Conley:
I understand the Senate has passed SB461 as amended and
has communicated it to the House. It appears the companion bill HB959 is
still in the General Laws subcommittee. This bill raises a serious issue
regarding determining and applying administrative value (business process
requirements) to the retentions set by the General Schedules and how to handle
destruction holds due to audits, possible legal issues, etc. If passed,
one of two things will have to happen - 1) LVA will have to reinstate the
process of reviewing and approving exceptions to the General Schedules through
established agency-specific and locality-specific records retention schedules,
or 2) LVA will have to expand the General Schedules to include all
administrative values as identified by localities and agencies. Both
options require more resources than are currently available at LVA. The
impact statements filed with both bills say there is no fiscal impact.
This is only true if the original bill passes and not the amended
bill.
B. Each agency shall ensure that
records authorized to be destroyed or discarded in accordance with subsection A,
are destroyed or discarded [ in a timely manner within six months of
the expiration of the record's retention period ] in accordance with the provisions of this
chapter. [ All records previously
authorized to be destroyed must be destroyed by July 1, 2007. ]
01/30/06 Senate: Engrossed by Senate as amended
SB461E
01/30/06 Senate: Printed as engrossed
069822726-E
01/31/06 Senate: Read third time and passed Senate
(37-Y 0-N)
01/31/06 Senate: Communicated to
House
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]
From: Virginia
Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Conley Edwards
Sent: Friday, January 27, 2006 4:21
PM
To:
[log in to unmask]
Subject: SB 461/ HB
959
List
members,
The following is posted for your
information and possible interest. The proposed legislation did not emerge
from the recent joint subcommittee studying the Virginia Public Records
Act. The bill reportedly is intended to address the possibility of
identity theft from records with personal information that remain in offices
longer than required by retention schedules.
The companion bill is HB
959.
HB 959 is on the docket for Tuesday,
January 31 at 7 AM, the 7th floor West Conference Room of the
SB 461
Patron:
Jeannemarie D.
Provides that each agency shall
ensure that records authorized to be destroyed or discarded under the Virginia
Public Records Act, are destroyed or discarded in a timely manner in accordance
with the provisions of the Virginia Public Records Act. (House companion bill is
HB 959)
01/11/06 Referred to Committee
on General Laws and Technology
01/25/06 Senate: Reported from
General Laws and Technology with amendments (14-Y
0-N)
(Amendments replace "in a timely
manner" with phrase within six months of the
expiration of the record's retention period and adds All records previously authorized to be destroyed
must be destroyed by July 1, 2007.)
********************
Conley L.
Edwards
State
Archivist
Library of
Telephone:
804-692-3554
Fax:
804-692-3603
E-mail: [log in to unmask]
********************
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