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Records Management
State and local government’s records management needs are supported by three of the Library’s departments: the Records Analysis Services section, the State Records Center, and Imaging Services. Each department handles different aspects of records management.
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Records Analysis Services
The records management analysts help government offices comply with the Virginia Public Records Act (VPRA) by:
- publishing retention and disposition schedules;
- offering live and self-guided training materials;
- maintaining databases documenting the destruction of non-permanent records;
- and assisting with the transfer of permanent records to the Archives.
Start Managing Records
Use the arrows or drag the icons on this carousel to find our consolidated pages. In this carousel are pages for contact information, retention schedules, records management forms, training opportunities, records management resources, disaster management, and the Records Oversight Committee (ROC).Â
Quick Links
Records Analysis Section FAQs
Check out these commonly asked questions!
Public School Records Consortium
View past meetings of the Public School Records Consortium (PSRC).
RM-3 Form
Complete your Certificate of Records Destruction to destroy your public records.
SRC RM-3 Form
If your records are stored at the SRC, use this form to destroy them.
Electronic Records Guidelines
Guidance for managing your electronic records.
Intergovernmental Preparedness for Essential Records
Step-by-step courses for disaster preparation.
State Records Center
- About Us
- Services Available
- Fees
- How To Transfer Records
- Directions
The State Records Center (SRC) stores inactive, non-permanent records of state agencies and local governments. Each agency maintains ownership of records that are stored in the SRC. Access to records is strictly controlled. No other agency or person may access records without written authorization. Records in the SRC are kept in a stable, environmentally controlled, secure facility which has fire detection and suppression, and intrusion protection, monitored around the clock.
Contact Us
Matt Ball
Phone: (804) 236-3705
Fax: (804) 236-3722
Email: matt.ball@lva.virginia.gov
Contact Us
Matt Ball
Phone: (804) 236-3705
Fax: (804) 236-3722
Email: matt.ball@lva.virginia.gov
* 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
* 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
* 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
* 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
If you use the SRC, you'll be charged a monthly fee. See our pricing document for current fees (last updated July 1, 2017).
Before records can be transferred into the SRC, they must be listed on a Records retention and disposition schedule and have a finite retention period.
Note: We cannot accept records within 6 months of their expiration. For more exceptions and detailed instructions, review Chapter 11 of the Virginia Public Records Management Manual.
Use our Box Specifications to find the right boxes to pack your records.
Use Shelf Life to enter your records and create barcodes. You'll use Shelf Life to enter, track, and request records stored at the SRC.
Note: Only records entered in ShelfLife will be picked up.
Please do not request a pickup until all boxes have been entered into ShelfLife and properly labeled.
Email us to schedule a pick-up date. Be sure to include the following:
* Total number of boxes
* Location of boxes (floor number and room number)
* Your complete contact information
Note: We cannot accept records within 6 months of their expiration. For more exceptions and detailed instructions, review Chapter 11 of the Virginia Public Records Management Manual.
Use our Box Specifications to find the right boxes to pack your records.
Use Shelf Life to enter your records and create barcodes. You'll use Shelf Life to enter, track, and request records stored at the SRC.
Note: Only records entered in ShelfLife will be picked up.
Please do not request a pickup until all boxes have been entered into ShelfLife and properly labeled.
Email us to schedule a pick-up date. Be sure to include the following:
* Total number of boxes
* Location of boxes (floor number and room number)
* Your complete contact information
Address:
1998 Charles City Road
Richmond, Virginia 23231
Directions from Downtown Richmond:
Take I-64 East to the Laburnum Avenue South exit. Follow Laburnum to
Charles City Road, then turn right. The State Records Center is approximately one mile on the right.
Directions from Tidewater:
Take I-64 West to the Laburnum Avenue exit. At the stoplight take a left, then follow
Laburnum to Charles City Road and turn right. The State Records Center is approximately one mile on
the right.
