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,
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
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Conley L. Edwards
State Archivist
Library of
Virginia
800 East Broad
Street
Richmond, VA
23219
Telephone:
804-692-3554
Fax:
804-692-3603
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