Conley:
        Could the law be reworded to require destruction of
materials within 6 months after signed approval on a RM-3
form?
EJ
Prof. Ervin L. Jordan Jr.
University of Virginia Records Manager
Research Archivist, Special Collections

--On Thursday, March 16, 2006 11:37 AM -0500 "Jones,
Virginia" <[log in to unmask]> wrote:

> Conley:
>
> I see that SB461 has passed and been enrolled as law,
> thus creating multiple retention issues for localities.
> I note that section "B" of the law now states that we
> MUST destroy records within six months of the expired
> retention period "in accordance with the provisions of
> this chapter."  I also note that the provisions include
> the statement "authorized to be destroyed or discarded in
> accordance with subsection A." Like many others, we are
> in the process of updating our Department retention
> schedule and have determined some records series require a
> longer retention period than established by the general
> schedules due to business need (Administrative Value).
> What is the process for "renegotiation of the relevant
> schedule" as stated in subsection "A" of the enrolled
> bill?  Would we use this process to receive approval for
> our longer retention periods based on Administrative
> Value?  If not, what process shall we use?
>
> Ginny Jones
> (Virginia A. Jones, CRM, FAI)
> Records Manager
> Information Technology Division
> Newport News Dept. of Public Utilities
> Newport News, VA
> [log in to unmask]
>
> -----Original Message-----
> From: Jan Hathcock [mailto:[log in to unmask]]
> Sent: Friday, February 24, 2006 11:31 AM
> To: Jones, Virginia
> Cc: Conley Edwards
> Subject: Senate Bill 461
>
> Ginny:
>
> Thank you for your inquiry about Senate Bill 461. A
> subscriber to the list sent your message to me since
> Conley Edwards and I have been working on this
> legislation. Since I am not a member of your list can you
> post my reply to the group? Thank you.
>
> In our discussions with members of the General Assembly
> and the Attorney General's Office we have repeatedly
> emphasized the complexity of the issues of the retention
> and destruction of public records. We also pointed out
> that the study commission on the Virginia Public Records
> Act was unable to reach consensus on this issue. Both
> HB959 and SB461 were part of the Attorney General's
> legislative package.
>
> Conley Edwards is out of the office until Monday. He has
> been working with Senator Davis, Delegate Cox, the
> Attorney General's Office and the lobbyist for the
> Circuit Court Clerks on this legislation. Several changes
> to this legislation were considered. Hopefully, the
> reporting requirement will give us an opportunity to
> again highlight concerns and problems with this
> legislation as it relates not only to the Library of
> Virginia but to state and local agencies.
>
> I am certain that Conley will get in touch with you upon
> his return with his thoughts as to how the Library will
> address this legislation.
>
> Jan Hathcock
> Library of Virginia
> 800 East Broad Street
> Richmond, VA 23219-8000
> 804-692-3592
>
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