A timely FYI

>>> [log in to unmask] 4/14/2006 12:36 pm >>>
Governor Kaine has proposed changes to SB 461.  The bill originally
required the disposal of records within six months of the expiration of
the retention period and required the Librarian of Virginia to report
annually on records destruction.

The Governor's proposal deletes these provisions and changes the
language to read:

Each agency shall ensure that records created after July 1, 2006 and
authorized to be destroyed or discarded in accordance with subsection A,
are destroyed or discarded in a timely manner in accordance with the
provisions of this chapter; provided, however, such records that contain
identifying information as defined in clauses (iii) through (ix), or
clause (xii) of subsection C of § 18.2-186.3
<http://leg1.state.va.us/cgi-bin/legp504.exe?000+cod+18.2-186.3> ,
shall be destroyed within six months of the expiration of the records
retention period.

The reference to 18.2-186.3 describes "identifying information" such
as

(iii) social security number; (iv) driver's license number; (v) bank
account numbers; (vi) credit or debit card numbers; (vii) personal
identification numbers (PIN); (viii) electronic identification codes;
(ix) automated or electronic signatures;  (xii) passwords;

contained in records that "shall be destroyed" within six months of the
expiration of the retention period.

These changes still need to go back to the General Assembly for
discussion and approval, so this may not be the final language.

I welcome your comments on these changes and their possible impact on
your programs.

Conley

********************
Conley L. Edwards
State Archivist
Library of Virginia
800 East Broad Street
Richmond, VA  23219
Telephone:  804-692-3554
Fax:           804-692-3603
E-mail:  [log in to unmask]

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