Search Results
GS-19: Administrative Records
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 010021 | Acknowledgment and Referral Files | This series documents receipt of an item or forwarding of an item to another office when no other action is taken or expected of the forwarding office. | Retain 3 month(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 010024 | Agenda and Supporting Documentation Files | This series documents the publishing of public notices of meetings and proposed schedules. This series may include, but is not limited to: materials reviewed or used by the board, commission, or conference, and items presented to or introduced by the board, commission, or conference. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | COV 2.2-3707 | 9/10/2026 |
| 010025 | Agreements, Memorandums of Understanding (MOU) and Non-Fiscal Contracts | This series consists of signed, binding agreements, other than contracts involving procurement or payment of monies. The agreements may be between departments within the agency, other government agencies, localities, business entities or an individual or group of individuals. This series may include, but is not limited to: agreements, MOUs, contracts, and supporting documentation. | Retain 5 year(s) after termination | Confidential Destruction | 9/10/2026 | |
| 010002 | Annexation/Consolidation Files | This series documents locality arguments, fact finding, and actions on agreements or disputes among counties, cities and towns, or decisions of the Commission on Local Government boundary changes to cities and towns. | Permanent, In Agency | COV 15.2-3200 - 3244f | 9/10/2026 | |
| 010008 | Annual Disclosure of Economic Interests | This series consists of the disclosure of economic interest forms filed by members of governing bodies, commissions, and boards. | Retain 5 year(s) after end of calendar year | Confidential Destruction | COV 2.2-3115, COV 2.2-3117, COV 2.2-3115C | 9/10/2026 |
| 010027 | Appointment Calendars | This series documents the agenda of public officials. This series may include, but is not limited to: printed or published calendars intended for limited or general distribution. | Retain 1 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 010091 | Approved Forms Masters and Supporting Documentation | This series documents the development, design, approval, and use of forms. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 010004 | Citizen Complaint Files | This series documents citizen complaints, preliminary investigations, findings, background material and responses. | Retain 1 year(s) after last action | Confidential Destruction | 9/10/2026 | |
| 010005 | Citizen Petitions | This series documents receipt of a petition from citizens, preliminary research, and responses. | Permanent, In Agency | COV 15.2-301 | 9/10/2026 | |
| 010033 | Consultants' Reports and Related Documents | This series documents the work of consultants hired by the locality. This series may include, but is not limited to: consultant reports and notes. | Retain 5 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 100893 | Correspondence/Subject Files: Board Members - Except Chairpersons | This series documents incoming and outgoing letters, memoranda, faxes, notes, and their attachments, in any format including, but not limited to, paper and e-mail. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 100891 | Correspondence/Subject Files: Board/Council - Mandated by Code of Virginia or Virginia Administrative Code - Chairpersons | This series documents the correspondence of code mandated boards. This series may include, but is not limited to: letters, memoranda, faxes, notes, e-mail and attachments. | Permanent, Archives | 9/10/2026 | ||
| 100892 | Correspondence/Subject Files: Boards/Commissions/Conferences | This series documents incoming and outgoing letters, memoranda, faxes, notes, and their attachments, in any format including, but not limited to, paper and e-mail. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 010006 | Correspondence/Subject Files: City Manager/County Administrator | This series consists of incoming and outgoing letters, memorandum, faxes, notes and their attachments, in any format including, but not limited to, paper and electronic mail. | Permanent, In Agency | 9/10/2026 | ||
| 010037 | Correspondence/Subject Files: Department or Division Heads | This series consists of incoming and outgoing letters, memoranda, faxes, notes, and their attachments, in any format including, but not limited to, paper and e-mail. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 010038 | Correspondence/Subject Files: Other Officials | This series consists of incoming and outgoing letters, memoranda, faxes, notes, and their attachments, in any format including, but not limited to, paper and e-mail. | Retain 2 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 010039 | Correspondence/Subject Files: Routine, Administrative - Not Specified Elsewhere | This series consists of incoming and outgoing letters, memoranda, faxes, notes, and their attachments of a routine administrative nature, in any format including, but not limited to, paper and e-mail. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 010007 | Deeds and Property Files | This series documents local government ownership of real property. | Retain 10 year(s) after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | COV 15.2-1800 to 1814 | 9/10/2026 |
| 010040 | Directives | This series documents directives from the city council, city manager, county administrator, or board of supervisors outlining policy to lower levels of authority. | Permanent, In Agency | 9/10/2026 | ||
| 010041 | Directory Listings and Files | Lists of current or former employees and/or phone listings, office listings or lists of contacts or service providers. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 200102 | Drafts | This series consists of materials produced during the planning, designing and composing of a public record. This series includes recordings of meetings used to create minutes. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 200426 | E-Rate Program: After June 30, 2015 | This series documents a school or library's eligibility, competitive bidding process, discount calculation, compliance with the Children's Internet Protection Act (CIPA), funding requests, and funding disbursements related to the Schools and Libraries Program (aka E-Rate Program) of the Universal Service Fund administered by the Universal Service Administrative Company (USAC) under the oversight of the Federal Communications Commission (FCC). This series includes, but is not limited to: accreditation or charter documentation, procurement documentation, contracts, worksheets, reports, bills, invoices, and receipts. These records are closed upon the last day of the applicable funding year or the service delivery deadline for the associated funding request, whichever comes later. | Retain 10 year(s) after closed | Non-confidential Destruction | 47 CFR 54.516(a) | 9/10/2026 |
| 200427 | E-Rate Program: Before July 1, 2015 | This series documents a school or library's eligibility, competitive bidding process, discount calculation, compliance with the Children's Internet Protection Act (CIPA), funding requests, and funding disbursements related to the Schools and Libraries Program (aka E-Rate Program) of the Universal Service Fund administered by the Universal Service Administrative Company (USAC) under the oversight of the Federal Communications Commission (FCC). This series includes, but is not limited to: accreditation or charter documentation, procurement documentation, contracts, technology plans, worksheets, reports, bills, invoices, and receipts. These records are closed upon the last day of the applicable funding year or the service delivery deadline for the associated funding request, whichever comes later. | Retain 5 year(s) after closed | Non-confidential Destruction | 47 CFR 54.516(a) | 9/10/2026 |
| 010043 | Employee Suggestion Program Files | This series documents the implementation and control of an employee suggestion plan. | Retain 3 year(s) after last action | Non-confidential Destruction | 9/10/2026 | |
| 010044 | Environmental Impact Studies | This series documents the environmental impact of major projects proposed by localities or reviewed by locality officials. | Permanent, In Agency | COV 15.2-2202 | 9/10/2026 | |
| 010045 | Executive Orders | This series documents orders of the city manager or county administrator. | Permanent, In Agency | 9/10/2026 | ||
| 010046 | Feasibility Studies | This series documents feasibility studies created by or for a locality. | Permanent, In Agency | 9/10/2026 | ||
| 010047 | Finding Aids or File Locators | This series consists of lists created to locate files, records, or artifacts. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 010049 | Freedom of Information Act (FOIA) Requests | This series documents the agency's receipt of and response to requests to view official records or retrieve information from official records as per the Virginia Freedom of Information Act (FOIA). This series may include, but is not limited to: requests, responses, and logs. | Retain 3 year(s) after last action | Non-confidential Destruction | COV 2.2-3700 to 3714 | 9/10/2026 |
| 200812 | Grant Projects: Awarded - With Terms | This series documents the application and award process, authorizations, performance monitoring, and close-out process of state, federal, and/or private grant projects participated in or awarded/administered by local agencies that contain contractual terms for records retention. This series may include, but is not limited to: accounts payables and receivables, applications, in-kind/supporting documentation, draw-down requests, evaluations, fiscal reports, notifications, modification requests, and other correspondence and reports. | Retain until after terms of contract met | Confidential Destruction | 9/10/2026 | |
| 010051 | Grant Projects: Awarded - Without Terms | This series documents the application and award process, authorizations, performance monitoring, and close-out process of state, federal, and/or private grant projects participated in or awarded/administered by local agencies that do not contain contractual terms for records retention. This series may include, but is not limited to: accounts payables and receivables, applications, in-kind/supporting documentation, draw-down requests, evaluations, fiscal reports, notifications, modification requests, and other correspondence and reports. | Retain 3 year(s) after project completion | Confidential Destruction | 2 CFR 200.334 | 9/10/2026 |
| 000182 | Grant Projects: Not Awarded | This series documents grant proposals, submitted and received, that were not awarded. This series may include, but is not limited to, letter of intent, application, proposed budget, and notification of denial. | Retain 1 year(s) after decision | Non-confidential Destruction | 9/10/2026 | |
| 010054 | Hearings: Administrative | This series documents administrative hearings not listed on another records retention schedule. | Retain 3 year(s) after last action | Non-confidential Destruction | 9/10/2026 | |
| 010064 | History Files | This series documents the history of the locality, its government, its accomplishments, its officials, or employees. This may include material of an exceptional nature that is listed as disposable in this or other general schedules. This series may include, but is not limited to: scrapbooks; photographs; articles; program notes; documentation of events sponsored or funded by the locality; narratives; and printed, audio, or audiovisual histories. | Permanent, Archives | 9/10/2026 | ||
| 010055 | Indexes, Checklists, and Control Lists | This series consists of forms, books, or computer records used for internal control of a process or action that does not act as the only record of final approval of the action or process. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 200131 | Industrial/Economic Development Authority | This series documents the work of the authority to acquire, own, lease, and dispose of property, as well as make loans, to promote industry and develop trade. This series may include, but is not limited to: bond transcripts, correspondence, and legal documents. | Retain 6 year(s) after final payment | Confidential Destruction | 9/10/2026 | |
| 010057 | Information and Public Education Records: Other Records | This series documents public information or education campaigns and materials or items collected from various sources about the locality. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 010056 | Information and Public Education Records: Pamphlets, Visual Aids and/or News Clippings Regarding Historically Significant Events | This series documents public information or education campaigns and materials or items about the locality, collected from public sources. | Permanent, In Agency | 9/10/2026 | ||
| 010058 | Investigative Reports | This series documents internal investigations of incidents, local officials, employees, departments or operations and policies not covered by another general or specific schedule. | Retain 3 year(s) after last action | Confidential Destruction | 9/10/2026 | |
| 010061 | Legal Case Files | This series documents status of legal cases involving the locality, its officials, employees, or departments. | Retain 10 year(s) after last action | Confidential Destruction | 9/10/2026 | |
| 010059 | Legal Opinions | This series consists of the opinions requested by the agency, its officials, employees or departments, from the agency counsel, special (outside) counsel, or the Attorney General's office on matters of law. | Permanent, In Agency | 9/10/2026 | ||
| 010063 | Locality Annual Reports | This series consists of reports prepared by or for the locality addressing the “state” of the locality, including goals, targets, objectives, and finances. | Permanent, Archives | 9/10/2026 | ||
| 010065 | Management Reports | This series consists of reports created for internal control or management of a specific function of the local government. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 010093 | Microform Records: Inspection Reports | This series documents the inspection and approval of microform prepared by or for locality. This series may include, but is not limited to: copies of background densities and inspection reports. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 17VAC15-20-70 | 9/10/2026 |
| 010094 | Microform Records: Processing or Methylene Blue Tests | This series documents testing required to validate the correct processing and development of microform. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 17VAC15-20-70 | 9/10/2026 |
| 010029 | Minutes: Entity Having Enforcement, Regulatory, or Decision Powers | This series documents the proceedings of meetings of boards, councils, conferences, committees, offices, and other groups having enforcement, regulatory or decision powers. This series includes indexes to minutes. | Permanent, In Agency | 9/10/2026 | ||
| 010030 | Minutes: Entity Without Enforcement, Regulatory or Decision Powers | This series documents proceedings of various meetings of advisory boards, councils, conferences, committees, offices, and other groups that do not have enforcement, regulatory, or decision making powers. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 010068 | Motion Pictures: Locality Produced or Sponsored | This series documents motion pictures or videos, other than training material and temporary recordings of minutes, prepared by or for locality for a specific purpose. | Permanent, In Agency | 9/10/2026 | ||
| 010069 | Office Instructions or Procedures | This series documents internal guidelines, policies, or instructions for the operation of an office or a function. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 200764 | Ombudsman | This series documents the confidential, impartial, and informal assistance provided by an Ombudsman to help resolve concerns, conflicts, and issues between individuals and a government office. This series may include, but is not limited to: correspondence, notes, and reporting data. | Retain until after no longer administratively useful | Confidential Destruction | 9/10/2026 | |
| 010017 | Ordinances and Resolutions | This series documents the adoption of ordinances and resolutions by the board of supervisors or city/town council. | Permanent, In Agency | COV 15.2-1433, COV 15.2-1425 | 9/10/2026 | |
| 010070 | Organization Files: Administrative Structure and Management | This series documents organization or functions of the locality's major administrative units; also, material about the reorganization of the departments or management structure. | Permanent, In Agency | 9/10/2026 | ||
| 010071 | Organization Files: Other Records | This series consists of files not directly related to the organization or reorganization of the locality’s management structure. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 010073 | Photographs and Negatives: Historically Significant | This series documents the locality’s organization, special ceremonies, occasions, events, and facilities. This series includes photographs or negatives created by or for locality. | Permanent, Archives | 9/10/2026 | ||
| 010075 | Photographs and Negatives: Other Material | This series consists of photographs, negatives, image files, filmstrips, or slides produced by the locality, not considered historically significant. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 010074 | Photographs and Negatives: Personnel Identification | This series documents photographs used for identification of employees, contractors, or vendors. This series may include, but is not limited to: negatives, imaging files, requesting paperwork or documentation. | Retain 1 year(s) after separation | Non-confidential Destruction | 9/10/2026 | |
| 010076 | Planning Files: Administrative | This series documents the planning of administrative changes or projects, major purchases, significant events or occasions not requiring board or council approval of the details. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 010018 | Policy and Procedure Records | This series documents guidance issued or approved by the city council, city manager, board of supervisors and/or county administrator. | Permanent, In Agency | 9/10/2026 | ||
| 010079 | Presentation Materials | This series documents presentations given by locality employees. This series may include, but is not limited to: slides, overheads, flip charts, and handouts. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 101211 | Proclamations | This series documents the honoring of specific groups, associations, or people by the Mayor or Board of Supervisors. The series consists may include, but is not limited to: formal proclamation signed by the Mayor or Board of Supervisors. | Retain 2 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 200564 | Program and Event Registration | This series documents registration and attendance for events, workshops, conferences, and programs offered by an agency. This series may include, but is not limited to, applications, registration and payment information, and attendance records. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 010082 | Project Documentation Files | This series documents the design, development, control, or monitoring of a specific project or group of projects. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 010019 | Public Hearing Notices | This series documents issuance and publication of notices of public hearings, other than board of supervisors or city/town council meetings. | Retain 1 year(s) after last action | Non-confidential Destruction | COV 2.2-3707 | 9/10/2026 |
| 010083 | Public Relations Files: Historically Significant | This series documents information provided to the public at large or specific elements of the public, business, or government communities. This series may include, but is not limited to: pamphlets, speeches, visual aids, news releases and clippings, and publications. | Permanent, In Agency | 9/10/2026 | ||
| 010084 | Public Relations Files: Other Items | This series documents routine information provided to the public at large or specific elements of the public, business, or government communities. This series may include, but is not limited to: speeches and graphic arts material. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 010086 | Publication or Duplication Masters or Proofs | This series consists of materials used to produce publications. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 010085 | Publications: Locality Produced or Sponsored | This series consists of official publications of locality meant for public distribution or general internal distribution. | Permanent, In Agency | COV 42.1-94 | 9/10/2026 | |
| 010087 | Recordings, Audio and Visual: Historically Significant | This series consists of audio or visual recordings, created by or for a locality, that are of an enduring historically significant nature or that describe the current function or organization of the locality’s major administrative units. | Permanent, In Agency | 9/10/2026 | ||
| 010089 | Recordings, Audio and Visual: Other Recordings | This series consists of audio or visual recordings created by or for the locality that are not historically significant. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 200081 | Records Management Files: Archival Transfer Forms | This series documents the transfer of permanent records to the Archives at the Library of Virginia. This series includes: Archival Transfer List and Receipt (ARC-1 Form), Archival Transfer Folder List (ARC-2 Form), and Archival Microform Transfer List and Receipt (ARC-3 Form). | Permanent, In Agency | 9/10/2026 | ||
| 010022 | Release Forms: Adults | This series documents individual liability release statements for adults that are required for participation in various programs. | Retain 5 year(s) after end of calendar year | Confidential Destruction | 9/10/2026 | |
| 010026 | Release Forms: Minors | This series documents individual liability release statements for children under the age of 18 required for participation in various programs. | Retain 5 year(s) after 18th birthday | Confidential Destruction | 9/10/2026 | |
