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: WW1097 LITIGATION CASE FILES Documents current status of legal cases involving the department, its officials, employees or divisions a. Departmental Cases b. Other Cases Retain 10 years after final disposition, then purge or destroy. Retain as long as administratively necessary, then purge or destroy. GS19-010061 GS19-010062 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 ________________________________ To subscribe to or unsubscribe from the VA-ROL list, click the following link: http://listlva.lib.va.us/scripts/wa.exe?SUBED1=VA-ROL&A=1 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)