Amy,

I'm checking around with the departments about these. Will see what
response I get, if any, and send them on to you.  I've reviewed these
comments myself with Prince William and felt that the retaining the
working papers/drafts for an additional 5 years is not necessary, but
will see what the departments say about it. On the complaint issue, we
have have used the 1 yr figuring that if it has not been handled by
then, court action would occur.

Dick Harrington  

-----Original Message-----
From: Virginia Records Officer's Listserv
[mailto:[log in to unmask]] On Behalf Of Amy Judd
Sent: Wednesday, December 12, 2007 5:20 PM
To: [log in to unmask]
Subject: Two Land Use records questions

Questions about GS-6 were raised by a locality and I would like to get a
few folks to weigh in on the matter.

1) GS-06 #4: Working papers and documents Plats/plans as they relate to
Planning and Development only, not to Public Works. 
Once a locality has an approved site plan, the final version and
accompanying documents (any comments, the application, engineering
folder, etc) are part of the permanent file. Therefore, what purpose is
served by retaining the working papers/drafts for a subsequent 5 years
after approval?

2) Violations to Zoning Ordinance
I do not see any series on any general schedule that truly addresses
violations to zoning ordinances. There are a few options that might
work, but a dedicated series would be useful to eliminate any doubts.
Some zoning ordinance complaints are being filed as Citizen Complaints
(1 yr retention), others as Inspections (3 yr retention), and others
still as "legal" or potential litigation (5 yr retention). 
Does this set of records merit its own series on the retention schedule
to cover complaints called in by citizens, violations noticed by a
Zoning Inspector, and the results generated by the subsequent
investigation?

I appreciate any input the list members may offer as a revision to GS-06
may be in order.

Sincerely,
Amy Judd
Library of Virginia

To UNSUBSCRIBE, change options, or subscribe, please see the
instructions at http://listlva.lib.va.us/archives/va-rol.html
(If using Netscape, must have version 6.1 or higher to view the above
page)

To UNSUBSCRIBE, change options, or subscribe, please see the instructions
at http://listlva.lib.va.us/archives/va-rol.html
(If using Netscape, must have version 6.1 or higher to view the above page)