| 010096 | Reports | This series documents routine reports not listed on any general or special schedule. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 200880 | Safety Assessments | This series documents agency concerns or plans regarding potentially threatening persons or situations that have not yet resulted in a specific incident report. This series may include, but is not limited to: trespass lists, reports, anecdotal notes, and correspondence. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 010097 | Safety Records | This series documents accident investigations. This series may include, but is not limited to: accident reports and safety policy statements except those records required by OSHA or the Department of Labor and Industry. | Retain 3 year(s) after last action | Non-confidential Destruction | 9/10/2026 | |
| 010099 | Schedule of Daily Activities: Required by Law or Regulation | This series documents the control or recording of the activities of employees other than payroll/hourly-wage records. This series may include, but is not limited to: diaries, logs, and registers. | Retain 2 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 200428 | Service Recognition Program | This series documents the process and events for recognizing the service and accomplishments of employees and volunteers. The documentation of the recognition itself should be placed in the individual personnel record. This series may include, but is not limited to: nomination forms, correspondence, reports, and lists. | Retain 3 year(s) after event | Non-confidential Destruction | 9/10/2026 | |
| 010105 | Surveys: Administrative | This series documents surveys produced by or for the locality for administrative, informational, or research purposes. | Retain 2 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 010106 | Telephone Logs and Messages | This series documents incoming or outgoing routine telephone calls. This series may include, but is not limited to: message slips, voicemail messages, and call logs. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 200821 | Transit Services Accommodations | This series documents applications for transit accommodation services, including but not limited to paratransit services and reduced fare programs. This series may include, but is not limited to: eligibility applications, denials, approvals, appeal forms, verifications, and physician letters. | Retain 5 year(s) after decision | Confidential Destruction | 9/10/2026 | |
| 010109 | Vacation or Work Schedules | This series documents employee’s time off from work, not created specifically for payroll purposes. | Retain 2 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 010111 | Voice Mail/Answering Machine Messages: Relevant to Specific Actions | This series consists of recordings and message slips documenting incoming telephone calls. These messages have a bearing on actions or decisions taken or not taken. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 010113 | Work or Production Control Records | This series consists of records, not related to any other existing locality records series, created to project, monitor, control, tabulate, or report the daily work activities of an individual or group other than payroll records. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 010114 | Work Orders: Administrative Copies | This series documents work orders or production orders submitted by locality employees. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 |
GS-31: Airports
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 200985 | Abandoned or Derelict Aircraft | This series documents the findings of abandoned or derelict aircraft on airport grounds. This series may include, but is not limited to: notices, claims, reports, and receipts. | Retain 5 year(s) after last action | Non-confidential Destruction | 6/11/2026 | |
| 006166 | Activity Reports: Annual | This series documents indicators of airport activities relevant to arrivals and departures, type of aircraft served, number of passengers, cargo amounts, fuel use, Annual Report of State Funding Received reports, and activities of related operations, including restaurants, gift shops, and car rental outlets. This series may include, but is not limited to, logs and reports. | Permanent, In Agency | 6/11/2026 | ||
| 006167 | Activity Reports: Other | This series documents various indicators of airport activity relevant to reports of airport division activities, including operational data for annual reporting. This series includes, but is not limited to, logs and reports. | Retain 2 year(s) after end of calendar year | Non-confidential Destruction | 6/11/2026 | |
| 006168 | Airport Certification Records: Certification Manuals | This series documents certifications, licenses, and permits issued by the Federal Aviation Administration (FAA) or other federal or state agencies. This series includes, but is not limited to: manuals, certifications, logs, and reports. | Permanent, In Agency | 6/11/2026 | ||
| 006169 | Airport Certification Records: Other | This series documents certifications, licenses, and permits issued by the Federal Aviation Administration (FAA) or other federal or state agencies to airport divisions. This series includes, but is not limited to, supporting documentation. | Retain 2 year(s) after expiration | Non-confidential Destruction | 6/11/2026 | |
| 006172 | Airport Complaint Records | This series documents complaints and service requests related to airport noise and operations. This series includes, but is not limited to, records, logs, and related data. | Retain 2 year(s) after last action | Confidential Destruction | 6/11/2026 | |
| 006173 | Airport Master Files | This series documents descriptive and operational information for individual airports. This series includes, but is not limited to, supporting documentation and Airport Layout Plans (ALPs). | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 6/11/2026 | |
| 006175 | Airport Self-Inspection Reports | This series documents Federal Aviation Administration (FAA)–mandated airport inspections conducted by airport personnel. This series includes, but is not limited to, inspection reports. | Retain 1 year(s) after event | Non-confidential Destruction | 6/11/2026 | |
| 006177 | Daily Log Books | This series documents daily construction activities retained by inspectors and project engineers in accordance with FAA requirements. This series includes, but is not limited to, logs, reports, and records. | Retain 7 year(s) after project completion | Non-confidential Destruction | 6/11/2026 | |
| 006178 | Engineering Project Files | This series documents airport construction projects. This series includes, but is not limited to: project files, reports, drawings, financial requests, agreements, and related correspondence. | Permanent, In Agency | 14CFR151.53, 14CFR151.55 | 6/11/2026 | |
| 006180 | Navigational Facilities Maintenance and Operations Reports | This series documents the maintenance and operation of airport navigational equipment. This series includes, but is not limited to, meter readings, adjustments, and related documentation. | Retain 2 year(s) after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 6/11/2026 | |
| 006181 | Noise Compatibility Program: Primary Program Records | This series documents the development of an airport noise compatibility program for primary concerns. This series includes, but is not limited to: studies, noise exposure maps, analyses, public hearing records, land use measures, public participation records, and program summaries. | Permanent, In Agency | 6/11/2026 | ||
| 006182 | Noise Compatibility Program: Secondary Program Records | This series documents the development of an airport noise compatibility program for secondary concerns. This series includes, but is not limited to, feeder reports and source documents. | Retain 5 year(s) after end of calendar year | Non-confidential Destruction | 6/11/2026 | |
| 200986 | Security Identification Display Area (SIDA) Badges: Audits | This series documents the auditing of the collection and maintenance of badges issued to individuals. This series may include, but is not limited to, reports and logs. | Retain 1 year(s) after end of calendar year | Non-confidential Destruction | 6/11/2026 | |
| 200987 | Security Identification Display Area (SIDA) Badges: Background Checks | This series documents fingerprint-based criminal history record checks (CHRC) administered by airport facilities. This series may include, but is not limited to, applications and certifications. | Retain 6 month(s) after termination | Confidential Destruction | 49 CFR 1542.209(k)(4) | 6/11/2026 |
| 006174 | Security: Airport Security Program | This series documents airport security programs designed to prevent unlawful interference with civil aviation. This series includes, but is not limited to: security plans, mandated training records, law enforcement support, emergency and threat procedures, facility descriptions, statistics, and related records. | Permanent, In Agency | 6/11/2026 | ||
| 006179 | Security: Law Enforcement Activity | This series documents airport security incidents and actions. This series includes, but is not limited to, records, incident cases, and case dispositions. | Retain 2 year(s) after last action | Confidential Destruction | 6/11/2026 |
GS-05: Assessment Records
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 010271 | Board of Equalization Appeals | This series documents the activities of the Board of Equalization as it hears and responds to complaints of inequalities from property owners such as alleging a lack of uniformity in assessments, errors in acreage assessed, and that real property is assessed at more than fair market value. This series may include, but is not limited to: reports, forms. | Retain until after superseded, obsolete, or rescinded | Confidential Destruction | COV 58.1-3984 | 12/11/2025 |
| 010255 | Business, Professional, and Occupational Licensing (BPOL) | This series documents the licensing of various businesses and vendors who conduct business in the locality. This series may include, but is not limited to: applications, worksheets, tax returns, lease agreements, and correspondence. | Retain 6 year(s) after end of calendar year | Non-confidential Destruction | COV 58.1-3703.1 | 12/11/2025 |
| 007024 | Estimated Tax Payments | This series documents estimated tax payments used to create daily and monthly reports for the Department of the Treasury. | Retain 3 year(s) after event | Confidential Destruction | 12/11/2025 | |
| 010258 | Local Option Taxes | This series documents taxes collected through various means that include but are not limited to event admissions; the sale of food, beverages, and tobacco products; short-term rentals; transient occupancy; and utilities. This series may include, but is not limited to: forms, checks, receipts, correspondence, expense statements, and worksheets. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | COV 58.1-3903 | 12/11/2025 |
| 010264 | Personal Property Assessment | This series documents the assessment of tax on personal property including documentation of appeals, corrections, abatements, and exonerations. This series may include, but is not limited to: reports, damage estimates, receipts, correspondence, bills, valuations, and tax rolls. | Retain 6 year(s) after event | Non-confidential Destruction | COV 58.1-3118 | 12/11/2025 |
| 010269 | Real Estate: Assessments | This series documents the assessment of tax on real property, including any abatements, exonerations, and corrections made to the assessments. This series may include, but is not limited to: appraisals and receipts. | Retain 6 year(s) after end of state fiscal year | Non-confidential Destruction | COV 58.1-3310 | 12/11/2025 |
| 007001 | Real Estate: Income and Expense Statements | This series documents the submission of income and expense statements by the owners or realtors to the Board in order to determine tax rates for commercial buildings that have been leased. This series may include, but is not limited to: financial statements. | Retain 5 year(s) after event | Confidential Destruction | COV 58.1-3 | 12/11/2025 |
| 010272 | Real Estate: Land Use | This series documents the taxation of real property that is reserved for land use purposes. This series may include but is not limited to: forms, affidavits, reports, tax schedules, leases, maps, plats, surveys, and correspondence. | Retain 6 year(s) after end of calendar year | Non-confidential Destruction | 12/11/2025 | |
| 010273 | Real Estate: Maps | This series documents the mapping of all properties within the locality in order to reference real estate properties. This series may include but is not limited to: maps, GIS data, plats, surveys, and split-offs. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 12/11/2025 | |
| 010274 | Real Estate: Tax Exemptions | This series documents real estate tax exemptions. This series may include, but is not limited to: applications, correspondence, and financial statements. | Retain 3 year(s) after event | Confidential Destruction | 12/11/2025 | |
| 010275 | Real Estate: Tax Relief for the Elderly and the Handicapped | This series documents the tax reductions/relief that are applied to elderly citizens by the locality in its tax assessments. This series may include, but is not limited to: forms, affidavits, statements, certifications, and tax returns. | Retain 5 year(s) after event | Confidential Destruction | 12/11/2025 | |
| 010257 | Short-Term Rentals and Other Licensing and Assessments | This series documents the licensing and assessments of short-term rentals and any other business not covered by the Business, Professional, and Occupational Licensing (BPOL) requirements. This series may include, but is not limited to: receipts, forms, applications, and lease agreements. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | COV 58.1-3903 | 12/11/2025 |
| 010278 | State Bank Franchise Tax Assessments | This series documents the assessment and taxation of state chartered banks. This series may include, but is not limited to: forms, tax schedules, reports, and field sheets. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | COV 58.1-1207 | 12/11/2025 |
| 007022 | State Income Tax Exonerations | This series documents State Income Tax exonerations. This series may include, but is not limited to: forms and reports. | Retain 3 year(s) after event | Confidential Destruction | 12/11/2025 | |
| 007025 | State Income Tax: Returns | This series documents the electronic filing of individual state income tax This series may include, but is not limited to: tax returns, forms, tax schedules, financial statements, and death certificates. | Retain 3 year(s) after event | Confidential Destruction | COV 58.1-3107 | 12/11/2025 |
| 010266 | Tangible Personal Property Returns | This series documents the tangible personal property returns submitted by individuals, businesses, and corporations. This series may include, but is not limited to: forms, correspondence, worksheets, and lease agreements. | Retain 6 year(s) after event | Non-confidential Destruction | 12/11/2025 | |
| 200963 | Tax Relief: Disabled Military Veterans | This series documents the tax reductions and relief that are applied to disabled military veterans and their spouses by the locality for personal property and real estate. This series may include, but is not limited to: applications, forms, affidavits, statements, certifications and tax returns. | Retain 5 year(s) after event | Confidential Destruction | 12/11/2025 |
GS-12: Circuit Court
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 010433 | Adoptions: Completed Files | This series documents the legal process in which a person's rights toward natural parents are terminated and similar rights and duties toward adoptive parents are substituted. This series may include, but is not limited to: agreements, home studies, orders, petitions, and reports. | Permanent, In Agency | COV 63.2-1245 | 3/28/2024 | |
| 010434 | Adoptions: Incomplete Files | This series documents an attempt to change a person's legal rights toward natural parents that is not completed. This series may include, but is not limited to: agreements, home studies, orders, petitions, and reports. | Retain 10 year(s) after closed | Confidential Destruction | COV 17.1-213(B)(7) | 3/28/2024 |
| 010435 |
Agricultural Chattel Deeds of Trust: Pre-1913 (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents pre-1913 loans used to purchase an item of movable, agricultural personal property, with the loan secured by the chattel property and the lender holding ownership interest until the loan was repaid. This series may include, but is not limited to, chattel paper, deeds of trust, and releases. | Permanent, Archives | 3/28/2024 | ||
| 010438 | Bank Statements | This series consists of all statements of bank accounts in which funds of the clerk's office or of the court are deposited. | Retain 3 year(s) after audit | Non-confidential Destruction | COV 17.1-211 | 3/28/2024 |
| 010443 | Bond Books: Post-1912 | This series documents the post-1912 written-under-seal obligation or promise given by executors, administrators, trustees, fiduciaries, commissioners, receivers and other officers to fulfill the duties of an office or responsibility; as well as all other bonds required to be recorded, such as suspending, appeal, injunction, attachment, and cost bonds. This series includes bonds. | Retain 75 year(s) after creation | Confidential Destruction | COV 17.1-230 | 3/28/2024 |
| 010442 |
Bond Books: Pre-1913 (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents the pre-1913 written-under-seal obligation or promise given by executors, administrators, trustees, fiduciaries, commissioners, receivers and other officers to fulfill the duties of an office or responsibility; as well as all other bonds required to be recorded, such as suspending, appeal, injunction, attachment, and cost bonds. This series includes bonds. | Permanent, In Agency | COV 17.1-230 | 3/28/2024 | |
| 012041 | Capiases / Bench Warrants: Unexecuted - All Other | This series documents the authorization of the court to arrest an individual. This series may include, but is not limited to, capiases, bench warrants, and orders. | Retain until after order | Non-confidential Destruction | COV 19.2-76.1 | 3/28/2024 |
| 012040 |
Capiases / Bench Warrants: Unexecuted - Capital Murder (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents the authorization of the court to arrest an individual on the charge of capital murder. This series may include, but is not limited to, capiases, bench warrants, and orders. | Permanent, In Agency | COV 19.2-76.1 | 3/28/2024 | |
| 010444 |
Capitation Tax Books: Paid and Delinquent (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents paid and delinquent poll taxes that were imposed on individuals. This series includes capitation tax books. | Permanent, Archives | 3/28/2024 | ||
| 010446 | Case Papers, Civil: District Court - Pre-Jan. 1, 1985 | This series documents district court cases concerning civil or private rights and remedies returned to circuit court for indexing and preserving. This series may include, but is not limited to, warrants in debt and unlawful detainers. | Retain 20 year(s) after event | Non-confidential Destruction | COV 16.1-116 | 3/28/2024 |
| 200794 | Cases, Ended: All - Post-1912 Permanent Significance | The series documents all civil and criminal cases including chancery, felonies, law, misdemeanors, traffic, Nolle Prosequi, and voluntarily withdrawn that were ended after 1912 and determined to have enduring, historical value. This series may include, but is not limited to: affidavits, affirmations, exhibits, indictments, information, pleadings, transcripts, warrants, and orders duplicated from the order books. | Permanent, In Agency | 3/28/2024 | ||
| 200793 |
Cases, Ended: All - Pre-1913 (Defunct, Permanent)
Series Status: Defunct, Permanent
|
The series documents all civil and criminal cases including appointments, chancery, felonies, law, misdemeanors, Nolle Prosequi, suits to enforce liens, traffic, trustee, and voluntarily withdrawn that were ended before 1913. This series may include, but is not limited to: affidavits, affirmations, exhibits, executions (fieri facias), indictments, information, oaths and qualifications, pleadings, transcripts, warrants, and orders duplicated from the order books. | Permanent, Archives | COV 17.1-213(A) | 3/28/2024 | |
| 010445 | Cases, Ended: Civil - Habitual Offender | This series documents cases pertaining to declarations of habitual offender status and full restoration of driving privileges. This series may include, but is not limited to: affidavits, affirmations, complaints, depositions, motions, petitions, pleadings, reports, subpoenas, summonses, and transcripts. | Retain 10 year(s) after closed | Non-confidential Destruction | COV 17.1-213(B)(13) | 3/28/2024 |
| 010448 | Cases, Ended: Civil - Involving Land Ownership | This series documents civil cases, including divorces and suits to enforce liens, administered according to the system of equity and/or common law procedure that involves the ownership of land. This series may include, but is not limited to: affidavits, affirmations, pleadings, and transcripts. | Permanent, In Agency | COV 17.1-213(D) | 3/28/2024 | |
| 010450 | Cases, Ended: Civil - Post-1912 All Other | This series documents cases closed post-1912 that were administered according to the system of equity and/or common law procedure, including divorces. This series may include, but is not limited to: affidavits, affirmations, pleadings, services of process, transcripts, and orders duplicated from the order book. | Retain 20 year(s) after closed | Non-confidential Destruction | COV 17.1-213(C)(1) | 3/28/2024 |
| 010452 | Cases, Ended: Civil - Post-1912 Discontinued or Dismissed | Documents civil (law and chancery) matters that are voluntarily dismissed, including non-suits, cases dismissed as settled and agreed, cases that are dismissed with or without prejudice, cases discontinued or dismissed under Section 8.01-335 and district court appeals dismissed under section 16.1-113 prior to 1988. This series may include, but is not limited to: affidavits, affirmations, pleadings, and transcripts. | Retain 10 year(s) after closed | Non-confidential Destruction | COV 17.1-213(B)(7) | 3/28/2024 |
| 010453 | Cases, Ended: Criminal - Dismissed / Nolle Prosequi | This series documents criminal cases that were dismissed by the judge, including acquittals, Nolle Prosequi, and those returned as not a true bill. This series may include, but is not limited to: exhibits, indictments, information, orders duplicated from the order books, pleadings, and warrants. | Retain 10 year(s) after closed | Non-confidential Destruction | COV 17.1-213(B)(6), COV 17.1-213(C)(2) | 3/28/2024 |
| 010456 | Cases, Ended: Criminal - Felony Convictions, Non-Violent - Post-1912 w/ sentence <20yrs | This series documents the trying of post-1912 felony criminal cases NOT involving sexually and/or other violent offenses with a sentence of less than 20 years. This series may include, but is not limited to: ancillary misdemeanors, capiases, exhibits, indictments, information, orders duplicated from the order books, pleadings, and warrants. | Retain 20 year(s) after closed | Non-confidential Destruction | COV 17.1-213(C)(3)(i) | 3/28/2024 |
| 200813 | Cases, Ended: Criminal - Felony Convictions, Non-Violent - Post-1912 w/ sentence >20yrs | This series documents the trying of post-1912 felony criminal cases NOT involving sexually and/or other violent offenses with a sentence of or more than 20 years. This series may include, but is not limited to: ancillary misdemeanors, capiases, exhibits, indictments, information, orders duplicated from the order books, pleadings, and warrants. | Retain until after end of sentence | Non-confidential Destruction | COV 17.1-213(C)(3)(ii) | 3/28/2024 |
| 200795 | Cases, Ended: Criminal - Felony Convictions, Violent Post-1912 w/ Sentence <50yrs | This series documents the trying of post-1912 felony criminal cases involving sexually and/or other violent offenses with a sentence of less than 50 years. This series may include, but is not limited to: ancillary misdemeanors, capiases, exhibits, indictments, information, orders duplicated from the order books, pleadings, and warrants. | Retain 50 year(s) after closed | Confidential Destruction | COV 17.1-213(C)(3)(a) | 3/28/2024 |
| 200796 | Cases, Ended: Criminal - Felony Convictions, Violent Post-1912 w/ Sentence >50yrs | This series documents the trying of post-1912 felony criminal cases involving sexually and/or other violent offenses with a sentence of or more than 50 years. This series may include, but is not limited to: ancillary misdemeanors, capiases, exhibits, indictments, information, orders duplicated from the order books, pleadings, and warrants. | Retain until after end of sentence | Non-confidential Destruction | COV 17.1-213(C)(3)(b) | 3/28/2024 |
| 010459 | Cases, Ended: Criminal - Misdemeanors/Traffic, Post-1912 | This series documents traffic and misdemeanor cases, which involve offenses generally punishable by fine, penalty, forfeiture, or confinement in a facility other than a penitentiary, and includes cases commenced on a felony charge but concluded as a misdemeanor, as well as appealed from a district court. This series may include, but is not limited to: capiases, exhibits, indictments, information, orders duplicated from the order books, pleadings, and warrants. | Retain 10 year(s) after closed | Non-confidential Destruction | COV 17.1-213(B)(8) | 3/28/2024 |
| 010464 |
Charter Books (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documented the issuance of a charter granting permission to operate and transact business. These records now originate with the State Corporation Commission. This series includes Charter Books. | Permanent, Archives | 3/28/2024 | ||
| 010465 | Checks: Canceled | This series consists of all canceled checks showing payments from any funds in the clerk's custody or that of the court. | Retain 3 year(s) after audit | Non-confidential Destruction | COV 17.1-211 | 3/28/2024 |
| 010467 |
Commissioner of Accounts Records: Pre-1913 (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents pre-1913 settlements of estates and disbursements of decedents' assets per the responsibilities of a Commissioner of Accounts. This series may include, but is not limit to: fiduciary vouchers, inventories, appraisements, original accounts of sales, vouchers, lists of sales, and settlements of accounts. | Permanent, Archives | COV 17.1-231 | 3/28/2024 | |
| 010469 | Concealed Handgun Permitting | This series documents requests received from citizens for a permit to carry a concealed handgun and the approval or denial of that request. This series may include, but is not limited to: applications, identifications, notices of right to appeal, proof of training, and duplicate orders. | Retain 10 year(s) after decision | Non-confidential Destruction | COV 17.1-213(B)(2) | 3/28/2024 |
| 010472 |
Convicts, Register of (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series is a register of convicts who were held in a local jail. | Permanent, Archives | 3/28/2024 | ||
| 010473 |
Coroners and Inquests (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents coroner activities and inquests/investigations into the deaths of individuals who died by a sudden, violent, unnatural, or suspicious manner, or who died without medical attendance. This series may include, but is not limited to, inquisitions, depositions, and summonses. | Permanent, Archives | 3/28/2024 | ||
| 010477 | Deeds | This series documents the conveyance of realty and personal property and the official index of such transactions. This series may include, but is not limited to: assignments, bills of sale, certificates of satisfaction, certified copies of final judgments or decrees of partition, contracts, deeds, deeds of release, deeds of trust, grants, homesteads, leases, mechanics' liens, mortgages of real estate, notices of lis pendens, powers of attorney, quitclaims, and transfers. | Permanent, In Agency | COV 17.1-229, COV 17.1-223, COV 17.1-227 | 3/28/2024 | |
| 006224 | Deeds: Not Returned - Post-1912 | This series documents post-1912 original instruments that conveyed realty and personal property, but were not returned to the party entitled to claim. This series may include, but is not limited to: assignments, certificates of satisfaction, deeds, deeds of release, and deeds of trust. | Retain 1 year(s) after creation | Non-confidential Destruction | COV 17.1-223 | 3/28/2024 |
| 010478 |
Deeds: Not Returned - Pre-1913 (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents pre-1913 original instruments that conveyed realty and personal property, but were not returned to the party entitled to claim. This series may include, but is not limited to: assignments, certificates of satisfaction, deeds, deeds of release, and deeds of trust. | Permanent, Archives | COV 17.1-223 | 3/28/2024 | |
| 010479 | Dockets | This series documents the courts' scheduled proceedings. This series may include, but is not limited to, dockets. | Retain until after no longer administratively useful | Non-confidential Destruction | 3/28/2024 | |
| 010480 |
Elections: Pre-1913 (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents citizen participation in pre-1913 elections. This series may include, but is not limited to, ballots, poll books, and voter lists. | Permanent, Archives | 3/28/2024 | ||
| 010481 |
Estrays (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documented loose, wandering animals, as well as boats or other vessels adrift, of which the owners were unknown. This series may include, but is not limited to, registers and certificates. | Permanent, Archives | COV 55-202 | 3/28/2024 | |
| 010483 | Executions (fieri facias): Post-1912 - Successfully Served | This series documents successfully served judicial orders issued post-1912 directing a sheriff to satisfy a judgment from a debtor’s property. This series may include, but is not limited to: writs, returns, and statements. | Retain 10 year(s) after event | Non-confidential Destruction | COV 17.1-213(B)(11), COV 8.01-446, COV 8.01-483 | 3/28/2024 |
| 010485 | Executions (fieri facias): Post-1912 - Unsuccessfully Served | This series documents judicial orders issued post-1912 directing a sheriff to satisfy a judgment from a debtor’s property, but were returned with a notation that the money cannot be made. This series may include, but is not limited to: writs. | Retain 2 year(s) after event | Non-confidential Destruction | COV 8.01-484 | 3/28/2024 |
| 010486 | Expungements | This series documents the court-ordered removal from access and the sealing of case records, and all respective references, pursuant to directives by the Department of State Police. This series may include, but is not limited to, case records, petitions, and orders of expungement. | Retain 3 year(s) after order | Confidential Destruction | COV 19.2-392.2 | 3/28/2024 |
| 010487 |
Federal Farm Loan Mortgage Book (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents mortgages executed to secure the payment of loans made by federal land banks under authority of the 1916 Federal Farm Loan Act. This series consists of Federal Farm Loan Mortgage Books. | Permanent, Archives | COV 17.1-235 | 3/28/2024 | |
| 010488 |
Fee Books: Pre-1913 (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents taxes and fees for certain services paid to clerks and sheriffs. | Permanent, Archives | 3/28/2024 | ||
| 200797 | Financial Accounting System (FAS) Reporting | This series documents the financial matters transacted on automated financial accounting systems (FAS) and the reports generated for audit purposes. This series may include, but is not limited to: coversheets, reports, and worksheets. | Retain 6 month(s) after audit | Non-confidential Destruction | 3/28/2024 | |
| 010491 | Financial Statements to Compensation Board | This series documents the fees, allowances, commissions, salaries, and other compensation or emolument of office reported monthly to the State Compensation Board. This series may include, but is not limited to, statements and correspondence. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | COV 17.1-283 | 3/28/2024 |
| 010492 | Financing and Continuation Statements (Uniform Commercial Code) | This series documents security interests in collateral used to secure a financed debt that are filed to provide notice to other creditors of such interest, as well as any continuation or the termination of security interests prior to their expiration. This series may include, but is not limited to, financing, continuation, and termination statements. | Retain 5 year(s) after termination | Non-confidential Destruction | COV 8.9A-515 | 3/28/2024 |
| 010521 |
Free and Enslaved People (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents Black people and people of color with free status prior to 1866, and may include information about enslaved people. This series may include, but is not limited to, certificates and volumes entitled "Register of Free Negroes and Mulattoes." | Permanent, Archives | 3/28/2024 | ||
| 010496 | Garnishments | This series documents the collection of a monetary judgment by execution against a third party defendant to obtain satisfaction of indebtedness. This series may include, but is not limited to: hearing exemption claim forms, suggestions, summonses, answers, proofs of service, and proofs of funds. | Retain 10 year(s) after closed | Non-confidential Destruction | COV 17.1-213(B)(10) | 3/28/2024 |
| 012046 | Habeas Corpus, Writ of | This series documents petitions showing by affidavits or other evidence that the petitioner is detained without lawful authority. This series may include, but is not limited to: affidavits, correspondence, petitions, and writs. | Retain 20 year(s) after closed | Non-confidential Destruction | COV 8.01-654 - 667 | 3/28/2024 |
| 010498 |
Incorporation, Certificates of (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents the creation and registration of a corporation with state government. This series includes certificates and Charter Books. | Permanent, Archives | 3/28/2024 | ||
| 010499 | Indexes to Permanent Records | This series documents the alphabetically or chronologically arranged references to the contents of permanent series or collections of documents or volumes. This series includes indexes. | Permanent, In Agency | COV 17.1-223, COV 17.1-249 | 3/28/2024 | |
| 010501 |
Insane: Persons Declared, and Commitments (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents individuals who were declared insane and/or committed to an institution due to mental illness, including involuntary commitments. This series may include, but is not limited to: the former pre-1969 confidential “Record Book of Mentally-Ill, Epileptic, Inebriate and Mentally Deficient Persons.” | Permanent, Archives | 3/28/2024 | ||
| 010503 | Judgments: 1913 - June 30, 2021 | This series documents the process and determination of a court in resolving a monetary dispute filed with the court between and including 1913 and 6/30/2021. This series may include, but is not limited to, abstracts, confessions, originals, and judgment docket books. | Retain 20 year(s) after creation | Non-confidential Destruction | COV 8.01-251(A), COV 8.01-446 | 3/28/2024 |
| 200798 | Judgments: Penalties - Circuit Court | This series documents judgments constituted by monetary penalties, other than fines, that are imposed by a circuit court, effective from the date of the of the judge's order. This series may include, but is not limited to, abstracts, confessions, originals, and judgment docket books. | Retain 60 year(s) after order | Non-confidential Destruction | COV 8.01-446, COV 19.2-341 | 3/28/2024 |
| 200799 | Judgments: Penalties - General District Court | This series documents judgments constituted by monetary penalties, other than fines, that are imposed by a general district court, effective from the date of the judge's order. This series may include, but is not limited to, abstracts, confessions, originals, and judgment docket books. | Retain 30 year(s) after order | Non-confidential Destruction | COV 8.01-446, COV 19.2-341 | 3/28/2024 |
| 200801 | Judgments: Post-June 30, 2021 | This series documents the process and determination of a court in resolving a monetary dispute filed with the court on or after 6/30/2021. This series may include, but is not limited to, abstracts, confessions, originals, and judgment docket books. | Retain 10 year(s) after creation | Non-confidential Destruction | COV 8.01-251(A), COV 8.01-446 | 3/28/2024 |
| 200800 | Judgments: Post-June 30, 2021 - Child Support Non-payment | This series documents the process and determination of a court in resolving a monetary dispute over the non-payment of child support filed with the court on or after 6/30/2021. This series may include, but is not limited to, abstracts, confessions, originals, and judgment docket books. | Retain 20 year(s) after creation | Non-confidential Destruction | COV 8.01-251(A), COV 8.01-446 | 3/28/2024 |
| 010502 |
Judgments: Pre-1913
Series Status: Defunct, Permanent
|
This series documents the process and determination of the court in resolving a monetary dispute. This series may include, but is not limited to, abstracts, confessions, originals, and judgment docket books. | Permanent, Archives | COV 17.1-232 | 3/28/2024 | |
| 200802 | Judgments: Restitution | This series documents court-ordered restitutions that are docketed as judgments and are not subject to any statute of limitations. This series may include, but is not limited to, abstracts, confessions, originals, and judgment docket books. | Permanent, In Agency | COV 8.01-446, COV 19.2-305.2(B) | 3/28/2024 | |
| 010504 | Juror Lists | This series documents individuals eligible to serve on a jury; including a grand jury, multi-jurisdictional grand jury, and escheat inquest; as determined by a locality's jury commissioners or judge, using registered voters, licensed drivers, and/or other lists; and the submission of the list to the clerk. This series may include, but is not limited to, lists and questionnaires. | Retain 3 year(s) after submission | Non-confidential Destruction | COV 8.01-345 | 3/28/2024 |
| 010506 | Land Taxes | This series documents the taxes charged by a locality for land in its jurisdiction, ownership of the property, and payment of the taxes. This series may include, but is not limited to, books, microforms, and electronically stored data. | Permanent, In Agency | COV 58.1-3310 | 3/28/2024 | |
| 010507 | Licenses: Hunting, Fishing, and Trapping | This series documents the payment of fees by individuals to the Department of Wildlife Resources for the license(s) to hunt, fish, and/or trap. This series may include, but is not limited to, receipts and reports. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 3/28/2024 | |
| 010510 |
Lien Books: Mechanics and Miscellaneous (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents liens or encumbrances upon, but not limited to, condominium units; common interest community lots; the offspring of bulls, jackasses, and stallions; and the franchises and property of transportation and other companies. This series may include, but is not limited to, mechanics and miscellaneous liens. | Permanent, Archives | COV 17.1-229, COV 55.1-1966, COV 55.1-1833, COV Title 43, Chap. 5 | 3/28/2024 | |
| 010509 | Liens, Suits to Enforce: Post-1912 - Personal Property | This series documents claims, encumbrances or charges on personal property for payment of debt, obligation or duty and includes mechanics' and miscellaneous liens. This series may include, but is not limited to: complaints, orders, proofs of service, and responses. | Retain 10 year(s) after closed | Non-confidential Destruction | COV 17.1-213(B)(9) | 3/28/2024 |
| 010511 | Marriage Applications, Licenses, and Register | This series documents the authority granted to a couple to be married and the certification, if returned, that the marriage was solemnized. This series may include, but is not limited to, applications, licenses, certificates, and cohabitation registers. | Permanent, In Agency | COV 32.1-267, COV 20-20, COV 17.1-233 | 3/28/2024 | |
| 010512 |
Medical Register (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents physicians and dentists who practiced within the locality. This series may include, but is not limited to, registers. | Permanent, Archives | 3/28/2024 | ||
| 010513 | Military Inductions and Discharges | This series documents the inductions, discharges, and any memorials of residents who were members of U.S. military forces. This series may include, but is not limited to, certificates, DD-214s and other forms, registers, and reports. | Permanent, In Agency | COV 17.1-261 - 265 | 3/28/2024 | |
| 010515 | Minister Appointments: Post-1912 | This series documents the post-1912 appointments of ministers to perform marriage ceremonies within a specified jurisdiction. This series may include, but is not limited to: applications, petitions, ordinations, and correspondences. | Retain 10 year(s) after order | Non-confidential Destruction | COV 17.1-213(B)(3), COV 20-23 | 3/28/2024 |
| 010514 |
Minister Appointments: Pre-1913 (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents the pre-1913 appointments of ministers to perform marriage ceremonies within a specified jurisdiction. This series may include, but is not limited to, applications, petitions, ordinations, and correspondences. | Permanent, Archives | COV 17.1-213(A) | 3/28/2024 | |
| 010517 | Minutes Books: Court | This series documents rough drafts of orders. This series may include Minute Books, Memorandum Books, and Records of Proceedings. | Permanent, Archives | 3/28/2024 | ||
| 010516 | Minutes: Board of Supervisors | This series documents meetings of a county's Board of Supervisors from the time period when the circuit court clerk was the clerk to the board. This series may include, but is not limited to, minutes and indexes. | Permanent, In Agency | 3/28/2024 | ||
| 010520 | Name Changes: Post-1912 | This series documents a person's application for and a court's post-1912 order granting the person a change of name, which also includes the resumption of a maiden name. This series may include, but is not limited to, applications, correspondence, and orders. | Retain 10 year(s) after order | Non-confidential Destruction | COV 8.01-217, COV 17.1-213(B)(5) | 3/28/2024 |
| 010523 | Oaths and Qualifications: Post-1912 | This series documents post-1912 affirmations, attestations, oaths, qualifications, and pledges by/of individuals binding them to perform a particular act; and includes notary appointments. This series may include, but is not limited to, affidavits, affirmations, applications, and orders. | Retain 10 year(s) after end of calendar year | Non-confidential Destruction | COV 17.1-213(B)(12) | 3/28/2024 |
| 010524 | Orders | This series documents the courts' appointments, decrees, judgments, orders, proceedings, and qualifications in adoption, chancery, civil, common-law, criminal, juvenile, and trust fund matters, and may include rules of court. This series consists of permanent orders, which may be in book, electronic, or micrographic format, and include any clerk's order book. | Permanent, In Agency | COV 17.1-123 - 125 | 3/28/2024 | |
| 010525 | Orders: Juvenile | This series documents confidential court proceedings and actions involving juveniles, and includes orders. This series includes Juvenile Order Books. | Permanent, In Agency | COV 16.1-302(B) | 3/28/2024 | |
| 010527 | Partnership Certificates and Fictitious Name Certificates | This series documents persons or entities conducting business under an assumed or fictitious name that filed a certificate for such with the circuit court clerk prior to January 1, 2020, or those that have filed to release control of the assumed or fictitious name. This series may include, but is not limited to, certificates, certificates of release, and registers. | Permanent, In Agency | COV 59.1-74, COV 59.1-70.1(B) | 3/28/2024 | |
| 010437 | Payment Requests / Chart of Allowances | This series documents the payment requests submitted to the Office of the Executive Secretary and its allowances for forensic/medical analyses/examinations/tests and for services provided by conservators, court-appointed attorneys/counsel/representatives, court reporters, guardians ad litem, interpreters, mediators, multi-jurisdiction grand juries, Sheriffs, substitute judges/prosecutors, and witnesses. This series may include, but is not limited to: invoices, forms, time sheets, vouchers, and waivers. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | COV Title 19.2 Chapter 10 | 3/28/2024 |
| 010530 | Petitions: Appointment of Trustee - Post-1912 | This series documents the post-1912 appointment of testamentary trustees through will petitions, inter vivos trusts, construction trusts, and church trustees holding title to real estate, but does not include those papers that are part of a will. This series may include, but is not limited to, board minutes, petitions, and property descriptions. | Retain 10 year(s) after closed | Non-confidential Destruction | COV 17.1-213(B)(4) | 3/28/2024 |
| 010466 | Petitions: Citizen - Change Form of County Government | This series documents the request by citizens of a county, via a petition filed with circuit court, for a voter referendum on adopting an optional form of government, and the outcome of the process. This series may include, but is not limited to, petitions, resolutions, notices, and certifications. | Permanent, In Agency | COV 15.2-301 | 3/28/2024 | |
| 010471 | Petitions: Special Conservator of the Peace | This series documents persons seeking appointment to police specified geographical locations, who have been so qualified by the Dept of Criminal Justice Services, and for whom a background investigation has been completed. This series may include, but is not limited to, applications, petitions, certificates, and reports. | Retain 10 year(s) after last action | Non-confidential Destruction | COV 17.1-213(B)(12), COV 19.2-13 (A) | 3/28/2024 |
| 010531 | Plats and Maps | This series documents specific land and topographic areas showing locations and boundaries of real estate that may be cross-referenced in the Deeds, and may also document clam and oyster grounds. This series consists of plats and maps. | Permanent, In Agency | COV 17.1-236, COV 28.2-632, COV 28.2-553 | 3/28/2024 | |
| 010532 | Plats: State Highway | This series documents the layout and composition of an area of land showing location and boundaries of land parcels compiled by the Virginia Department of Transportation. This series consists of state highway plats. | Permanent, In Agency | COV 17.1-238, COV 17.1-236 | 3/28/2024 | |
| 012031 | Processes, Service of | This series documents the process of delivering orders and decrees to parties subject to court action. This series may include, but is not limited to: receipts, process books, rules, subpoenas, summonses, warrants, and writs. | Retain 1 year(s) after last action | Non-confidential Destruction | COV 17.1-215 | 3/28/2024 |
| 012033 | Receipt Books: Manual | This series consists of all official receipt books showing receipt of any funds in a clerk's custody or that of the court. | Retain 3 year(s) after audit | Non-confidential Destruction | COV 17.1-211 | 3/28/2024 |
| 010475 | Trial Recordings: Criminal Cases Appealed | This series documents the verbatim recording of an appealed criminal trial by either a court reporter or by a mechanical/ electronic device. This series may include, but is not limited to, original shorthand notes or other records, and original recordings. | Retain 5 year(s) after event | Non-confidential Destruction | COV 19.2-165 | 3/28/2024 |
| 010476 | Trial Recordings: Criminal Cases Not Appealed | This series documents the verbatim recording of an unappealed criminal trial by either a court reporter or by mechanical/ electronic devices. This series may include, but is not limited to, original shorthand notes or other records, and original recordings. | Retain 10 year(s) after closed | Non-confidential Destruction | COV 19.2-165 | 3/28/2024 |
| 200803 | Unclaimed Property | This series documents tangible and intangible property, including restitution, considered to be abandoned or unclaimed; the exercise of due diligence to identify and locate the owner; and the required submission of reports to the State Treasurer or designee. This series may include, but is not limited to, correspondence and reports. | Retain 5 year(s) after submission | Confidential Destruction | COV 55.1-2537, COV 55.1-2524 | 3/28/2024 |
| 200804 | Volunteer Fire Fighters Relief | This series documents the members of any organized, operating fire-fighting company within the locality who serve without pay and may be entitled to financial relief in the event of their volunteer-related death or injury, and the receipt of that list by the clerk's office. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | COV 27-42 | 3/28/2024 |
| 200805 |
Voters: Pre-1965 (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents voters who were registered by race prior to the 1964 Civil Rights Act; also titled "Lists of Colored Voters" or "Lists of White Voters." This series may include, but is not limited to, lists and registers. | Permanent, Archives | 3/28/2024 | ||
| 012034 | Warrants: Search - Non-case Related | This series documents the authorization of a search for and seizure of any property that constitutes evidence sought, but which does not pertain to a case on file in the clerk's office. This series may include, but is not limited to, affidavits, orders, and warrants. | Retain 10 year(s) after end of calendar year | Non-confidential Destruction | COV 17.1-213(B)(11), COV 19.2-57 | 3/28/2024 |
| 012043 | Will and Fiduciary Books | This series documents a decedent's estate, and the distribution of its assets, conservatorships, guardianships, and foreclosure accountings. This series may include, but is not limited to: wills (including originals), inventories, appraisements, fiduciary’s vouchers, original accounts of sales (foreclosure), qualifications, bonds, vouchers, lists of sales, heirs, and settlements of accounts. | Permanent, In Agency | COV 17.1-231, COV 64.2-509 | 3/28/2024 | |
| 200806 | Wills, Estates, and Fiduciaries Files | This series documents the portion of the estate, probate, and fiduciary records that are not recorded in the Will or Fiduciary Book. This series may include, but is not limited to: probate tax returns, probate information form, memorandum of facts, oaths, waivers of qualification, and death certificates. | Permanent, In Agency | 3/28/2024 | ||
| 200807 | Wills: Lodged | This series documents wills lodged by or for living persons for safekeeping in a clerk’s office. This series may include, but is not limited to, wills and finding aids. | Retain 100 year(s) after receipt | Confidential Destruction | COV 64.2-409 | 3/28/2024 |
| 012044 | Witnesses | This series documents the appearances of witnesses before court. This series may include, but is not limited to: books and lists. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 3/28/2024 | |
| 012045 |
Writings Partially Proved (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents writings and other instruments that have been only partially proved. This series may include, but is not limited to, recorded and unrecorded deeds. | Permanent, Archives | COV 17.1-234 | 3/28/2024 |
GS-13: Commonwealth's Attorney
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 200263 | Case Files: Civil | This series documents the Commonwealth's Attorney's involvement with civil proceedings. This series may include, but is not limited to: petitions, pleadings, correspondence, applications, arrest records, notices, motions, answers, orders, and reports. | Retain until after no longer administratively useful | Confidential Destruction | 6/12/2014 | |
| 010535 | Case Files: Criminal - Less Serious | This series documents the prosecution of criminal cases that the Commonwealth's Attorney determines to be less serious in nature, to include misdemeanor cases. This series may include, but is not limited to: indictment forms, pleadings, answers, jury instructions, notices, motions, orders, reports, jury lists, witness information, subpeonas, photographs, victim impact statements, and interview notes. | Retain 1 year(s) after closed | Confidential Destruction | 6/12/2014 | |
| 200264 | Case Files: Criminal - Most Serious | This series documents the prosecution of criminal cases that the Commonwealth's Attorney determines to be the most serious in nature, to include felony cases. This series may include, but is not limited to: indictment forms, pleadings, answers, jury instructions, notices, motions, orders, reports, jury lists, witness information, subpeonas, photographs, victim impact statements, and interview notes. | Retain 20 year(s) after closed | Confidential Destruction | 6/12/2014 | |
| 010534 | Case Files: Criminal - Serious | This series documents the prosecution of criminal cases that the Commonwealth's Attorney determines to be serious in nature and can include misdemeanor and felony cases. This series may include, but is not limited to: indictment forms, pleadings, answers, jury instructions, notices, motions, orders, reports, jury lists, witness information, subpeonas, photographs, victim impact statements, and interview notes. | Retain 10 year(s) after closed | Confidential Destruction | 6/12/2014 | |
| 200265 | Case Files: Historically Significant | This series documents the prosecution of criminal cases or involvement in civil cases that the Commonwealth's Attorney determines to have enduring historical value. This series may include, but is not limited to: indictment forms, pleadings, answers, jury instructions, notices, motions, orders, reports, jury lists, witness information, subpeonaes, photographs, victim impact statements, and interview notes. | Permanent, In Agency | 6/12/2014 | ||
| 200266 | Forfeiture Files | This series documents the Commonwealth's Attorney's involvement with asset forfeiture proceedings. This series may include, but is not limited to: pleadings, orders, seizure warrants, property records, and notices. | Retain 3 year(s) after order | Confidential Destruction | 6/12/2014 | |
| 200267 | Special Grand Jury Files | This series documents the Commonwealth's Attorney's involvement with Special Grand Jury investigations. This series may include, but is not limited to: appointments, orders, notes, and reports. | Retain 3 year(s) after closed | Confidential Destruction | 6/12/2014 |
GS-25: Community Corrections Act Program
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 005696 | Employee Bonding Records | This series documents the bonding of employees in the performance of their job duties. Generally, the localities purchase performance bond coverage for their employees on an annual basis. | Retain 3 year(s) after last action | Confidential Destruction | 9/29/2006 | |
| 005698 | Lease Proposals - Rejected | This series consists of the lease proposals for the use of buildings/facilities which the agency has rejected or declined. | Retain 1 year(s) after decision | Confidential Destruction | 9/29/2006 | |
| 005699 | Offender Case Files | This series provides information on the Offender that is gathered by the Community Corrections Staff and related to the Offender's participation in the Community Corrections Program. The files may consist of community service participation records; payment of fines, costs and restitutions; and drug and alcohol testing. | Retain 3 year(s) after last action | Confidential Destruction | 9/29/2006 | |
| 005700 | Supervision Fee Records | This series documents the payment of supervision fees that are levied upon the offender by the courts. These fees are used to offset the cost incurred by community corrections act programs. Code of Virginia, Section 9.1-182. | Retain 5 year(s) after final payment | Confidential Destruction | 9/29/2006 |
GS-18: Community Services Boards
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 005621 | Case Files: Referred but Not Accepted as Clients | This series documents the screening or evaluation of possible clients who were referred but not accepted for services. This series may include, but is not limited to: summary of prescreening reports. | Retain 2 year(s) after last action | Confidential Destruction | 12/8/2022 | |
| 005610 | Claims and Billing | This series documents requests for payments of services rendered to clients. This series may include, but is not limited to: billing information, including those for Medicare/Medicaid clients; invoices; and payments. | Retain 6 year(s) after audit | Confidential Destruction | 12/8/2022 | |
| 005612 | Client Case Files: Adult | This series documents treatment and services provided to adult patients, both court ordered and non. This series may include, but is not limited to: authorization/consent to release form, insurance and payment information, raw data used to evaluate clients, summary of prescreening reports, counseling, emergency, medical, or treatment records. | Retain 10 year(s) after last action | Confidential Destruction | COV 54.1-2910.4, 42CFR438.3(u) | 12/8/2022 |
| 005613 | Client Case Files: Minor | This series documents treatment and services provided to minor patients, both court ordered and non. This series may include, but is not limited to: authorization/consent to release form, insurance and payment information, raw data used to evaluate clients, summary of prescreening reports, counseling, emergency, medical, or treatment records. | Retain 28 year(s) after birth | Confidential Destruction | COV 54.1-2910.4, 42CFR438.3(u) | 12/8/2022 |
| 200760 | Health Insurance Portability and Accountability Act (HIPAA) Records | This series documents compliance with the Health Insurance Portability and Accountability Act (HIPAA) regulations. This series may include, but is not limited to: correspondence, reports, plans, policies, procedures, complaints, disclosure forms, and training material. | Retain 6 year(s) after end of calendar year | Confidential Destruction | 45 CFR 164.530(j) | 12/8/2022 |
| 005624 | Performance Contract Review | This series documents compliance with a CSB's approved performance contract. This series may include, but is not limited to: review of consumer and service data, audit, and financial reports, and documentation of on-site reviews. | Retain 4 year(s) after end of state fiscal year | Confidential Destruction | 12/8/2022 | |
| 005618 | Service Logs | This series documents the control, scheduling, or monitoring of services provided. This series may include, but is not limited to: admission, closing, and crisis/emergency logs. | Retain 2 year(s) after last action | Confidential Destruction | 12/8/2022 |
GS-14: County and Municipal Attorneys
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 000497 | Bankruptcy Files | This series documents individuals and corporations owing money to the locality. This series may include, but is not limited to: correspondence and notices. | Retain 2 year(s) after final disposition | Non-confidential Destruction | 5/24/2010 | |
| 000498 | Bond Issue Files | This series documents the issuance of municipal bonds. This series may include, but is not limited to: ordinances, court orders, and opinions. | Retain 5 year(s) after last action | Non-confidential Destruction | 5/24/2010 | |
| 000499 | Encroachment Files | This series documents encroachments on locality property. This series may include, but is not limited to: reports and agreements. | Retain 3 year(s) after expiration | Non-confidential Destruction | 5/24/2010 | |
| 000500 | Federal Community Development Files | This series documents federally-funded locality housing and urban development projects. This series may include, but is not limited to: contracts and agreements. | Retain 3 year(s) after closed | Non-confidential Destruction | 5/24/2010 | |
| 000501 | Legal Review: Conflict of Interest | This series documents potential and actual conflicts of interest concerning members of Council or Board of Supervisors. This series may include, but is not limited to: correspondence, financial reports, and statements. | Retain 5 year(s) after last action | Non-confidential Destruction | 5/24/2010 | |
| 000502 | Legal Review: Departmental Matters | This series documents issues and projects with legal implications for departments of the locality. This series may include, but is not limited to: correspondence and reports. | Retain 10 year(s) after last action | Non-confidential Destruction | 5/24/2010 | |
| 000503 | Misdemeanor and Appeals Files | This series documents misdemeanor offenses committed against the locality. This series may include, but is not limited to: correspondence and police reports. | Retain 1 year(s) after closed | Non-confidential Destruction | 5/24/2010 | |
| 000504 | Real Estate and Personal Property Delinquent Tax Suit Files | This series documents the recovery of outstanding real estate and personal property taxes owed to the locality. This series may include, but is not limited to: real estate appraisals, title documentation, pleadings, contracts, and deeds. | Retain 5 year(s) after closed | Non-confidential Destruction | 5/24/2010 | |
| 000505 | Real Estate Title Files | This series documents efforts by the locality to establish title to properties. This series may include, but is not limited to: real estate appraisals, title documentation, contracts, and deeds. | Permanent, In Agency | 5/24/2010 | ||
| 000506 | Street Closure Files | This series documents efforts to close locality streets. This series may include, but is not limited to: ordinances and right-of-way variations. | Permanent, In Agency | 5/24/2010 | ||
| 000507 | Zoning and Rezoning Files | This series documents zoning and rezoning processes. This series may include, but is not limited to: ordinances and exhibits. | Retain until after no longer administratively useful | Non-confidential Destruction | 5/24/2010 |
GS-27: Court Appointed Special Advocate (CASA)
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 000262 | CASA Program Statistical Reports | This series consists of statistical reports submitted by individual programs to the CASA Program Committee, the Department of Criminal Justice Services, and any local CASA boards. | Retain 3 year(s) after submission | Non-confidential Destruction | 7/17/2009 | |
| 000261 | Case Records | This series documents the services provided by the Court- Appointed Special Advocate (CASA) Program to children who are subjects of judicial proceedings involving allegations of abuse or neglect, or children in need of services or supervision and are referred to the program by the Juvenile and Domestic Relations Court. | Retain 3 year(s) after 18th birthday | Confidential Destruction | 7/17/2009 | |
| 000265 | Volunteer Records - Training Records | This series consists of all training records of volunteer applicants who took training classes mandated by CASA. | Retain 3 year(s) after separation | Confidential Destruction | 7/17/2009 | |
| 000263 | Volunteer Records: Applications - Accepted and Completed Training | This series consists of applications submitted by individuals volunteering to be CASA Program Advocates. This series includes only applications which have been accepted by the CASA Program and who have successfully completed CASA-mandated training programs. | Retain 3 year(s) after separation | Confidential Destruction | 7/17/2009 | |
| 000264 | Volunteer Records: Applications - Not Accepted or Not Completed Training | This series consists of applications submitted by individuals volunteering to be CASA Program Advocates, but whose applications have not been accepted, or whose applications were accepted but who did not successfully complete CASA-mandated training. | Retain 3 year(s) after last action | Confidential Destruction | 7/17/2009 |
GS-29: Criminal Justice Training Records
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 100143 | Certification Standards Documentation | This series documents the academy's certification or recertification by the Department of Criminal Justice Services (DCJS). This series may include, but is not limited to: the academy's three-year plan and supporting documentation related to compliance with any of the certification standards. | Retain 3 year(s) after audit | Non-confidential Destruction | 6/11/2026 | |
| 101458 | Class Records and Lesson Plans | This series documents the planning and completion of all entry-level, in-service, and advanced training classes. This series may include, but is not limited to: attendance records, lesson plans and curriculum syllabus documentation, schedule records, course and instructor evaluations, and summaries. | Retain 50 year(s) after end of calendar year | Confidential Destruction | 6/11/2026 | |
| 100139 | Instructor Records | This series documents the qualifications and schedules of past and present instructors. This series may include, but is not limited to: certification and qualification documentation and class schedules. | Retain 25 year(s) after separation | Confidential Destruction | 6/11/2026 | |
| 101460 | Student Records | This series documents a students' history of attending entry-level, in-service or advanced training sufficient to document that all performance objectives and outcomes have been successfully completed. This series may include, but is not limited to: transcripts, counseling records, accident and injury records, discipline records, and testing and performance results. Also included in this series are Field Training (FTO) records, if retained by the academy. | Retain 25 year(s) after separation | Confidential Destruction | 6/11/2026 | |
| 101461 | Testing and Performance Records | This series documents the tests associated with training at the academy. This series may include, but is not limited to: copies of tests, answer keys, test sheets, and students' machine-readable test forms (Scantrons). | Retain 5 year(s) after end of calendar year | Confidential Destruction | 6/11/2026 | |
| 100144 | Training Aids for Courses | This series documents the tools used by instructors to assist in teaching courses. This series may include, but is not limited to: DVDs, CDs, electronic presentations, URLs for copyrighted material, films, videos, and slides. | Retain 5 year(s) after no longer administratively useful | Confidential Destruction | 6/11/2026 |
GS-02: Fiscal Records
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 010143 | Accounts Payable | This series documents moneys to be paid by the locality to its creditors. This series may include, but is not limited to: invoices, receipts, bills, canceled checks, returned checks, check registers, and checking statements. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 010144 | Accounts Receivable | This series documents moneys owed to the locality by its debtors. This series may include, but is not limited to: deposit receipts, invoices, bills, purchase orders, vouchers, permits, and receipt records. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 010146 | Audit Records: External | This series documents the audit of the finances of the locality by an outside auditing firm. This series may include, but is not limited to, prepared audit report. | Permanent, In Agency | COV 15.2-2511 | 9/10/2026 | |
| 010145 | Audit Records: Internal | This series documents the audits conducted by the locality on its various departments and agencies. This series may include, but is not limited to: audit report and work papers. | Retain 8 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 010150 | Budget Records: Adopted Budget Files | This series documents the adopted locality budget, outlining approved expenditures for the year. | Permanent, In Agency | 9/10/2026 | ||
| 010151 | Budget Records: Working Files | This series documents the budgeting process of the locality. This series may include, but is not limited to: working files. | Retain 5 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 200104 | Cash and Bank Reports | This series documents financial transactions within the locality. This series may include, but is not limited to: cash reports, transmittal and settlement records, warrant records, bank statements, and reconciliation documentation. | Retain 3 year(s) after end of state fiscal year | Confidential Destruction | 9/10/2026 | |
| 010159 | Contracts | This series documents contracts and agreements entered into by the agency. This series may include, but is not limited to, contracts, agreements, and supporting documentation. | Retain 5 year(s) after expiration | Confidential Destruction | 9/10/2026 | |
| 010162 | Financial Accounting Reports | This series documents the income and expenditures of the locality by its offices and agencies. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 010163 | Fixed Assets Files | This series documents the control of fixed assets, such as land, buildings, and equipment, owned by the agency. This series may include, but is not limited to: logs, inventories, and reconciliation documents. | Retain until after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 9/10/2026 | |
| 010169 | General Ledger | This series documents the assets, liabilities, fund balances, revenues, and expenses of the locality. This series may include, but is not limited to: ledger, ledger cards, journals, and reports. | Retain 10 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 010164 | Grant Projects: Financials | This series documents the annual financial management of state, federal, and/or private grant projects participated in or awarded/administered by local agencies that do not contain contractual terms for records retention. This series may include, but is not limited to: accounts payables and receivables, draw-down requests, and fiscal reports. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 010165 | Insurance Records and Reports | This series documents insurance coverage carried by the locality, such as commercial policies, third-party coverage, and self-insurance programs. This series may include, but is not limited to: insurance policies, claims, invoices, and investment files. | Retain 3 year(s) after end of state fiscal year | Confidential Destruction | 9/10/2026 | |
| 200105 | Payroll Records | This series documents the payroll activities of the locality. This series may include, but is not limited to: deduction authorizations and registers, leave records, ledgers and reports, compensation files, retirement contributions, time and attendance records, time sheets, Virginia Employment Commission (VEC) reports, wage and income tax reports, W-2 Wage and Tax Statements, and Form 1099. | Retain 5 year(s) after end of state fiscal year | Confidential Destruction | 9/10/2026 | |
| 200106 | Purchasing Records | This series documents the purchasing of equipment, goods, services, and supplies by the locality. This series may include, but is not limited to: bids, bid proposals, purchase orders, and requisitions. | Retain 5 year(s) after end of state fiscal year | Confidential Destruction | 9/10/2026 | |
| 010190 | Reimbursement Records | This series documents the reimbursement of money to or from the locality. This series may include, but is not limited to: travel expense reimbursement and overpayment documentation. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 200107 | Retirement Files: Locally Managed Retirement System | This series documents the locally managed retirement system. This series may include, but is not limited to: employee participating and financial documentation. | Retain 3 year(s) after last action | Confidential Destruction | 9/10/2026 | |
| 010194 | Retirement Files: Virginia Retirement System (VRS) | This series documents the participation of the locality in the Virginia Retirement System. | Retain 3 year(s) after end of state fiscal year | Confidential Destruction | 9/10/2026 | |
| 200391 | Vendor / Supplier Records | This series documents the information of vendors and suppliers that provide goods and services. This series may include, but is not limited to: correspondence, W-9 and 1099 forms, Internal Revenue Service Taxpayer Identification Number (IRS TIN) match form, alternate payment address notice, and Automatic Clearing House (ACH) payment form. | Retain until after no longer administratively useful | Confidential Destruction | 9/10/2026 | |
| 010218 | Workers' Compensation Records | This series documents claims filed based on work-related injury or illness. This series may include, but is not limited to: claims, application for benefits, wage documents used to determine compensation, and payment documentation. | Retain 5 year(s) after end of state fiscal year | Confidential Destruction | 9/10/2026 |
GS-16: General Services
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 005156 | Automotive Records: Certificates of Mileage | This series documents the exact mileage (odometer reading) on a vehicle at the time of sale or transfer. Note: Code requires mileage to be written on title or title application at time of sale. This series applies to any separate documentation held by the locality selling or disposing of vehicles. | Retain 3 year(s) after event | Non-confidential Destruction | COV 46.2-629 | 9/10/2026 |
| 005157 | Automotive Records: Federal Motor Carrier Drug and Alcohol Tests - Negative | This series documents the testing of certain drivers as required by 49CFR382.111 - 311. | Retain 1 year(s) after receipt | Confidential Destruction | 49CFR382.401, 49CFR382.111 - 311 | 9/10/2026 |
| 005158 | Automotive Records: Federal Motor Carrier Drug and Alcohol Tests - Positives | This series documents the testing of certain drivers as required by 49CFR382.111 - 311. | Retain 5 year(s) after end of calendar year | Confidential Destruction | 49CFR382.401, 49CFR382.111 - 311 | 9/10/2026 |
| 005160 | Automotive Records: Fuel Metering/Monitoring Records | This series documents the periodic measuring or monitoring of bulk fuels. | Retain 6 month(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005161 | Automotive Records: Fuel Receipts/Tickets - Commercial Service Stations | This series documents the receipt of gasoline or other services at commercial gas stations, including credit card receipts. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005162 | Automotive Records: Fuel Receipts/Tickets - State Owned Facilities | This series documents the receipt of gasoline or other services from state owned facilities which are retained to verify reimbursement requests. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005159 | Automotive Records: Fuel/Lubricant Issue Records | This series documents the issue of fuels or lubricants and requests for reimbursements. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005163 | Automotive Records: Mileage/Usage Reports | This series documents the completion and submission of any mileage or usage reports. | Retain 1 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005164 | Automotive Records: Motor Vehicle Accident Reports | This series documents the reporting of and/or investigation of motor vehicle accidents. | Retain 5 year(s) after closed | Non-confidential Destruction | 9/10/2026 | |
| 005165 | Automotive Records: Motor Vehicle Maintenance - Administrative Reports and Records | This series documents the administrative actions necessary to operate a maintenance facility, including maintenance related reports and other supporting records not otherwise listed on this schedule. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 005166 | Automotive Records: Motor Vehicle Maintenance - Consumption and Use Records | This series documents the daily mileage, fuel use and oil consumption of individual vehicles. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005167 | Automotive Records: Motor Vehicle Maintenance - Parts and Supply Records | This series documents the ordering, inventory and use of stocks of parts, bulk lubricants and other maintenance or operating supplies. | Retain 2 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005168 | Automotive Records: Motor Vehicle Maintenance - Repair and Service Records | This series documents the repair, maintenance and servicing of specific vehicles. | Retain until after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 9/10/2026 | |
| 005169 | Automotive Records: Motor Vehicle Release/Transfers | This series documents the sale, transfer, or disposal of surplus, excess, or non-repairable vehicles. | Retain 3 year(s) after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 9/10/2026 | |
| 005170 | Automotive Records: Motor Vehicle Reports | This series documents the routine reporting of administrative information on motor vehicles. Includes reports not listed on this schedule. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005171 | Automotive Records: Motor Vehicle Use/Control - Dispatch Records | This series documents the daily assignment and use of motor vehicles and other large equipment. | Retain 2 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005172 | Automotive Records: Motor Vehicle Use/Control - Sign Out Logs/Books | This series documents the acceptance/receipt of vehicles for daily use. | Retain 2 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005173 | Automotive Records: Motor Vehicle Use/Control - Use Requests | This series documents the receipt and response to requests for vehicles for use on specific days. | Retain 3 month(s) after last action | Non-confidential Destruction | 9/10/2026 | |
| 005174 | Automotive Records: Motor Vehicle Use/Control - Vehicle Assignments | This series documents the long term or permanent assignment of vehicles to specific individuals, offices or uses. | Retain 2 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005175 | Automotive Records: Registrations - Vehicle | This series documents registration and licensing of locality owned vehicles. | Retain until after event | Non-confidential Destruction | COV 46.2-600 | 9/10/2026 |
| 005176 | Automotive Records: State Inspections - Inspection Station Copies | This series documents the inspection of vehicles by approved inspection stations. This series includes: station copies. | Retain 2 year(s) after end of calendar year | Non-confidential Destruction | COV 46.2-1163 | 9/10/2026 |
| 005177 | Automotive Records: State Inspections - Vehicle Copies | This series documents that vehicle has been inspected at an approved inspection station. | Retain until after event | Non-confidential Destruction | COV 46.2-1157 | 9/10/2026 |
| 005178 | Automotive Records: Vehicle Repair Work Orders - Logs | This series documents the receipt and control of requests for repair or service work at a vehicle maintenance facility. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005179 | Automotive Records: Vehicle Repair Work Orders - Requestor's Copy | This series documents the request for repair or service work from a vehicle maintenance facility. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005180 | Automotive Records: Vehicle Repair Work Orders - Shop Copies | This series documents the receipt of a work order and actions taken in response. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005181 | Automotive Records: Vehicle Titles | This series documents the legal ownership and titling of vehicles. | Retain until after end of calendar year | Non-confidential Destruction | COV 46.2-600 | 9/10/2026 |
| 005182 | Building Maintenance/Management: ADA Compliance Records | This series documents the receipt and responses to ADA complaints and records of ADA self evaluations. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 28CFR36.102, 28CFR, Sec 35/36 | 9/10/2026 |
| 005183 | Building Maintenance/Management: Asbestos Records | This series documents the identification, removal and/or covering of asbestos within locality owned facilities. Does not include contracting records. | Permanent, In Agency | 40CFR763.94 | 9/10/2026 | |
| 005184 | Building Maintenance/Management: Custodial Records | This series documents the supervision of custodial activities including but not limited to assignments, work responsibilities, checklists, inspections, reports and other related documents except fiscal and payroll. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 005185 | Building Maintenance/Management: Elevator Records | This series verifies the completion of required elevator inspections. | Retain 3 year(s) after last action | Non-confidential Destruction | 9/10/2026 | |
| 005186 | Building Maintenance/Management: Grounds Keeping Records | This series documents the supervision of grounds keeping activities including but not limited to assignments, work responsibilities, checklists, inspections, reports and other related documents except fiscal and payroll. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 200808 | Building Maintenance/Management: Inspections | This series documents the inspection of state or agency owned property and installed equipment not covered by another records series. This series may include, but is not limited to: inspections, photographs, recommended actions, and follow-up notes. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 005187 | Building Maintenance/Management: Installed Equipment | This series documents the installation, maintenance, service and history of building installed equipment. | Retain until after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 9/10/2026 | |
| 005188 | Building Maintenance/Management: Parking Records | This series documents the assignment, control and use of parking spaces. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005189 | Building Maintenance/Management: Repair/Service Records | This series documents requests for building repair or service work, including call records, work orders, actions and other related documentation except on installed equipment. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005190 | Building Maintenance/Management: Space Utilization records | This series documents the assignment, control and use of offices, floor space, rooms or other facilities within assigned buildings, excluding fiscal records. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 005191 | Building Maintenance/Management: Warranty Files | This series documents the manufacturer's/vendor's warranty to replace and/or repair defective materials or equipment. | Retain 1 year(s) after expiration | Non-confidential Destruction | 9/10/2026 | |
| 200959 | Construction Stormwater Permit Compliance and Inspections: Record Copy | This series documents the agency's record copy of responsibilities pertaining to compliance with Construction Stormwater General and Individual Permits permitted by the Virginia Department of Environmental Quality. This series may include, but is not limited to, inspections, correspondence, and compliance documentation. | Retain 5 year(s) after expiration | Non-confidential Destruction | 9/10/2026 | |
| 005192 | Environmental Protection: Hazardous Chemical Records | This series documents the presence and/or use of hazardous chemicals in the workplace. Records must include but are not limited to Material Safety Data Sheets (MSDS), hazardous chemical inventories and hazardous chemical exposure records. 29CFR1910.1200. | Retain 30 year(s) after event | Non-confidential Destruction | 29CFR1910.1200 | 9/10/2026 |
| 005193 | Environmental Protection: Hazardous Waste Reports | This series documents preparation and filing of reports required by Virginia Administrative Code, 9VAC20-60-305. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 40CFR262.40, 9VAC20-60-305 | 9/10/2026 |
| 005194 | Environmental Protection: Medical Waste Records | This series documents the authorized and proper disposal of medical waste as required by Virginia Administrative Code, 9VAC20-120-310. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9VAC20-120-310 | 9/10/2026 |
| 005195 | Environmental Protection: Other Waste Disposal Records | This series documents any activities related to waste disposal not otherwise listed on this schedule. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005196 | Environmental Protection: Radiation Exposure - Badge Reports | This series documents the testing of and receipt of radiation badge exposure reports documenting dosage received during a specified period. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 10CFR20.2104 | 9/10/2026 |
| 005197 | Environmental Protection: Radiation Exposure - Cumulative Exposure Records | This series documents the total radiation exposure of an employee during the time of employment as required by the Code of Federal Regulations. | Retain 30 year(s) after end of calendar year | Non-confidential Destruction | 10CFR20.2103, 10CFR20.1502 | 9/10/2026 |
| 005198 | Environmental Protection: Radiation Exposure - Transportation Manifests | This series documents the authorized and proper transportation of hazardous waste as required by Virginia Administrative Code, 9VAC20-60-430. | Retain 3 year(s) after event | Non-confidential Destruction | 40CFR263.22, 9VAC20-60-430 | 9/10/2026 |
| 005199 | Equipment Maintenance: Maintenance Reports | This series documents the status of equipment in use by the locality. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 005200 | Equipment Maintenance: Repair and Service Records | This series documents the repair and service history of non-automotive and non-installed equipment owned by the locality. | Retain until after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 9/10/2026 | |
| 005201 | Equipment Maintenance: Technical Reference and Maintenance Publications | This series collects technical reference material needed to use, maintain, supply and repair locality owned equipment. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 005202 | Equipment Maintenance: Warranty Files | This series documents the manufacturer's/vendor's warranty to replace and/or repair defective equipment. | Retain 1 year(s) after expiration | Non-confidential Destruction | 9/10/2026 | |
| 200960 | Erosion and Sediment Control and Stormwater Management: Certifications (Record Copy) | This series documents agency employees holding the Virginia Erosion and Sediment Control and Stormwater Management certification. This series may include, but is not limited to, certificates and correspondence. | Retain 1 year(s) after expiration | Non-confidential Destruction | 9/10/2026 | |
| 005203 | Mail Records: Box Rent Receipts | This series documents the issue of internal mail boxes and the collection of rent receipts. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005204 | Mail Records: Certified and Registered Mail | This series documents the acceptance and shipment or receipt and release of certified or registered mail. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005205 | Mail Records: Equipment Maintenance Records | This series documents the repair and maintenance of mailroom equipment. | Retain until after last action | Non-confidential Destruction | 9/10/2026 | |
| 005206 | Mail Records: Mail/Parcel Metering Records | This series controls the use of mail or parcel meters and the accounting for charges incurred. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 005208 | Mail Records: Postage/Payment Due Records | This series documents the receipt and collection of funds for postage mail, COD mail and other collections. | Retain 3 year(s) after final payment | Non-confidential Destruction | 9/10/2026 | |
| 005209 | Mail Records: Postal Payments | This series documents the payment of bills for postage or other mail services. | Retain 3 year(s) after final payment | Non-confidential Destruction | 9/10/2026 | |
| 005210 | Mail Records: Refunds and Adjustments | This series documents the request for and/or receipt of refunds or adjustments from the USPS or other common carriers. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 005211 | Mail Records: Requisitions for Postage | This series documents internal requests for postage, issue or postage and reimbursement, if applicable. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 005207 | Mail Records: Shipment/Receipt Control Records (Non-Fiscal) | This series documents the control of incoming and outgoing mail. | Retain 6 month(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005212 | Mail Records: Special Handling or Shipping | This series documents the shipment or receipt of parcels through common carriers (Fed-ex, UPS, couriers, etc) and subsequent bill and payment. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005213 | Radio Operations Records: Design and Planning Files | This series documents and planning for new or modified radio communications systems. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005214 | Radio Operations Records: Equipment Procurement Files | This series documents the purchase of radios and support equipment. | Retain 3 year(s) after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 9/10/2026 | |
| 005215 | Radio Operations Records: Logs and Operations Files | This series documents operator and dispatcher files created during routine radio usage unless covered by another records series. | Retain 2 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005216 | Radio Operations Records: Maintenance and Service Records | This series documents maintenance and service history for radios and support equipment. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005217 | Radio Operations Records: Warranty Files | This series contains copies of equipment warranties and any related claims. | Retain 1 year(s) after expiration | Non-confidential Destruction | 9/10/2026 | |
| 005220 | Real and Rental Property Records: Construction Plan Reviews | This series documents a locality's actions to prepare for construction or renovation projects. This series may include, but is not limited to, preliminary plans, drawings, and specifications. | Retain 1 year(s) after decision | Non-confidential Destruction | 9/10/2026 | |
| 005221 | Real and Rental Property Records: Construction Project Management | This series documents locality actions in supervision of construction or renovation contracts. This series may include, but is not limited to, correspondence and supporting documentation. | Retain 5 year(s) after event | Non-confidential Destruction | 9/10/2026 | |
| 005222 | Real and Rental Property Records: Construction Projects - Requests, Justifications and Rankings | This series documents the locality's actions to obtain authorization and funding for Capital Outlay Projects. This series may include, but is not limited to, correspondence and supporting documentation. | Retain 5 year(s) after project completion | Non-confidential Destruction | 9/10/2026 | |
| 005227 | Real and Rental Property: Leases | This series documents a locality's attempts to negotiate a lease. This series may include, but is not limited to, drafts, correspondence, and supporting documentation. | Retain 5 year(s) after expiration | Confidential Destruction | 9/10/2026 | |
| 005218 | Real Property Records: Construction As-Built Plans, Specifications, Drawings, Plans & Maps | This series documents the end result of construction and renovation projects affecting locality owned property. | Permanent, In Agency | 9/10/2026 | ||
| 005219 | Real Property Records: Construction Contract Admin | This series documents locality actions in supervision of construction or renovation contracts. | Retain 5 year(s) after decision | Non-confidential Destruction | 9/10/2026 | |
| 005223 | Real Property Records: Deeds - Duplicates | This series documents locality ownership of real property. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 005224 | Real Property Records: Deeds - Record Copy | This series documents locality ownership of real property. | Retain until after event | Non-confidential Destruction | 9/10/2026 | |
| 005225 | Real Property Records: Easements | This series documents the existence of easements which affect locality owned or leased property. | Retain 5 year(s) after event | Non-confidential Destruction | 9/10/2026 | |
| 005226 | Real Property Records: Handicapped Barrier Files | This series documents the identification and correction of barriers to handicapped access to facilities. | Retain 5 year(s) after event | Non-confidential Destruction | 9/10/2026 | |
| 005228 | Real Property Records: Property Appraisals/Evaluations | This series documents the completion of property appraisals and/or evaluations prior to purchase, lease, sale or other disposal of locality owned or used real property. | Retain 5 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005229 | Real Property Records: Surplus Property Disposal | This series documents the reporting and disposal of surplus locality owned real property. | Retain 3 year(s) after last action | Non-confidential Destruction | 9/10/2026 | |
| 005230 | Reproduction Records: Equipment Procurement Files | This series documents the purchase of copiers, duplicators and support equipment. | Retain 3 year(s) after last action | Non-confidential Destruction | 9/10/2026 | |
| 005231 | Reproduction Records: Mailing Lists | This series documents creation of special purpose mailing lists for routine distribution of printed materials. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 005232 | Reproduction Records: Maintenance and Service Records | This series documents maintenance and service history for copiers, duplicators and support equipment. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005233 | Reproduction Records: Management Files | This series documents the routine management of an agency printing/duplication shop. Includes but is not limited to logs, registers and inventories. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 005236 | Reproduction Records: Printing Masters, Artwork, Specifications and Layouts | This series documents the planning and layout of complex printing requirements. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 005234 | Reproduction Records: Printing/Duplication Job Orders - Requestor Copy | This series documents agency requests for printing/duplication, either internal or external, excluding purchase orders. | Retain 1 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005235 | Reproduction Records: Printing/Duplication Job Orders - Shop Copy | This series documents work requested of and/or completed by an agency run printing or duplication shop. Series includes printing order, planning files, receipt documents and other supporting material. Refer to General Records Retention and Disposition Schedule GS2, Fiscal Records for retention guidelines on payment records. | Retain 1 year(s) after project completion | Non-confidential Destruction | 9/10/2026 | |
| 005237 | Reproduction Records: Warranty Files | This series contains copies of equipment warranties and any related claims. | Retain 1 year(s) after expiration | Non-confidential Destruction | 9/10/2026 | |
| 005238 | Risk Management Records: Insurance Claims | This series documents the filing and disposition of claims by the locality or against the locality's insurers. | Retain 5 year(s) after last action | Non-confidential Destruction | 9/10/2026 | |
| 005239 | Risk Management Records: Insurance Policies - Automotive | This series documents the insurance status of the locality. | Retain 5 year(s) after event | Non-confidential Destruction | 9/10/2026 | |
| 005240 | Risk Management Records: Insurance Policies - General Liability | This series documents the insurance status of the locality. | Retain 25 year(s) after expiration | Non-confidential Destruction | 9/10/2026 | |
| 005241 | Risk Management Records: Insurance Policies - Property | This series documents the insurance status of the locality. | Retain 5 year(s) after event | Non-confidential Destruction | 9/10/2026 | |
| 005243 | Security Records: Emergency Response Plans | This series documents plans and planning efforts related to preparing for, responding to, recovering from, and mitigating emergencies and disasters. This series includes, but is not limited to: the Commonwealth of Virginia Emergency Operations Plan and supporting plans, the State Hazard Mitigation Plan, Agency Support Plans, Continuity of Operations Plans (COOP), and any other plans or planning materials documenting state response to and recovery from disasters or emergencies as defined in Code of Virginia 44-146.16. | Retain until after superseded, obsolete, or rescinded | Confidential Destruction | EO 41 (2018) | 9/10/2026 |
| 005244 | Security Records: Equipment Control Logs | This series documents the movement of equipment into and out of facilities when control is required for security purposes. | Retain 6 month(s) after last action | Non-confidential Destruction | 9/10/2026 | |
| 005246 | Security Records: Fire Extinguishers Inspections Reports | This series includes fire extinguisher tags or sheets that document routine extinguisher inspections. | Retain until after event | Non-confidential Destruction | 9/10/2026 | |
| 005247 | Security Records: Fire Safety Inspections | This series documents the completion and results of fire safety inspections, including any follow-up actions taken. | Retain 5 year(s) after event | Non-confidential Destruction | 9/10/2026 | |
| 005248 | Security Records: Guard or Security Monitor Files | This series consists of records (other than personnel or payroll) tracking daily assignment, duties, responsibilities, use or control of building/department guards or security monitors. | Retain 2 year(s) after last action | Confidential Destruction | COV 2.2-3705 | 9/10/2026 |
| 005249 | Security Records: Personal Identification Records (Access and Security) | This series consists of records used to identify individuals having access to buildings, departments, room or areas. Includes issue records, back-up photos and other supporting documentation. | Retain 1 year(s) after last action | Confidential Destruction | COV 2.2-3705 | 9/10/2026 |
| 005250 | Security Records: Safety Records | This series consists of records produced, maintained or collected by the locality, building or department safety officer. | Retain 3 year(s) after last action | Non-confidential Destruction | 9/10/2026 | |
| 200036 | Security: Disaster Recovery Files | This series documents the process of and expenses for the recovery from a State- or Federally-declared disaster. This series may include, but is not limited to: damage reports, repair reports, expense records, a copy of all activated response plans, and supporting documentation. | Retain 5 year(s) after last action | Confidential Destruction | 9/10/2026 | |
| 005690 | Security: Incident Reports | This series documents the reporting, investigation and action taken in regard to security-related incidents occurring at buildings and facilities. Materials may include paper reports and forms, photographic evidence and magnetic or electronic surveillance recordings. | Retain 3 year(s) after last action | Non-confidential Destruction | 9/10/2026 | |
| 005251 | Security: Security and Surveillance Recordings | This series documents the monitoring of buildings and government-owned vehicles or areas for security purposes. This series may include, but is not limited to, audio or video recordings in electronic or magnetic format. | Retain 1 month(s) after event | Non-confidential Destruction | 9/10/2026 | |
| 005242 | Security: Visitor Access Control Records | This series documents visitor access to specific buildings, departments, rooms, or areas. This series may include, but is not limited to: access lists, sign-in sheets, logs, registers, screenings, instruction books, and emergency contacts. | Retain 6 month(s) after no longer administratively useful | Confidential Destruction | 9/10/2026 | |
| 005252 | Stockroom/Warehouse Records: Inventory Records | This series documents the routine inventory of supplies or stocks on hand. | Retain until after project completion | Non-confidential Destruction | 9/10/2026 | |
| 005253 | Stockroom/Warehouse Records: Issue/Delivery Records | This series documents the issue or delivery of supplies to users within the locality. | Retain 6 month(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005254 | Stockroom/Warehouse Records: Receiving Records - Accounting Copy | This series documents the receipt of goods from vendors and/or common carriers. | Retain until after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 005255 | Stockroom/Warehouse Records: Receiving Records - Other Copies | This series documents the receipt of goods from vendors and/or common carriers. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 005256 | Stockroom/Warehouse Records: Replenishment Orders | This series consists of copies of orders/requisitions sent to purchasing to refill on-hand stocks. | Retain 1 year(s) after submission | Non-confidential Destruction | 9/10/2026 | |
| 005257 | Stockroom/Warehouse Records: Signature Card/Authority Files | This series documents the authority of an individual to receive, accept and sign for supplies and equipment for internal units of the locality. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 005258 | Stockroom/Warehouse Records: Stock Control/Usage Records | This series documents the on-hand balances, status, usage, issuance and reorder of stocks of supplies stored for issue by the stockroom or warehouse. | Retain 6 month(s) after final payment | Non-confidential Destruction | 9/10/2026 | |
| 005259 | Stockroom/Warehouse Records: Stock Locator Records | This series documents the assignment of and location of stocks of inventories maintained on hand by the stockroom or warehouse. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 005260 | Stockroom/Warehouse Records: Supply Requests | This series documents the receipt and fulfillment of orders from internal users from stockroom or warehouse. | Retain 1 year(s) after project completion | Non-confidential Destruction | 9/10/2026 | |
| 005261 | Stockroom/Warehouse Records: Surplus Property Records | This series documents the receipt and fulfillment of orders from internal users from stockroom or warehouse. | Retain 3 year(s) after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 9/10/2026 | |
| 005262 | Telecommunications Equipment: Bills or Invoices | This series documents the providers billing for telecommunications services. | Retain 5 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005263 | Telecommunications Equipment: Equipment Installation Files | This series documents plans for and locations of installed telecommunications equipment. Does not include bills for installation services. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005264 | Telecommunications Equipment: Internal Billing Files | This series documents the internal charging or reimbursement for telecommunications services. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005265 | Telecommunications Equipment: Itemized Bills - Detached | This series documents the itemized phone calls charged for by a service provider, if stored separately from the main bill. | Retain 6 month(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005266 | Telecommunications Equipment: Logs and Operation Records | This series includes any internal logs or operational records used to monitor and/or control telecommunications and/or telecommunications equipment. | Retain 2 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005267 | Telecommunications Equipment: Maintenance and Service Files | This series include routine service and maintenance records for installed telecommunications equipment. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 005268 | Telecommunications Equipment: System Design and Planning Files | This series documents any plans or designs for purchase of new or expanded telecommunication equipment or services. | Retain until after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 9/10/2026 |
GS-20: Health Records
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 200885 | Accreditation Records | This series documents hospital accreditation by a relevant health-accreditation body. This series may include, but is not limited to: accreditation results, plans for improvement, inspection results, consultation records, audits, reports and other documentation as required by the accreditation organization. | Retain 5 year(s) after superseded, obsolete, or rescinded | Confidential Destruction | 9/11/2025 | |
| 200886 | Animal Bite and Quarantine Records | This series documents the reporting of animal bites and the quarantine of animals. This series may include, but is not limited to: reports, responses, and quarantine logs. | Retain 3 year(s) after end of calendar year | Confidential Destruction | 9/11/2025 | |
| 200887 | Animal-Head Test Results | This series documents the performance of animal-head testing on animals suspected of carrying rabies. This series may include, but is not limited to: animal-head test result. | Retain 8 year(s) after end of calendar year | Non-confidential Destruction | 9/11/2025 | |
| 200888 | Appointment and Scheduling Records | This series documents the scheduling and completion of in-house appointments and the scheduling of outside-referral appointments. This series may include, but is not limited to: calendars and logs. | Retain 5 year(s) after end of calendar year | Confidential Destruction | 9/11/2025 | |
| 200889 | Assignment Sheets | This series documents staff members on duty in a unit for a particular shift, including physicians and on-call physicians, nurses, and patient care technologists. This series may include, but is not limited to: assignment sheets and physician on-call lists. | Retain 10 year(s) after end of calendar year | Confidential Destruction | 9/11/2025 | |
| 200890 | Autopsy Reports | This series documents a decedent's cause and manner of death. This series may include, but is not limited to: autopsy reports. | Retain 10 year(s) after end of calendar year | Confidential Destruction | 9/11/2025 | |
| 200891 | Biological and Medical Waste Disposal Records | This series documents the disposal of hazardous medical and biological waste or transfer to certified disposal vendors. This series may include, but is not limited to: logs. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/11/2025 | |
| 200892 | Cardiac Monitoring Recordings | This series documents cardiac monitoring of patients. This series may include, but is not limited to: recordings and activity reports. | Retain 5 year(s) after last action | Confidential Destruction | 9/11/2025 | |
| 200893 | Charge Nurse Reports | This series documents charge nurse change-of-shift notes and reports on patients. This series may include, but is not limited to: reports and notes. | Retain 5 year(s) after end of calendar year | Confidential Destruction | 9/11/2025 | |
| 200894 | Complaint Files | This series documents the receipt of and response to complaints from both patients and the general public. This series may include, but is not limited to: correspondence. | Retain 5 year(s) after last action | Confidential Destruction | 9/11/2025 | |
| 200895 | Compliance Records | This series documents compliance with federal rules, regulations, guidance and advisories pertaining to healthcare programs, including the False Claims Act. This series may include, but is not limited to: complaints and responses, reports, audits, event and other documentation. | Retain 10 year(s) after end of calendar year | Confidential Destruction | 9/11/2025 | |
| 200896 | Criminal Background Checks: Health Services | This series documents the criminal background check results of a job applicant in the Health Services industry for the purpose of compliance with accreditation standards within the industry. This series may include, but is not limited to: criminal background investigations, reports, fingerprint cards, and other security records. | Retain 5 year(s) after termination | Confidential Destruction | 9/11/2025 | |
| 200897 | Diagnostic Testing and Imaging Records | This series documents the performance and results of diagnostic testing and imaging, such as, but not limited to: electrocardiograms, encephalograms, nerve and pulmonary function testing, cardiac catheterization, and radiology tests including x-rays, computerized tomography (CT) scans, magnetic resonance images (MRI), and ultrasounds. Final report is added to patient medical record. This series may include, but is not limited to: clinic/lab copies of tracings, printouts, images, films, scans, and interpretation reports. | Retain 10 year(s) after closed | Confidential Destruction | 9/11/2025 | |
| 200898 | Equipment Sterilization Records | This series documents the in-house sterilization of supplies and equipment and/or the receipt, control and distribution of sterilized supplies and equipment. This series may include, but is not limited to: logs and reports. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/11/2025 | |
| 200899 | Fetal Death Reports | This series documents fetal deaths, including stillbirths and terminations in compliance with the Code of Virginia 32.1-264. This series may include, but is not limited to: reports. | Retain 1 year(s) after creation | Confidential Destruction | 9/11/2025 | |
| 200900 | Fetal Monitoring Recordings | This series documents fetal monitoring activities. This series may include, but is not limited to: recordings and activity reports. | Retain 10 year(s) after end of calendar year | Confidential Destruction | 9/11/2025 | |
| 200901 | Health Insurance Portability and Accountability Act (HIPAA) Records | This series documents compliance with the Health Insurance Portability and Accountability Act (HIPAA) regulations. This series may include, but is not limited to: correspondence, reports, plans, policies, procedures, complaints, disclosure forms, and training material. | Retain 6 year(s) after end of calendar year | Confidential Destruction | 9/11/2025 | |
| 200902 | Immunization Records: Adult | This series documents adults who receive immunizations that are not included as part of a patient medical record. This series may include, but is not limited to: consent forms, encounter forms, service slips and logs. | Retain 5 year(s) after event | Confidential Destruction | 9/11/2025 | |
| 200903 | Immunization Records: Minor | This series documents minors who receive immunizations that are not included as part of a patient medical record. This series may include, but is not limited to: consent forms, encounter forms, service slips and logs. | Retain 21 year(s) after birth | Confidential Destruction | 9/11/2025 | |
| 200904 | Incident Reports | This series documents patient and non-patient safety incidents but does not include employee safety incidents. This series may include but is not limited to: reports and correspondence. | Retain 10 year(s) after event | Confidential Destruction | 9/11/2025 | |
| 200905 | Laboratory and Medical Equipment Maintenance Records | This series documents the maintenance and repair of laboratory and medical equipment and instruments. This series may include, but is not limited to: logs and reports | Retain 2 year(s) after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 9/11/2025 | |
| 200906 | Laboratory: Cytogenetic and Molecular Diagnostic Records | This series documents cytogenetic and molecular testing and analysis. This series may include, but is not limited to: final reports, images of fluorescence in situ hybridization (FISH) studies for non-neoplastic disorders, and test reports for constitutional/genetic conditions. | Retain 20 year(s) after end of calendar year | Confidential Destruction | 9/11/2025 | |
| 200907 | Laboratory: Cytopathology and Other Specialized Reports | This series documents the performance of cytopathology and other specialized testing. This series may include, but is not limited to: cytopathology reports, surgical pathology reports, images of fluorescence in situ hybridization (FISH) studies, including cytogenetic and molecular studies for neoplastic disorders, gated dot plots, and histograms. | Retain 10 year(s) after end of calendar year | Confidential Destruction | 9/11/2025 | |
| 200908 | Laboratory: Cytotherapy Contracts and Agreements | This series documents the responsibilities of any establishment that performs a manufacturing step or provides reagents for cytotherapy. This series may include, but is not limited to: contracts and agreements. | Retain 10 year(s) after expiration | Confidential Destruction | 9/11/2025 | |
| 200909 | Laboratory: Cytotherapy Records | This series documents the cytotherapy process, including the collection, processing, compatibility testing, storage and distribution of cellular therapy product, through the final disposition of the product. This series may include, but is not limited to: test results and interpretations, temperature and other logs, quality control records, personnel training and competency records, donor records, procedures and reports. | Retain 10 year(s) after final disposition | Confidential Destruction | 9/11/2025 | |
| 200910 | Laboratory: General Reports | This series documents the performance of specimen and pathology testing. This series may include, but is not limited to: laboratory copy of test results, worksheets, logs, and reports. | Retain 2 year(s) after end of calendar year | Confidential Destruction | 9/11/2025 | |
| 200911 | Laboratory: Quality Assurance and Quality Control Records | This series documents quality assurance and quality control testing in the laboratory, which may include the calibration of equipment, and the monitoring of equipment, procedures and protocols for effectiveness. This series may include, but is not limited to: instrument printouts and data, temperature logs, performance specifications, testing results, proof of monitoring, and the identification and documentation of problems and corrective actions taken. | Retain 2 year(s) after end of calendar year | Non-confidential Destruction | 9/11/2025 | |
| 200912 | Laboratory: Requisitions, Worksheets and Logs | This series documents specimens received, and tests ordered and performed. This series may include, but is not limited to: worksheets, logs, test-order forms, test counts, requisitions, and authorization. | Retain 2 year(s) after end of calendar year | Confidential Destruction | 9/11/2025 | |
| 200913 | Laboratory: Transfusion Medicine Quality Management Records | This series documents quality control measures in transfusion administration, including calibration of equipment, performance checks of equipment and reagents, and periodic checks of sterile technique and temperatures. This series may include, but is not limited to: quality management reviews, proficiency testing reports, irradiation-dose delivery reports, retyping of donor units logs, procedural review records, procedures and discontinued procedures. | Retain 10 year(s) after end of calendar year | Confidential Destruction | 9/11/2025 | |
| 200914 | Laboratory: Transfusion Medicine Records | This series documents the administration of transfusions, including the collection, processing, compatibility testing, and storage and distribution of blood and blood products. This series may include, but is not limited to: test results and interpretations, final unit dispositions, donor records, temperature and other logs, transfusion reaction reports and evaluations, panel reaction worksheets, and investigation records. | Retain 10 year(s) after end of calendar year | Confidential Destruction | 9/11/2025 | |
| 200915 | Logs | This series documents various activities captured on logs that are not covered elsewhere on this schedule. This series may include, but is not limited to: nursing, clinic, decedent, patient activity/registration, operating and specialty rooms, refrigerator temperature, and other miscellaneous logs. | Retain until after no longer administratively useful | Confidential Destruction | 9/11/2025 | |
| 200916 | Master Patient Index (MPI) | This series documents patient information for identification purposes and for assignment of medical record numbers. This series may include, but is not limited to: index. | Retain 100 year(s) after last action | Confidential Destruction | 9/11/2025 | |
| 200917 | Medical Debt: Collected | This series documents the collection of medical debts paid to healthcare agencies by their patients. This series may include, but is not limited to, contracts, proof of debt, receipts, and invoices. | Retain 3 year(s) after closed | Confidential Destruction | 9/11/2025 | |
| 200918 | Medical Debt: Uncollected - No Action | This series documents unpaid medical debts to a health agency that were not acted upon by the agency within 3 years, rendering the debt uncollectable. This series may include, but is not limited to, contracts, proof of debt, receipts, and invoices. | Retain until after closed | Confidential Destruction | 9/11/2025 | |
| 200919 | Medicare and Medicaid Administration Records | This series documents the administration of the Medicare and Medicaid programs and non-medical contacts with patients. This series may include, but is not limited to: correspondence, memoranda, and reports. | Retain 10 year(s) after closed | Non-confidential Destruction | 9/11/2025 | |
| 200920 | Medicare, Medicaid, and Insurance Financial Records | This series documents Medicare, Medicaid and insurance company billings, reimbursements, and utilization and authorization records. This series may include, but is not limited to: forms and invoices. | Retain 10 year(s) after closed | Confidential Destruction | 9/11/2025 | |
| 200921 | Nursing Home Pre-Admission Screening Reports: Adults | This series documents screenings of adults conducted prior to admission to nursing homes. This series may include, but is not limited to: reports. | Retain 10 year(s) after last action | Confidential Destruction | 9/11/2025 | |
| 200922 | Nursing Home Pre-Admission Screening Reports: Minors | This series documents screenings of minors conducted prior to admission to nursing homes. This series may include, but is not limited to: reports. | Retain 28 year(s) after birth | Confidential Destruction | 9/11/2025 | |
| 200923 | Outbreak Containment and Investigation Records | This series documents the report of and investigation into disease outbreaks or response to other public health emergencies, and efforts to contain outbreaks of contagious diseases or disease-resistant organisms. This series may include, but is not limited to: outbreak report forms, investigation files, test results, reports, memos, and after action review forms. | Retain 75 year(s) after last action | Confidential Destruction | 9/11/2025 | |
| 200924 | Patient Medical/Dental Records: Adults | This series documents the treatment history of adult patients receiving medical services. This series may include, but is not limited to: assessment, consultation and treatment records, immunization records, diagnostic testing and imaging records and reports, lab/pathology results and reports, psychiatric notes, and medication administration records. | Retain 10 year(s) after last action | Confidential Destruction | 9/11/2025 | |
| 200925 | Patient Medical/Dental Records: Minors | This series documents the treatment history of minor patients receiving medical services when the last treatment was before the age of 18. This series may include, but is not limited to: assessment, consultation and treatment records, immunization records, diagnostic testing and imaging records and reports, lab/pathology results and reports, psychiatric notes, and medication administration records. | Retain 28 year(s) after birth | Confidential Destruction | 9/11/2025 | |
| 200926 | Patient Transportation Records | This series documents the movement of patients between medical facilities or between floors or units within the facility, and any medical attention provided during transport. This series may include, but is not limited to: forms and reports. | Retain 5 year(s) after end of calendar year | Confidential Destruction | 9/11/2025 | |
| 200927 | Permit Review Files | This series documents participation in any permit-review process where input is provided, but permit is not issued by the local health department. This series may include, but is not limited to: permit applications, inspections, correspondence and other supporting documentation. | Retain 2 year(s) after last action | Non-confidential Destruction | 9/11/2025 | |
| 200928 | Pharmacy: Distribution, Requisition and Prescription Records | This series documents the distribution, requisition, replenishment, compounding, and prescription of drugs and other controlled substances, other pharmacy stock, and medical supplies where these items are reimbursable by federal or state programs, or private insurance companies. This series may include, but is not limited to: requisitions, prescriptions, dispensing and filling records, logs, patient medication profiles, drug recall records, audit and reports. | Retain 10 year(s) after end of state fiscal year | Confidential Destruction | 9/11/2025 | |
| 200929 | Pharmacy: Inventory Control | This series documents the inventory control of drugs, controlled and non-controlled substances, over-the-counter medications, medical supplies, patient products, and pharmacy and/or nursing stocks. This series may include, but is not limited to: inventories, logs, reports, repackaging records, and destruction forms. | Retain 2 year(s) after end of state fiscal year | Confidential Destruction | 9/11/2025 | |
| 200930 | Procedure Records: Medical | This series documents all procedures, treatment protocols, standing orders, and decision tools established to assist clinical operations. This series may include, but is not limited to: clinical pathways and practice guidelines and protocols with supporting materials. | Retain 5 year(s) after superseded, obsolete, or rescinded | Confidential Destruction | 9/11/2025 | |
| 200931 | Radiation Dose and Dosimetry | This series documents monitoring information used to determine radiation dose and exposure of employees and other individuals, and equipment for the duration of the site license. This series may include, but is not limited to: individual monitoring results; doses to individual members of the public; dosimetry records; exposure records; uptake of radiation/internal exposure records; As Low As Reasonably Achievable (ALARA) records; results of surveys to determine dose from external sources; results of air sampling, surveys, and bioassays; results of measurements and calculations used to determine individual intakes and the release of radioactive effluents into the environment; declaration of pregnancy forms; dosimeter applications; determination of prior occupational dose; planned special exposure; medical event reports for radioactive material; procedures for administration requiring a written directive; and dosimetry equipment calibration/comparison/inter-comparison records required for teletherapy, remote afterloader, and gamma stereotactic radiosurgery units. | Retain 5 year(s) after termination | Confidential Destruction | 9/11/2025 | |
| 200932 | Radioactive Material Medical Use Records | This series documents the use of radioactive material for medical treatment. This series may include, but is not limited to: safety instructions, written directives, sealed source inventories, treatment unit calibration records, concentration and dosage amount documentation, records of testing and inventorying sealed sources and brachytherapy sources, receipt and transfer records, treatment records, byproduct documentation, patient dosage, dose calibrator quality control records, implant installation and removal records, patient release instructions, therapy nursing instructions, therapy equipment calibration and spot-checks, and mobile medical services. | Retain 3 year(s) after end of calendar year | Confidential Destruction | 9/11/2025 | |
| 200934 | Radioactive Material: Calibrations | This series documents calibrations of radiation survey instruments, brachytherapy sources, instruments used to measure activity of unsealed radioactive material, and meters. This series may include, but is not limited to: results of calibrations. | Retain 3 year(s) after event | Confidential Destruction | 9/11/2025 | |
| 200933 | Radioactive Material: Category 1 and 2 Irradiator Users | This series documents applications for access to Category 1 and 2 sources (irradiators) and operation of other irradiators. This series may include, but is not limited to: applications and results of FBI background checks and fingerprinting. | Retain 3 year(s) after event | Confidential Destruction | 9/11/2025 | |
| 200935 | Radioactive Material: Facility Usage | This series documents the designation of facilities that use radioactive material, for the duration of the site license. This series may include, but is not limited to: room use commissioning records, radioactive lab and equipment decommissioning records, and reports of spills, incidents, and accidents involving radioactive material for which continued contamination exists after remediation efforts. | Retain 3 year(s) after event | Confidential Destruction | 9/11/2025 | |
| 200936 | Radioactive Material: Surveys | This series documents surveys of areas where radioactive material is used. This series may include, but is not limited to: survey results and recommendations; radioactive material swipe survey reports; records of spill, incidents, and accidents involving radioactive material for which remediation efforts were successful; surveys for ambient radiation exposure rate; reports, inspection, violation, follow-up records and reports, source implant and removal surveys, and copies of patient release. | Retain 3 year(s) after event | Confidential Destruction | 9/11/2025 | |
| 200937 | Radioactive Material: User Applications | This series documents applications and approvals for users of radioactive material. This series may include, but is not limited to: applications for principal investigator (PI), authorized user, authorized medical physicist, qualified user, and general user, authorization amendment forms, Radiation Safety Committee letters of approval to work with radioactive material, notebooks documenting each PI's permissions to use radioactive materials, and decommissioned lab notebooks. | Retain 5 year(s) after event | Confidential Destruction | 9/11/2025 | |
| 200938 | Radioactive Material: Waste Disposal | This series documents disposal of licensed radioactive material. This series may include, but is not limited to: planned and past releases, Sewer Release Monthly Summaries, Department of Transportation solid waste uniform manifests, waste tickets, and waste inventories. | Retain 3 year(s) after termination | Confidential Destruction | 9/11/2025 | |
| 200939 | Reportable Disease Surveillance and Investigation Records | This series documents the reporting, tracking, and resolution of possible communicable disease problems. This series may include, but is not limited to: surveillance reports, reporting forms, morbidity forms, death certificates, case investigation files, laboratory and other reports. | Retain 10 year(s) after last action | Confidential Destruction | 9/11/2025 | |
| 200940 | Sanitation Records | This series documents general environmental, sanitation and health condition testing and remediation efforts, such as vector-borne disease control and rodent abatement. This series may include, but is not limited to: logs, reports, and sanitary surveys | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/11/2025 | |
| 200941 | School Health Program Records | This series documents the health district's relationship with local school districts through school health clinics, performance of staff visits to schools for training, public education, and health screenings. This series may include, but is not limited to: program records, logs, and ledgers. | Retain 5 year(s) after end of academic year | Confidential Destruction | 9/11/2025 | |
| 200942 | Senior Programs: Non-Medical | This series documents staff participation in various seniors programs, including Older Americans Act programs. This series may include, but is not limited to: contact records, training programs, health screenings, immunization clinics, and day care and nursing home placement. | Retain 5 year(s) after end of calendar year | Confidential Destruction | 9/11/2025 | |
| 200943 | Services to Clients: Non-Medical | This series documents interaction with clients in a non-medical capacity, such as providing services, training and educational programming for: infant and baby care, children or youth programs, family planning and pre-conception education, home health contacts, expectant families and pre-natal care, personal care hygiene training, lead poisoning prevention, school health programs, health insurance options, and seniors' programs. This series does not include information that is filed in the patient medical record. This series may include, but is not limited to: training and programming records, client files, and referrals. | Retain 5 year(s) after last action | Confidential Destruction | 9/11/2025 | |
| 200944 | Sexual Assault Records: Adults | This series documents the services provided to adult survivors of sexual assault. This series may include, but is not limited to: medical evaluations, laboratory tests, examination results, and prescriptions. | Retain 20 year(s) after creation | Confidential Destruction | 9/11/2025 | |
| 200945 | Sexual Assault Records: Minors | This series documents the services provided to minor survivors of sexual assault. This series may include, but is not limited to: forensic medical evaluations, laboratory tests, examination results, and prescriptions. | Retain 38 year(s) after birth | Confidential Destruction | 9/11/2025 | |
| 200946 | Transplant Records | This series documents the receipt and disposition of donated organs and tissue for transplantation from one patient to another. This series may include, but is not limited to: acquisition and disposition documentation, and donor information. | Retain 10 year(s) after end of calendar year | Confidential Destruction | 9/11/2025 | |
| 200947 | Tuberculosis: Evaluation for Presence of Tuberculosis Infection or Disease in Persons with Exposure to Rifampin-Resistant Source - Not Treated: Adults | This series documents screening and testing for the presence of tuberculosis in adults who were exposed to a source case with rifampin-resistant tuberculosis disease and either had negative evaluation results or treatment for them was not recommended but does not include those who received treatment. This series may include, but is not limited to: skin test results and contact histories. | Retain 20 year(s) after last action | Confidential Destruction | 9/11/2025 | |
| 200948 | Tuberculosis: Evaluation for Presence of Tuberculosis Infection or Disease in Persons with Exposure to Rifampin-Resistant Source - Not Treated: Minors | This series documents screening and testing for the presence of tuberculosis in minors who were exposed to a source case with rifampin-resistant tuberculosis disease and either had negative evaluation results or for whom treatment was not recommended, but does not include those who received treatment. This series may include, but is not limited to: skin test results and contact histories. | Retain 38 year(s) after birth | Confidential Destruction | 9/11/2025 | |
| 200949 | Tuberculosis: Evaluation for Presence of Tuberculosis Infection or Disease in Persons Without Exposure to Rifampin-Resistant Source - Not Treated: Adults | This series documents screening and testing for the presence of tuberculosis in adults. who either had negative evaluation results or for whom treatment was not recommended but does not include those who were treated or evaluated due to potential exposure to a rifampin-resistant source case. This series may include, but is not limited to: skin test results and contact histories. | Retain 10 year(s) after last action | Confidential Destruction | 9/11/2025 | |
| 200950 | Tuberculosis: Evaluation for Presence of Tuberculosis Infection or Disease in Persons Without Exposure to Rifampin-Resistant Source - Not Treated: Minors | This series documents screening and testing for the presence of tuberculosis in minors who had negative evaluation results or for whom treatment was not recommended, but does not include those who were treated or evaluated due to potential exposure to a rifampin-resistant source case. This series may include, but is not limited to: skin test results and contact histories. | Retain 28 year(s) after birth | Confidential Destruction | 9/11/2025 | |
| 200951 | Tuberculosis: Treatment for Tuberculosis Infection or Disease - Not Rifampin-Resistant: Adults | This series documents the screening, testing and treatment of adults diagnosed with active tuberculosis disease or latent tuberculosis infection, and includes those who received treatment due to exposure, but not those who were evaluated and treated for rifampin-resistant disease. This series may include, but is not limited to: skin-test results, contact histories, x-rays, and treatment records. | Retain 20 year(s) after last action | Confidential Destruction | 9/11/2025 | |
| 200952 | Tuberculosis: Treatment for Tuberculosis Infection or Disease - Not Rifampin-Resistant: Minors | This series documents the screening, testing and treatment of minors diagnosed with active tuberculosis disease or latent tuberculosis infection, and includes those who received treatment due to exposure, but not those who were evaluated and treated for rifampin-resistant disease. This series may include, but is not limited to: skin test results, contact histories, x-rays, and treatment records. | Retain 38 year(s) after birth | Confidential Destruction | 9/11/2025 | |
