You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # # Erik captures the essence of the issue perfectly. In Fairfax the Dept. of Public Works maintains a database that tracks the land development process. This includes when permits are issued, fees paid, inspections completed, etc... All of the information that Zoning could need can be gleaned from this electronic summary of actions. The hardcopy file is maintained for 3 years after project closure per GS16. This provides an enormous saving in storage space, handling & administration, and especially in FOIA requests. If you ask them exactly what information they typically glean from these records you may find that there is either another resource already available or another way to capture the relevant data. If your Zoning folks really insist that the physical records are critical to their operation (count me amongst the skeptics here), you could suggest that they be transferred to their control after the 3 year limit, making them responsible for any associated costs, liability, and FOIA responses. Following the 3 yr. retention saves money vs. being responsible for all ongoing costs of maintaining them indefinitely... Brian A. Conley, County Archivist Archives and Records Management Branch (703) 658-3876 From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Erik Nelson Sent: Thursday, April 24, 2014 9:32 AM To: [log in to unmask] Subject: Re: Permit vs. Zoning Records You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # # Zoning needs to know what was approved/built and would not need the entire building permit file for that. Surely they can figure out how to capture the data they need for their files without suggesting that another department keep those voluminous files forever. Erik F. Nelson Senior Planner City of Fredericksburg 540 372-1179 From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Chad Doran Sent: Thursday, April 24, 2014 8:43 AM To: [log in to unmask]<mailto:[log in to unmask]> Subject: Permit vs. Zoning Records You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # # I have a question for other localities that deal with retention of permit and zoning records. Building permits and related information are identified as having a 3 year retention period (after final inspection/expiration of the permit) - see below. 000293: Building Records: Inspection and Permit Files This series consists of commercial and residential building, electrical, mechanical, storage tank/container, and/or plumbing applications; drawings; issued permits; supporting documentation; and inspections. Retention: Retain 3 year(s) after event Disposition: Non-confidential Destruction 000316: Permits: Expired or Revoked This series consists of expired or revoked permits not already listed on this schedule. Retention: Retain 3 year(s) after expiration Disposition: Non-confidential Destruction Our Zoning division states that they refer to these building permits to make determinations - and should be kept permanently. How do other localities deal with this situation? Any feedback is much appreciated. Thanks, Chad Chad J. Doran, CRM Chief Records Management Officer Arlington County Government Department of Technology Services 703.228.4085 [log in to unmask]<mailto:[log in to unmask]> The Vision of the Arlington County Records Management Program is: To provide leadership and direction to promote efficient and effective records management practices, to make records available to employees and constituents, to support knowledge sharing among departments and constitutional offices, and to inform decision making throughout the Arlington County Government. 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) 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)