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 > > 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)