CODE OF VIRGINIA

RECORDS MANAGEMENT PROGRAM; AGENCIES TO COOPERATE; AGENCIES TO DESIGNATE RECORDS
OFFICER (§ 42.1-85)

A. The Library of Virginia shall administer a records management program for the
application of efficient and economical methods for managing the lifecycle of
public records consistent with regulations and guidelines promulgated by the
State Library Board, including operation of a records center or centers. The
Library of Virginia shall establish procedures and techniques for the effective
management of public records, make continuing surveys of records and records
keeping practices, and recommend improvements in current records management
practices, including the use of space, equipment, software, and supplies
employed in creating, maintaining, and servicing records.

B. Any agency with public records shall cooperate with The Library of Virginia
in conducting surveys. Each agency shall establish and maintain an active,
continuing program for the economical and efficient management of the records of
such agency. The agency shall be responsible for ensuring that its public
records are preserved, maintained, and accessible throughout their lifecycle,
including converting and migrating electronic records as often as necessary so
that information is not lost due to hardware, software, or media obsolescence or
deterioration. Any public official who converts or migrates an electronic record
shall ensure that it is an accurate copy of the original record. The converted
or migrated record shall have the force of the original.

C. Each state agency and political subdivision of this Commonwealth shall
designate as many as appropriate, but at least one, records officer to serve as
a liaison to The Library of Virginia for the purposes of implementing and
overseeing a records management program, and coordinating legal disposition,
including destruction, of obsolete records. Designation of state agency records
officers shall be by the respective agency head. Designation of a records
officer for political subdivisions shall be by the governing body or chief
administrative official of the political subdivision. Each entity responsible
for designating a records officer shall provide The Library of Virginia with the
name and contact information of the designated records officer, and shall ensure
that such information is updated in a timely manner in the event of any changes.

D. The Library of Virginia shall develop and make available training and
education opportunities concerning the requirements of and compliance with this
chapter for records officers in the Commonwealth.

HISTORY: 1976, c. 746; 1990, c. 778; 1994, c. 64; 1998, c. 427; 2006, c. 60.