You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # # Greetings all, The Records Officer meant to send a private message, but I'll take the opportunity to post a reminder on "Timely Destruction" of public records, as this question has come from several corners of the state over the past few weeks. The answer is one of standard government issue....it depends. If the record series was created after July 1, 2006, then, to be in compliance with Code of Virginia § 42.1-86.1 <http://lis.virginia.gov/cgi-bin/legp604.exe?000+cod+42.1-86.1> , you must dispose of it following the end of its scheduled retention period. You have one year if the record does not contain any 'identifying information,' and six months if it does. The only instances in which records created after 7/1/06 shall be kept past their retention period is when they are subject to an audit, investigation, litigation, or FOIA request. If the records are due to be destroyed but have to be held past their scheduled retention period for one of these reasons, then they should be destroyed as soon as the hold ends. If the record was created before July 1, 2006, then there is no mandate that you dispose of it, but you are highly encouraged to follow the retention schedules for several sound reasons. (pgs. 3 & 9, http://www.lva.virginia.gov/agencies/records/manuals/vprmm.pdf) There is a page on our Website that covers "Timely Destruction," and provides the pertinent Code cites http://www.lva.virginia.gov/agencies/records/timely.asp <http://www.lva.virginia.gov/agencies/records/timely.asp> If you have any further questions, please contact your Records Analyst http://www.lva.virginia.gov/agencies/records/contacts.asp Thank you, - Glenn ------------------------------------------------------------------------- Glenn T. Smith [log in to unmask] Records Analyst www.lva.virginia.gov The Library of Virginia 804-692-3604 ------------------------------------------------------------------------ ________________________________ From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Johnson, Rikki Sent: Tuesday, May 31, 2011 12:58 PM To: [log in to unmask] Subject: Re: Approving Official You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # Glenn, quick question. The requisite retention schedules that the Library has set -- are they mandatory or may we keep records longer than the schedule? 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)