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Retention Schedules
About the Schedules
Under Code of Virginia § 42.1-85, the Library of Virginia (LVA) has the authority to regulate the retention and disposition of state and local public records. To do this, we have created records retention and disposition schedules outlining the disposition of public records.
We have two types of retention schedules:
- General schedules apply to records of common activities performed by or for all localities and state agencies.
- Specific schedules apply to records that are unique to an individual state agency.
Before a state agency or locality can destroy public records:
- A records officer for your organization must be designated in writing by completing and filing a Records Officer Designation and Responsibilities (RM-25 Form) with the Library of Virginia.
- Records to be destroyed must be located on a Library of Virginia-approved general or specific records retention and disposition schedule and the retention period for the records must have expired.
- All investigations, litigation, required audits, and Virginia Freedom of Information Act (FOIA) requests must be completed.
- The organization’s designated records officer and an approving official must authorize destruction by completing a Certificate of Records Destruction (RM-3 Form) before the records are destroyed.
Note: When a new schedule is approved, older versions cannot be used.
Schedule Policies
The below policies are applicable to all retention schedules which are available on the Library's website. These policies should be adhered to by all government offices and entities in the Commonwealth of Virginia. Government bodies should ensure they are only using the most up-to-date retention schedules.
- Available schedules continue authority under the provisions of the Virginia Public Records Act, § 42.1-76, et seq. of the Code of Virginia for the retention and disposition of the records as stated on the schedules.
- Available schedules supersede previously approved applicable schedules.
- Available schedules are used in conjunction with the Certificate of Records Destruction (RM-3 Form). A completed RM-3 Form must be approved by an agency-designated records officer before records can be destroyed.
- Any records created prior to 1912 must be offered, in writing, to the Library of Virginia (LVA) before applying these disposition instructions. Offered records can be destroyed 60 days after date of the offer if no response is received from the LVA.
- All known audits, requests for records pursuant to the Virginia Freedom of Information Act, § 2.2-3700, et seq., and retention schedule renegotiations regarding the listed records must be resolved before the records can be destroyed. Knowledge of subpoenas, investigations, or litigation that reasonably may involve the listed records suspends any disposal and/or operational reformatting processes until all issues are resolved.
- The retentions and dispositions listed on the schedule(s) apply regardless of format, e.g., paper, microfilm, electronic image, etc. Unless prohibited by law, records may be reformatted at the agency's discretion. Microfilming must be done in accordance with 17VAC15-20-10, et seq. of the Virginia Administrative Code, "Standards for the Microfilming of Public Records for Archival Retention." All records must be accessible throughout their retention period. Whether the required preservation is through prolongation of appropriate hardware and/or software, reformatting, or migration, it is the obligation of the agency to do so.
- Records custodians must ensure that confidential or privacy-protected information contained in records and non-records is ultimately destroyed to prevent unauthorized disclosure. Confidential destruction of paper is accomplished only through shredding, pulping, or burning. For electronic information, it is accomplished by overwriting the data or physically destroying the media. Merely deleting confidential or privacy-protected information is not sufficient. Documents containing Social Security numbers must be destroyed in compliance with 17VAC15-120-30.
- Under the Virginia Public Records Act, § 42.1-79, the Library of Virginia is the official custodian and trustee of all state-agency records transferred to the State Archives, which may purge select records in accordance with professional archival practices in order to ensure efficient preservation and access.
- Unless otherwise directed, files are closed out at the end of each calendar or fiscal year, as appropriate. Retention periods start at that time. Other event-based filing cutoffs (e.g., "after last action") must be defined and consistently applied by the agency.
Retention Schedule Expiration
As of April 2026, all State Agency Specific Retention Schedules will automatically expire after 25 years without an update to or review of said schedule. Agencies with Specific Schedules that have existed for 25 years without receiving any updates or reviews will be notified of their schedule(s)'s expiration and provided a copy of their schedule(s). These schedules will be permitted to remain active until July 1, 2026, at which time they will be made inactive and unavailable for use. To retain these schedules, agencies should contact their LVA-assigned records analyst for next steps.
For State Agency Specific Retention Schedules expiring after July 1, 2026, RM-19(s) must be provided to the agency's LVA-assigned records analyst before the next Records Oversight Committee (ROC) meeting's deadline after the schedule has expired. If the agency does not make that deadline, the schedule will automatically be made defunct/inactive. Example: The schedule is set to expire September 2026. An RM-19 must be provided before the deadline for the December ROC meeting.
Schedules
Searchable database for local General Schedules
General Administration
GS-19, Administrative Records (June 2026) Program event records updated
GS-02, Fiscal Records (March 2024)
GS-16, General Services (June 2026) Description update to Emergency Plans
GS-33, Information Technology (March 2009)
GS-03, Personnel Records (June 2026) FMLA records added
Local Departments
GS-31, Airports (June 2026) Several series added, several series removed
GS-05, Assessment Records (December 2025)
GS-14, County and Municipal Attorneys (May 2010)
GS-06, Land Use, Land Development and Public Works (June 2026) Major retention update to Elevation Certificates/NFIP records
GS-11, Parks and Recreation (April 2017)
GS-22, Public Library (April 2013)
GS-21 Guidance
GS-21, Public Schools
Revision Guidance, June 2026
4 series superseded by existing series:
- 008196, Cumulative Health Record
- 008219, English as a Second Language (ESL)/English Language Learner (ELL) Records
- 200818, Special Education Records: Separated Post-June 30, 2024
- 200683, Special Education Records: Separated Pre-July 1, 2024
Definitions
Cumulative Health Records: Documents the individual student's medical records.
Medication Administration Information
- Physician orders for prescribed medications and treatment, and parent/guardian permission; medical treatment (such as lab work) performed in the school health office; nurses' notes; medical certification of need for homebound services; Individualized Health Plan (IHP)
- Physical examinations
- Health information progress notes
- Final cumulative health record card
Any medical information needed for eligibility and the writing of the Individualized Education Program (IEP).
Special Education Records: Documents the history of hearing processes and the student’s participation in special education programs.
Hearing Processes Information
- Complaints, copies of evidence, mediation requests, due process hearing records, implementation plans, case closure statement, and supporting documentation.
Program Participation Information
- Referrals, evaluations, Individualized Education Program (IEP), assessments, anecdotal notes, eligibility records, and exit forms.
Threat Assessment Records
Students:
GS-21, Public School schedule, series Threat Assessments, 200315
School Staff:
- Medical Records Created: GS-03, Personnel Records, series Employee Health Records, 010232
- No Medical Records Created: GS-03, Personnel Records, series Incident Reports, 010240
Non-Student/Staff (anyone 18+ not associated with the school system):
GS-03, Personnel Records, series Incident Reports, 010240
GS-21, Public School (June 2026) Updates to student cumulative records
GS-07, Public Utilities (December 2020)
GS-32, Redevelopment and Housing Authority (June 2022)
GS-28, Treasurer (April 2013)
GS-01, Voter Registration and Elections (September 2023)
Human Services
GS-18, Community Services Boards (CSB) (December 2022)
GS-20, Health Records (September 2025)
GS-15, Social Services (June 2026) Licensing Programs series removed
Judiciary
GS-12, Circuit Court (March 2024)
GS-13, Commonwealth's Attorney (June 2014)
GS-27, Court Appointed Special Advocate (CASA) (July 2009)
GS-26, Pretrial Services (September 2005)
Public Safety
GS-25, Community Corrections Act Program (September 2006)
GS-29, Criminal Justice Training Academy (June 2026) Student records reduced retention
GS-24, Juvenile Residential Services (June 2022)
GS-17 Guidance
Virginia Code §19.2-392 mandates that law enforcement agencies must take and submit fingerprints for all felony arrests and Class 1 or 2 misdemeanor arrests to the Central Criminal Records Exchange (CCRE).
To ensure compliance, verify that each arrest has been received and correctly added to the criminal history before destroying any arrest documents:
- Run the subject’s criminal history in VCIN using their Virginia State Identification Number (SID).
- Confirm that all arrests and charges entered by your agency appear on the record.
If the arrest or any related charge is missing, contact the Virginia State Police LiveScan Team at livescan@vsp.virginia.gov. Include the subject’s name, date of birth, Virginia SID, date of arrest, TCN, DCN, and OTN for all arrests or charges that need review.
Do not treat the file as a duplicate until you receive confirmation that the criminal history has been updated.
GS-17, Law Enforcement, Fire and Emergency Services (June 2026) Arrest Files series updated
GS-08, Local and Regional Jails (September 2025)
Searchable database for state General Schedules
General Administration
GS-101, Administrative Records (June 2026) Program event records updated
GS-102, Fiscal Records (March 2024)
GS-106, General Services (December 2025)
GS-113, Information Technology (March 2009)
GS-103, Personnel Records (June 2026) FMLA records added
Specific Departments
GS-111, College and University (March 2026) One new research series added
GS-129, Criminal Justice Training Academy (December 2025)
GS-108, Fire, Safety and Security (June 2026) Description update to Emergency Plans
GS-107, Food Service (May 2001)
GS-100, Governor's Cabinet (January 2018)
GS-120, Health Records (December 2025)
GS-117, Law Enforcement (June 2026) Arrest Files series removed, Parking Tickets added
GS-109, Library and Museum (December 2021)
GS-104, Mailroom (March 2001)
GS-105, Motor Vehicle (April 2001)
How To Read A Schedule
A records series is a group of similar records. Each records series has a series title and series description. Not every record type will be listed by name, so it's important to read the title and description.
We organize our series descriptions using two sentences. The first sentence is about the activity or function being performed. The second sentence will include common record types included in that series. The second sentence always starts with the phrase: "This series may include, but is not limited to". This phrase allows you to include documents that are not listed by name if they match the rest of the series.
If you are unsure about which series to use, reach out to your records analyst.
The retention period tells you how many years to keep your records. The cutoff event tells you when the countdown begins. These two are grouped together on our schedules.
Example: A records series states the records should be retained for "1 year after event". This means you'd keep the records for a year after the event in the series has ended.
Many cutoff events are intentionally vague so that they are flexible. You should create an internal records management policy specifying how your office will interpret various cutoff events.
When entering dates into the electronic RM-3 form, keep an eye on the cutoff event. The cutoff event determines which dates you should be using in the "Begin Date" and "End Date" fields.
If you are unsure about how to interpret the retention period and cutoff event, reach out to your records analyst.
There are many unique cutoff event types used by our records series. See below for the most common cutoff event types and how to interpret them. It's important to keep these cutoff events in mind as you enter your "Begin Date" and "End Date" for your RM-3 forms.
"after end of state fiscal year"
The state fiscal year runs from July 1 to June 30. This cutoff means that records created within a state fiscal year are all grouped together, regardless of whether they were made July 2 or December 16. Once the current state fiscal year ends, the countdown begins.
For example: Accounts Payables (GS-02 or GS-102) created in fiscal year 2020 (July 1, 2019-June 30, 2020) could not be destroyed until fiscal year 2024 (July 1, 2023-June 30, 2024). The records must be kept for three fiscal years, not counting the one they were created during.
"after end of calendar year"
This cutoff means that created within a calendar year are all grouped together, regardless of whether they were made January 1 or December 31. Once the current calendar year ends, the countdown begins.
For example: Correspondence/Subject Files: Other Officials - Other Correspondence (GS-19 or GS-101) created in calendar year 2020 (January 1, 2020-December 31, 2020) could not be destroyed until calendar year 2023 (January 1, 2023-December 31, 2023). The records must be kept for two calendar years, not counting the one they were created during.
"after birth"
This cutoff means that the countdown begins with an individual's (patient, client, etc.) birthday.
For example: Patient Medical/Dental Records: Minors (GS-120) could not be destroyed until 28 years after the patient's birthday.
"after closed"
This cutoff means that the countdown begins once the records are closed. The cutoff is flexible, so "after closed" is defined by you.
For example: Benefits: Benefits Cases (GS-15) that were closed July 1, 2020 could not be destroyed until July 2, 2023. The records must be kept for three years after the case was closed.
"after event"
This cutoff means that the countdown begins after the "event" has occurred. The cutoff is flexible, so "after event" is defined by you, except in cases where we've included a legal citation. Legal citations usually include COV, VAC, or CFR and a string of numbers. Check citations when they appear.
For example: Employment Eligibility Form and Records (I-9): Employee Employed Less Than Two Years (GS-03 or GS-103) could not be destroyed until three years after the employee was hired. The cutoff event says "after event", but the legal citation specifies the "event" as the date of hire.
The disposition method tells you how to destroy non-permanent records or what to do with your permanent records. There are four types of dispositions:
1.) Non-confidential destruction
2.) Confidential destruction
3.) Permanent, in-agency
4.) Permanent, archives
Non-confidential destruction of paper records usually means sending them to the landfill or recycling. For e-records, this usually looks like deleting the record from your files and making sure the record is deleted from your recycling bin as well.
Confidential destruction of paper records usually means shredding, pulping, or burning them. For e-records, this usually looks like electronic shredding, overwriting your hard drive's free space, magnetic media degaussing, or media destruction.
Permanent, in-agency usually means storing your historical records somewhere within your government office or department.
Permanent, archives usually means transferring your historical records to us here at the Library.
If you're unsure how to interpret the disposition method, reach out to your records analyst.