Tell me…

1. Tell me… If your records management program was a movie or TV show, which one would it be?

2. Records Management:The Public Records Act, the Library of Virginia, and You Glenn Smith Records Management Analyst

3. What we’ll cover Virginia Public Records Act Understanding and using the schedules Records destruction

4. Why records management matters Protect rights of citizens Improve efficiency Reduce risk of litigation Ensure compliance

5. Virginia Public Records Act Designate a records officer Establish and maintain a records management program Destroy records and report to LVA COV § 42.1-76 et seq.

7. What is a public record? . . . documents a transaction or activity . . . Regardless of physical form or characteristic . . . . . . is produced, collected, received or retained in pursuance of law or in connection with the transaction of public business. COV § 42.1-77

8. What is not a record? Reference materials Administrative and personal correspondence Stationery, blank forms Copies

9. Is it a Record?

10. Records management is… Without undue burden of time or cost. By the people who need it . . . Managing information. . . So that it may be efficientlyaccessed. . .

11. What we’re covering Virginia Public Records Act Understanding and using the schedules Records destruction

12. Classifying records General Schedule Common records created and maintained by localities and state agencies Specific Schedule Records unique to an agency that reflects its responsibilities Record Series Related documents normally filed together

17. Schedule number & title Series title Series description Series number Retention and disposition

18. Schedule number & title Series title Series description Series number Disposition Retention

19. Look out for… Confidential records Series not identified on a schedule Format versus content

20. What about my e-mail? Manage sent and received Public can request Accessible for full retention period

21. Benefits of using the schedules Save space and money Identify useful lifespan of records Assist in off-site storage decisions

22. 36” 36” x 58” = 2088 sq. inches or 14.5 sq. feet 18” 16” 24” 14.5 sq. ft x $20/sf/month = $290.00 a month Office Systems Consultants, A Division of Webb Inc.

23. What we’re covering Virginia Public Records Act Understanding and using the schedules Records destruction

24. Records disposition

25. Documenting destruction Destroy Complete Approve Submit • Mail original form to LVA • Destroy records • Witness to destruction signs • Complete Certificate of Records Destruction (RM-3 Form) • Approving official signs • Records officer signs

32. Timeframe for records destruction Each agency shall ensure that records created after July 1, 2006 . . . . . . are destroyed or discarded in a timely manner . . . . . . such records that contain identifying information . . . shall be destroyed within six months . . . COV § 42.1-86.1

33. The clauses…. (vii) personal identification numbers (PIN) (viii) electronic identification codes (ix) automated or electronic signatures (x) biometric data (xi) fingerprints (xii) passwords (i) name (ii) date of birth (iii) social security number (iv) driver's license number (v) bank account numbers (vi) credit or debit card numbers COV § 42.1-86.1

34. Destroying records with SSN • Magnetic media: • Overwrite • Expose to a magnetic field • Paper: • Shred (3/8”) • Pulp • Incinerate • Back-up tapes and computer hard drives: • Overwrite • Degauss • Physically destroy 17 VAC 15-120-30

36. What we covered Virginia Public Records Act Understanding and using the schedules Records destruction

37. Questions? Glenn Smith Records Management Analyst glenn.smith@lva.virginia.gov All forms and schedules, as well as additional resources, available at: www.lva.virginia.gov/agencies/records