Call us at (804) 236-3705 for hours, information, and assistance.
1998 Charles City Road
Richmond, Virginia 23231
Directions from Downtown Richmond:
Take I-64 East to the Laburnum Avenue South exit. Follow Laburnum to
Charles City Road, then turn right. The State Records Center is approximately one mile on the right.
Directions from Tidewater:
Take I-64 West to the Laburnum Avenue exit. At the stoplight take a left, then follow
Laburnum to Charles City Road and turn right. The State Records Center is approximately one mile on
the right.
Call us at (804) 236-3705 for hours, information, and assistance.
ShelfLife
To add and manage boxes at the SRC, you'll need to use ShelfLife. Check out this page for more instructions!
READ MOREImaging Services
- About Us
- Services Available
- How To Transfer Records
- Standards
Imaging Services at the Library of Virginia manages a security microform program for the Library’s collection, state agencies and localities and offers advice to state and local governmental agencies in accordance with the Virginia Public Records Act.
Security microforms (i.e. microfilm and microfiche) stored through this program are not used for reference purposes. Access to security microform media is restricted to the record custodian. No other agency or person may have access to it without written authorization from the record custodian.
The Records Storage Section at the State Records Center (SRC) handles microforms of non-permanent records.
Contact Us
Mike LeGrande
Phone: (804) 236-3703
Email:Â michael.legrande@lva.virginia.gov
Security microforms (i.e. microfilm and microfiche) stored through this program are not used for reference purposes. Access to security microform media is restricted to the record custodian. No other agency or person may have access to it without written authorization from the record custodian.
The Records Storage Section at the State Records Center (SRC) handles microforms of non-permanent records.
Contact Us
Mike LeGrande
Phone: (804) 236-3703
Email:Â michael.legrande@lva.virginia.gov
* Quality control of incoming security microfilm of permanent records from localities, state agencies, and vendors on behalf of state and local agencies.
* Maintenance of microforms in an environmentally controlled storage area. Service includes testing for redox blemishes and vinegar syndrome.
* Duplication of reels of security microfilm for record custodians.
* Paper copies of missing pages made from security microfilm. Note: Prints will only be made if the pages are missing from the original book.
* Consultation on microfilm standards, security, storage, and duplication as needed.
* Maintenance of microforms in an environmentally controlled storage area. Service includes testing for redox blemishes and vinegar syndrome.
* Duplication of reels of security microfilm for record custodians.
* Paper copies of missing pages made from security microfilm. Note: Prints will only be made if the pages are missing from the original book.
* Consultation on microfilm standards, security, storage, and duplication as needed.
To transfer microform to Imaging Services, submit the Archival Microform Transfer List and Receipt (ARC-3 Form) to your records analyst for pre-approval.
The following standards and guidelines are for microfilm, plats, instruments, and Circuit Court records:
The Virginia Administrative Code
17VAC15, Chapter 20 Microfilming Archival Public Records (2001)
17VAC15, Chapter 50Â Archival Computer Output Microfilm (COM)Â (2001)
17VAC15, Chapter 61 Standards for Permanent Instruments Recorded by Hard Copy (2016)
LVA Publications
Guidelines for Microfilming Records
Guidelines for Accepting Microfilm, Microfiche or Optical Media for Security Storage at The Library of Virginia
VITA Publications
Standards for Indexing Land Records (pdf)
The Virginia Administrative Code
17VAC15, Chapter 20 Microfilming Archival Public Records (2001)
17VAC15, Chapter 50Â Archival Computer Output Microfilm (COM)Â (2001)
17VAC15, Chapter 61 Standards for Permanent Instruments Recorded by Hard Copy (2016)
LVA Publications
Guidelines for Microfilming Records
Guidelines for Accepting Microfilm, Microfiche or Optical Media for Security Storage at The Library of Virginia
VITA Publications
Standards for Indexing Land Records (pdf)
