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State Records Center

The Records Center is used to store inactive, non-permanent records of state agencies and local governments. Your agency maintains ownership of all records that are stored in the Records Center. Access to records is strictly controlled. No other agency or person may access your records without your written authorization. Records in the State Records Center are kept in a stable environmentally controlled, secure Records Center which has fire detection and suppression, and intrusion protection, monitored around the clock.

Before records can be accepted into the Records Center, they must be listed on a records retention and disposition schedule and have a finite retention period. Contact the records management analyst assigned to your state agency or locality for assistance in developing a records retention and disposition schedule.

Services available from the Records Center:

  • Storage of inactive records until disposal.
  • Retrieval of records, with pick up and delivery service available within the Richmond Service Area.
  • Disposal of records in storage at the end of their retention period.
  • Security (confidential) shredding of records.
  • Environmentally friendly pest eradication chamber. Also used to blast freeze and stabilize water damaged records.
  • Advice and guidance on records storage systems.

The following fees apply for Records Center services:

  • Storage (Paper) - $0.27 per cubic foot box per month.
  • Storage (Media) - $1 per cubic foot box per month (media with a retention of 10 years or longer, otherwise same as paper).
  • Normal delivery - Richmond Service Area - no charge.
  • Emergency delivery - Richmond Service Area - $20 per file or box.
  • Emergency retrieval for review at the State Records Center - no charge.
  • Copies, faxes or scanned images - $0.50 cents per page.
  • Disposal of non-confidential records (not shredded) - no charge.
  • Certified confidential destruction of paper records stored in the records center (shredding) - $6 per cubic foot.
  • Certified confidential destruction of paper records not stored in the records center (shredding) - $7 per cubic foot.
  • Certified confidential destruction of microfilm - $30 per cubic foot (minimum charge).
  • Certified confidential destruction of magnetic media by degaussing - $7 per unit.

Courier services - For records being returned to customers outside the Richmond Service Area, records are shipped UPS and billed at cost ($5.00 minimum), or on customers account. For records being sent to the SRC from the Richmond Service Area, the SRC offers free pick-up service. For records being sent to the SRC from outside the Richmond Service Area, customers may contact the SRC Manager for a quote on available pick-up services or arrange for their own records transportation.

For further information see Chapter 11 of the Records Management Manual or contact the Records Center Supervisor at 804-236-3711.

Archives Annex Reading Room

The Archives Annex Reading Room is open on Wednesdays and Thursdays, 9:00 AM to 12:00 PM and 1:00 PM to 4:30 PM. Researchers should consult with the Archives Research Services staff about materials housed there and call 804-692-3888 in advance to schedule an appointment. Researchers must register to use the room and follow the same rules as govern the use of materials in the Archives and Map Research Rooms at the Library of Virginia.

Please note that the reading room will be closed on Wednesday and Thursday, November 25th and 26th for the Thanksgiving holiday and Thursday, December 24th for the Christmas holiday. 

State Records Center Directions and Researcher Information (pdf)

Additional information: