Records Management

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.

• 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

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.

1. Use our Box Specifications to find the right boxes to pack your records.
2. Use ShelfLife to enter your records and create barcodes to label your boxes. You'll use ShelfLife 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

Call us at (804) 236-3705 for hours, information, and assistance.

Address:
1998 Charles City Road
Richmond, Virginia 23231

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.

• 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.

To transfer microform to Imaging Services, submit the Archival Microform Transfer List and Receipt (ARC-3 Form) to your records analyst for pre-approval.

For specific instructions, please review the Forms page.

The following standards and guidelines are for microfilm, plats, instruments, and Circuit Court records: