Introduction to The Library of Virginia State Agency General Schedules

Under the provisions of Section 42.1-76 of the Code of Virginia, the State Library Board issues regulations governing the retention and disposition of state and local government records. In keeping with the Code's mandate, the Library of Virginia (LVA) has developed Records Retention and Disposition Schedules outlining the disposition of government records.

Under this policy, the LVA issues two types of schedules. General schedules apply to the records of common functions performed by or for all state agencies. Specific schedules apply to records that are unique to a state agency.

Before any of its records may be destroyed, a state agency must ensure that:

1. Records to be destroyed are listed on a LVA-approved retention and disposition schedule;
2. Minimum time periods for retention of the particular records, as listed on these schedules, have passed;
3. All known audits, certifications or investigations involving the records have been completed; and
4. A Certificate of Records Disposal (Form RM-3) has been submitted to and approved by the records officer for the agency.
5. After approval of the RM-3 by the agency records officer, the records can be destroyed. After destruction of records, the name of person destroying the records and date of destruction is entered on the form.
6. The original of the RM-3 is then sent to LVA, one copy is retained by the agency in accordance with GS-101.

This set of schedules comprises the general schedules currently approved for use by state agencies. They supersede and replace all previously issued versions of state agency general schedules.

We commend your compliance with the Virginia Public Records Act. Please do not hesitate to contact us should you need any assistance with your records management program. You may contact us via phone: 804-692-3600; fax: 804-692-3603; or E-mail Recman.