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.

Archival boxes stacked on pallets with shelving behind.

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

The following pages will help you begin managing your office's records! You will see that many pages have been consolidated. 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) for approving new schedules and updates to existing schedules. We update these pages regularly, so be sure to check back frequently.

Contacts

Not sure where to start? Find contact information for your office’s records officer and your Library-assigned records management analyst here!

Retention Schedules

Find out how long you should keep your records with our retention schedules.

Forms

This is the one-stop-shop for all records management forms! All required forms can be found here, from destruction reporting to archival transfers.

Training

Resources

We’ve gathered resources about records management and grouped them by similarity. If you’re curious about electronic records, external organizations, or just want a good starting point, look no further!

Disaster Management

Disasters big and small are part of daily life. To prepare your office and your records, you need to create a realistic disaster plan. This page gives you a starting point.

Records Oversight Committee

The Records Oversight Committee (ROC) meets quarterly to approve changes to retention schedules. Want to see how schedules are updated?

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
Archives Reading Room

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

* 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.

Use our Box Specifications to find the right boxes to pack your records.

Use Infolinx to enter your records and create barcodes. You'll use Infolinx to enter, track, and request records stored at the SRC. Note: Only records entered in Infolinx will be picked up.

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.

The Archives Annex Reading Room houses permanent, historic records. We are currently serving these materials at the Library's main location at 800 East Broad Street. Researchers should consult with the Archives Reference Services staff about materials housed there and email archdesk@lva.virginia.gov at least one week before planning to visit. Records are transferred on Tuesdays and must be requested no later than 4:30 PM the Friday before.

Infolinx

To add and manage boxes at the SRC, you'll need to use Infolinx. Check out this page for more instructions!

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: 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.

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 50 Archival Computer Output Microfilm (COM) (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)