensure compliance with state and federal law
Improve efficiency and productivity
Virginia Public Records Act
•Designate a records officer
•Establish and maintain a records management program
•Destroy records and report to LVA
COV § 42.1-76 et seq.
What is a public record?
. . . documents a transaction or activity . . .
Regardless of physical form or characteristic . . .
. . . is produced, collected, received or retained in pursuance of law or in connection with the transaction of public business.
COV § 42.1-77
What is not a record?• Reference
materials
• Administrative and personal correspondence
• Stationery, blank forms
• Copies
Records management is…
Managing information. . .
So that it may be efficiently accessed. . .
By the people who need it . . .
Without undue burden of time or cost.
What we’ll cover
1. Virginia Public Records Act
2. Understanding and using the schedules
3. Records destruction
4. Tips for moving
Classifying records
Record SeriesRelated documents normally
filed together
General ScheduleCommon records created and maintained
by localities and state agencies
Specific ScheduleRecords unique to an agency that reflects
its responsibilities
Series title
Series description
Series number
Retention and disposition
Schedule number and title
Series title
Series description
Series number
Retention Disposition
Schedule number and title
Look out for…
Confidential records
Series not identified on a schedule
Format versus content
What about my e-mail?
Manage sent and received
Public can request
Accessible for full retention period
Benefits of using the schedules
Save space and money
Identify useful lifespan of records
Assist in off-site storage decisions
36” x 58” = 2088 sq. inches or 14.5 sq. feet
14.5 sq. ft x $20/sf/month =
18”
16”
24”Office Systems Consultants, A Division of Webb Inc.
36”
$290.00 a month
What we’ll cover
1. Virginia Public Records Act
2. Understanding and using the schedules
3. Records destruction
4. Tips for moving
Records disposition
3%
97%
PermanentNon-Permanent
Documenting destruction
Complete
Approve
Destroy
Submit
• Complete Certificate of Records Destruction (RM-3 Form)
• Approving official signs
• Records officer signs
• Destroy records
• Person affirming destruction signs
• Mail original form to LVA
Each agency shall ensure that records created after July 1, 2006 . . .
. . . are destroyed or discarded in a timely manner . . .
. . . such records that contain identifying information . . . shall be destroyed within six months . . .
Timeframe for records destruction
COV § 42.1-86.1
Destroying records with SSN
Paper:
• Shred (3/8”)
• Pulp• Incinerate
Back-up tapes and computer hard drives:
• Overwrite• Degauss• Physically
destroy
Magnetic media:
• Overwrite• Expose to a
magnetic field
17 VAC 15-120-30
What we’ll cover
1. Virginia Public Records Act
2. Understanding and using the schedules
3. Records destruction
4. Tips for moving
Tips for moving
1. Assign a lead person
2. Inventory your records
3. Destroy records that have met retention
4. Label boxes with pertinent information
Tips for moving
1. Have a plan for the new space
2. Keep a master inventory of boxes
3. Move only what you must
What we covered
1. Virginia Public Records Act
2. Understanding and using the schedules
3. Records destruction
4. Tips for moving
Questions?
Jessie GrahamRecords Analyst
All forms and schedules, as well as additional resources, available at:www.lva.virginia.gov/agencies/records
