Hi all,

Also, not a college or university, but this is what the Virginia State Police uses.

Jackie Casey, VCA

High Tech Crimes Division

NOVA/DC ICAC Program Support

Virginia State Police

P.O. Box 27472

Richmond, VA 23261

(804) 674-2134

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State Agency equivalent would be GS-101-100334 Litigation Case Files: Other Case Files – “0 Years after no longer administratively useful”. 

When in doubt call your LVA analyst.   If LVA advised you that public schools keep subpoenas for one year after receiving the request didn’t they give you the record series? 

Steven C. Effinger
Senior Records & Information Management Analyst

Virginia Department of Transportation

Records Management Center

1221 East Broad Street

Richmond, VA 23219

(804)-786-5728

From: Virginia Records Officers' Listserv [mailto:[log in to unmask]] On Behalf Of Jones, Virginia
Sent: Thursday, June 30, 2016 10:22 AM
To: [log in to unmask]
Subject: Re: subpoenas - lifecycle

You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # #

Kim:

We are not an educational institution, however, we do receive various types of subpoenas for customer or account information (usually IRS or to support a third party suit).  Our City Attorney told us that they are not considered case files since they are not concerning any litigation involving the City, so we consider them “Other Cases” according to GS19.  Both our retentions are based on GS19.  However, I notice that GS19-010062 no longer appears on GS19 and I cannot find a possible replacement in any of the GS.

Our current schedule shows the following:

GS 19 currently shows:

Legal Case Files                        010061              10 Years after last action Confidential Destruction

This series documents status of legal cases involving the

locality, its officials, employees, or departments.

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 Officers' Listserv [mailto:[log in to unmask]] On Behalf Of Sims, Kimberly
Sent: Thursday, June 30, 2016 9:17 AM
To: [log in to unmask]
Subject: subpoenas - lifecycle

You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # #

Dear All:

For those of you who follow General Schedules for State Agencies:

Our University Counsel’s office inquired about the lifecycle of non-FOIA records requests, specifically regarding subpoenas.  When that office is given a subpoena for a record, such as a student health record, how long should the subpoena be kept?  Nothing jumps out at me within the General Schedules for state agencies. 

LVA advised me that public schools keep subpoenas for one year after receiving the request.

I’m curious to know what other colleges & universities are doing with their subpoenas.

Thanks!

Kim

Kim Sims

University Archivist

Swem Library Special Collections Research Center

The College of William & Mary

P. O. Box 8794

Williamsburg, VA  23187-8794

(757) 221-3094

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