| 200953 | Tuberculosis: Treatment for Tuberculosis Infection or Disease - Rifampin-Resistant: Adults and Minors | This series documents the screening, testing and treatment of adults and minors diagnosed with rifampin-resistant active tuberculosis disease. This series may include, but is not limited to: skin test results, contact histories, x-rays, and treatment records. | Retain 50 year(s) after last action | Confidential Destruction | 9/11/2025 | |
| 200954 | Virginia Newcomer Health Program Records | This series documents the certification of eligibility for and provision of initial health screenings to newly arrived refugees and other qualified individuals as part of the Virginia Newcomer Health Program. This series also documents the identification and intervention of communicable diseases and other conditions of public health concern. This series may include, but is not limited to: eligibility documentation, client files, encounter forms, data collection forms, and test results. | Retain 5 year(s) after last action | Confidential Destruction | 9/11/2025 | |
| 200955 | Vital Records: Copies of Death Certificates Retained by Local Health Districts | This series documents true and complete copies of death certificates retained by local health districts that are used for the issuance of certified copies by the county or city registrar. This series may include, but is not limited to: certificates | Retain 5 year(s) after end of calendar year | Confidential Destruction | 9/11/2025 | |
| 200956 | Water Testing Records | This series documents the testing of water samples, such as beach monitoring and dialysis center testing, but excludes drinking water. This series may include, but is not limited to: test results, logs and reports. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/11/2025 | |
| 200957 | Women's, Infant's and Children's (WIC) Records | This series documents staff and client participation in the Women's, Infant's and Children's (WIC) program to provide nutritional support and supplements. This series may include, but is not limited to: client files, program records and referrals. | Retain 3 year(s) after end of calendar year | Confidential Destruction | 9/11/2025 |
GS-33: Information Technology
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 000157 | Information Technology Assistance Records | This series documents troubleshooting and problem-solving assistance provided by agency information systems personnel to users of the systems. This series may include but is not limited to: help desk assistance requests, resolution records, and related documentation. | Retain 1 year(s) after closed | Non-confidential Destruction | 3/19/2009 | |
| 000158 | Network Diagrams | This series documents the logical and physical relationships of network components for purposes of organization, deployment, troubleshooting, and management of day-to-day operations. This series consists of both logical and physical network diagrams. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 3/19/2009 | |
| 000160 | Software License and Copyright Provisions Records | This series documents compliance with agency software license and copyright provisions. This series may include but is not limited to: software licenses, correspondence, and related documentation. | Retain 1 year(s) after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 3/19/2009 | |
| 000161 | System Access Records | This series documents user permissions and access to information within a system. This series may include but is not limited to: a list of users with access to personally identifiable information (PII); documentation of access; and changes to user accounts and access rights. | Retain 3 year(s) after termination | Non-confidential Destruction | COV 2.2-3803 | 3/19/2009 |
| 000162 | System Documentation Records | This series documents operating systems, application programs, structure and form of datasets, system structure, and system-to-system communication. This series may include but is not limited to: system overviews, dataset inventories, server name, IP address, purpose of the system, vendor-supplied documentation, installed software, and current source code. | Retain 1 year(s) after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 3/19/2009 | |
| 000163 | System Maintenance Records: Hardware Repair or Service | This series documents inspections, maintenance, and repairs of agency computer systems that are owned or leased. This series may include, but is not limited to: computer equipment inventories and service records. | Retain 1 year(s) after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 3/19/2009 | |
| 000165 | Web Management and Operations Records: Structure | This series consists of site maps that show the directory structure into which content pages are organized and commercial, off-the-shelf (COTS) software configuration files used to operate the site and establish its look and feel. This series may include but is not limited to server environment configuration specifications. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 3/19/2009 |
GS-24: Juvenile Residential Services
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 007074 | Case Records | This series documents a resident's admission into and separation from the facility, as well as information-release consent, disciplinary issues, personal property, and program participation and progress during the residency. This series may include, but is not limited to: forms, logs, orders, reports, and testing data. | Retain 3 year(s) after separation | Confidential Destruction | 6VAC35-101-330.A. | 6/9/2022 |
| 200741 | Certification | This series documents compliance with the Department of Juvenile Justice's Regulation Governing Juvenile Secure Detention Centers, which includes, but is not limited to administrative and personnel, the physical environment, safety and security, residents' rights, and program operations. This series may include, but is not limited to: certificates, databases, forms, logs, registers, spreadsheets, and reports. | Retain 3 year(s) after audit | Confidential Destruction | 6VAC35-101 | 6/9/2022 |
| 007075 | Health Care Records: Separated After Age Eleven | This series documents the health history of a resident while residing in the center and who separated after age eleven, including initial health screening and any collected health history from prior to admission, annual physical examination, physician-recommended follow-up care, and/or provision of recommended or needed follow-up care. This series may include, but is not limited to: health-specific forms, logs, orders, reports, and testing data. | Retain 6 year(s) after last action | Confidential Destruction | COV 54.1-2910.4, 6VAC35-101-330.B. | 6/9/2022 |
| 200742 | Health Care Records: Separated By Age Twelve | This series documents the health history of a resident while residing in the center and who separated by age twelve, including initial health screening and any collected health history from prior to admission, annual physical examination, physician-recommended follow-up care, and/or provision of recommended or needed follow-up care. This series may include, but is not limited to: health-specific forms, logs, orders, reports, and testing data. | Retain 18 year(s) after birth | Confidential Destruction | 6VAC35-101-330.B. | 6/9/2022 |
| 200743 | Investigations: Grievances / Complaints | This series documents investigations and responses to complaints and formal grievances received from residents, parents, and/or staff who report issues related to resident care and treatment. This series may include, but is not limited to: correspondence, forms, investigative notes, and reports. | Retain 3 year(s) after audit | Confidential Destruction | 6/9/2022 | |
| 007086 | Logs: Operational | This series documents resident movement inside and outside the center, admissions data not included in a resident's case file, and other daily operational activities. This series may include, but is not limited to: logs, forms, receipts, and reports. | Retain 6 year(s) after end of calendar year | Confidential Destruction | 6/9/2022 | |
| 200744 | Prison Rape Elimination Act (PREA) Audits | This series documents the audits required by the Prison Rape Elimination Act (PREA). This series may include, but is not limited to: reports, logs, and correspondence. | Retain 3 year(s) after audit | Non-confidential Destruction | 28 CFR 115.403(f), 28 CFR 115 Subpart E | 6/9/2022 |
| 200745 | Prison Rape Elimination Act (PREA) Data | This series documents the collection of accurate, uniform data for every allegation of sexual abuse using a standardized instrument and set of definitions, per the Prison Rape Elimination Act (PREA). This series may include, but is not limited to: reports, forms, and correspondence. | Retain 10 year(s) after end of calendar year | Confidential Destruction | 28 CFR 115.387(a), 28 CFR 115.389(d) | 6/9/2022 |
| 200746 | Prison Rape Elimination Act (PREA) Investigations | This series documents investigations into sexual abuse allegations, per the Prison Rape Elimination Act (PREA), including anonymous third-party reports and allegations made in which the accused and/or accuser are no longer employed or housed. This series may include, but is not limited to: reports, forms, and correspondence. | Retain 5 year(s) after separation | Confidential Destruction | 28 CFR 115.371(j) | 6/9/2022 |
GS-06: Land Use, Land Development, and Public Works
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 000290 | Agreements, Bonds, and Contracts | This series consists of agreements, contracts, and bonds relating to professional services and construction. This series may include but is not limited to: surety, bonds, correspondence, letters of credit, and public/private agreements. | Retain 5 year(s) after project completion | Confidential Destruction | 6/11/2026 | |
| 000291 | Boiler Inspection Records | This series consists of copies of mandated boiler inspections performed by the state. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 6/11/2026 | |
| 000292 | Bridge Maintenance Files | This series consists of maintenance and inspection records for bridges and bridge drains. | Retain until after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 6/11/2026 | |
| 000293 | Building Records: Inspection and Permit Files | This series consists of commercial and residential building, electrical, mechanical, storage tank/container, and/or plumbing applications; drawings; issued permits; supporting documentation; and inspections. | Retain 3 year(s) after event | Non-confidential Destruction | 6/11/2026 | |
| 000294 | Building Records: Inspection and Permit Files-Confidential | This series consists of both commercial and residential building, electrical, mechanical, and/or plumbing applications; drawings; issued permits; supporting documentation; and inspections that include confidential or personally identifying information as invoked by Homeland Security or the Freedom of Information Act (FOIA). | Retain 3 year(s) after event | Confidential Destruction | 6/11/2026 | |
| 000295 | Capital Improvement | This series consists of construction and building maintenance records pertaining to local government projects. | Retain until after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 6/11/2026 | |
| 000296 | Capital Projects Planning | This series documents requests, justifications, and ranking of each capital improvement project. | Retain 5 year(s) after project completion | Non-confidential Destruction | 6/11/2026 | |
| 000297 | Certificate of Occupancy: Permanent | This series consists of COs and approved code modifications issued upon completion of work in accordance with applicable codes and all approved permits. | Retain until after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 6/11/2026 | |
| 000298 | Certificate of Occupancy: Temporary | This series consists of temporary COs granting permission to occupy a space prior to the final inspection. | Retain until after end of calendar year | Non-confidential Destruction | 6/11/2026 | |
| 000299 | Code Enforcement | This series consists of complaints, notices of violations, record of action taken, correspondence, departmental comments, and supporting documentation. | Retain 3 year(s) after event | Confidential Destruction | 6/11/2026 | |
| 000300 | Comprehensive Plan and Amendments Records | This series consists of the approved master plan for the long-range development of a community including but not limited to: land use, economic development, housing needs, utilities, transportation, determinations of compliance, and services. | Permanent, In Agency | 6/11/2026 | ||
| 000301 | Comprehensive Plan Working Papers and Documents | This series consists of the records used to develop the Comprehensive Plan. | Retain 5 year(s) after decision | Non-confidential Destruction | 6/11/2026 | |
| 000302 | Decomposition Gas Monitoring Records | This series consists of decomposition gas monitoring records that may include, but are not limited to methane concentration measurements, names of sampling personnel, sampling apparatus and methods, correspondence, and all other supporting documentation. | Retain until after termination of post-closure care | Non-confidential Destruction | 9VAC20-81-200 (E) | 6/11/2026 |
| 000303 | Development Files | This series consists of, but is not limited to, approved and as-built land development, commercial site plan, calculations, and subdivision construction. | Permanent, In Agency | 6/11/2026 | ||
| 000304 | Development Files: Supporting Documentation | This series consists of records used to develop property including but not limited to: drawings, temporary easements, plans, plats, maps, correspondence, departmental comments, and related studies used to develop property. | Retain 5 year(s) after decision | Non-confidential Destruction | 6/11/2026 | |
| 000305 | Easements: Supporting Documentation | This series documents the administration of permanent locality easements as recorded in the Clerk's Office. | Retain until after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 6/11/2026 | |
| 000306 | Elevator Records | This series consists of inspection and maintenance records for all locality and commercially owned elevators. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 6/11/2026 | |
| 200849 | Environmental Protection: Title V Air Emissions Permits | This series documents participation in the Title V Operating Permits Program as part of the Clean Air Act. This series includes, but is not limited to: applications, air permits, maintenance and monitoring reports, improvement plans, and supporting documentation. 40 CFR 64.9(b)(1); 9VAC5-80-110 | Retain 5 year(s) after last action | Confidential Destruction | 6/11/2026 | |
| 000308 | Geographic Information System (GIS) Core Data | This series consists of geo-referenced data and metadata to facilitate the management, manipulation, analysis, modeling, representation, and spatial analysis of complex problems regarding planning and management of resources. | Permanent, In Agency | 6/11/2026 | ||
| 000309 | Geographic Information System (GIS) Derivative Data | This series consists of geo-referenced data and metadata to facilitate the management, manipulation, analysis, modeling, representation, and spatial analysis of complex problems regarding planning and management of resources. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 6/11/2026 | |
| 000310 | Groundwater Monitoring Records | This series consists of groundwater monitoring records of locality-operated facilities that may include, but are not limited to, historical ground water surface elevation data measurements; historical laboratory analytical results; well installation, repair, or abandonment actions; approved variances; correspondence with the Department of Environmental Quality; and all other supporting documentation. | Retain until after termination of post-closure care | Non-confidential Destruction | 9VAC20-81-250 (E) | 6/11/2026 |
| 000312 | House Number Assignment Files | This series documents the assignment of addresses to particular houses. | Permanent, In Agency | 6/11/2026 | ||
| 000313 | Landfill, Incinerator, and Refuse Files | This series documents siting, design/construction, operation, monitoring and closure of public or private facilities. | Retain until after termination of post-closure care | Non-confidential Destruction | 9VAC20-81-100 thru 360 | 6/11/2026 |
| 000314 | Local Government Property: Operation and Maintenance | This series consists of administration and maintenance records for public property and private property maintained by the locality including streets, curbs, sidewalks, traffic engineering, parking, and lighting. | Retain 3 year(s) after creation | Non-confidential Destruction | 6/11/2026 | |
| 000554 | National Flood Insurance Program (NFIP) Compliance Records | This series consists of floodplain data required for participation in the National Flood Insurance Program (NFIP). This series may include, but is not limited to: Flood Insurance Studies, Flood Insurance Rate Maps, Letters of Map Change, issuance and denial of permits, Elevation Certificates, inspection records, required design certifications, variances, enforcement and correction documentation, and other supporting documentation. | Permanent, In Agency | 6/11/2026 | ||
| 000315 | Permit Applications: Non-issued | This series consists of denied or withdrawn applications. | Retain 6 month(s) after decision | Non-confidential Destruction | 6/11/2026 | |
| 000316 | Permits: Expired or Revoked | This series consists of expired or revoked permits not already listed on this schedule. | Retain 3 year(s) after expiration | Non-confidential Destruction | 6/11/2026 | |
| 010020 | Sewer Project Files | This series documents board/council's actions on approval or disapproval of proposed sewer projects. | Retain 1 year(s) after last action | Non-confidential Destruction | COV 15.2-2126 to 2133 | 6/11/2026 |
| 002842 | Soil and Water Conservation: Awards and Recognition - Log | This series documents efforts by the Soil and Water Conservation District (SWCD) to recognize land owners, teachers, businesses, volunteers, and others for their accomplishments. This series also documents awards received by the district. This series may include, but is not limited to: a log of award name and person receiving. | Permanent, In Agency | 6/11/2026 | ||
| 002843 | Soil and Water Conservation: Awards and Recognition - Supporting Documentation | This series documents efforts by the SWCD to recognize land owners, teachers, businesses, volunteers, and others for their accomplishments. This series may include, but is not limited to: nomination form, review, and acceptance of award. | Retain 3 year(s) after event | Non-confidential Destruction | 6/11/2026 | |
| 002844 | Soil and Water Conservation: Certificate of Organization | This series documents the formation of a SWCD by the Commonwealth. | Permanent, In Agency | 6/11/2026 | ||
| 002845 | Soil and Water Conservation: Cost Share and Tax Credit Applications/Contracts | This series documents a contract or agreement between the SWCD and a land owner to enter into a cost share project, such as an animal waste system or grazing land protection. This series may include, but is not limited to: application, approval letter, design, maps, and request for receipts. | Retain 3 year(s) after expiration | Confidential Destruction | 6/11/2026 | |
| 002846 | Soil and Water Conservation: Erosion and Sediment Control - Approved Projects | This series documents the implementation of an erosion and soil control ordinance by the locality. This series may include, but is not limited to: plan review and board review and approval. | Retain 10 year(s) after project completion | Non-confidential Destruction | 6/11/2026 | |
| 002847 | Soil and Water Conservation: Erosion and Sediment Control - Disapproved Projects | This series documents an erosion and soil control ordinance that is not implemented by the locality. This series may include, but is not limited to: disapproval letter. | Retain 1 year(s) after decision | Non-confidential Destruction | 6/11/2026 | |
| 002849 | Soil and Water Conservation: Stream Monitoring - Not Reported to DEQ | This series documents stream health as monitored by the SWCD when not reported to DEQ. This series may include, but is not limited to: baseline data and trend analysis. | Permanent, In Agency | 6/11/2026 | ||
| 002848 | Soil and Water Conservation: Stream Monitoring - Reported to the Department of Environmental Quality | This series documents stream health as monitored by the SWCD and reported to the Department of Environmental Quality (DEQ). This series may include, but is not limited to: baseline data and trend analysis. | Retain 10 year(s) after event | Non-confidential Destruction | 6/11/2026 | |
| 000321 | Zoning Permits | This series consists of land use permits and ARB Certificates of Appropriateness. | Retain 3 year(s) after expiration | Non-confidential Destruction | 6/11/2026 | |
| 000322 | Zoning Records | This series consists of accepted applications, plans, plats, maps, correspondence, departmental comments, and related studies used to classify land use, including Architectural Review Board building design documentation. | Permanent, In Agency | 6/11/2026 | ||
| 000319 | Zoning: Approved Variance, Appeals, and Rezoning Case Files | This series consists of applications, plans, plats, maps, correspondence, departmental comments, and related studies used to reclassify land use. | Permanent, In Agency | 6/11/2026 | ||
| 000320 | Zoning: Denied Variance, Appeals, and Rezoning Case Files | This series consists of applications, plans, plats, maps, correspondence, departmental comments, and related studies used to reclassify land use. | Retain 3 year(s) after decision | Non-confidential Destruction | 6/11/2026 |
GS-17: Law Enforcement, Fire and Emergency Services
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 100812 | Abandoned/Impounded Vehicles | This series documents the identification, retrieval, processing, return, or disposal of abandoned or impounded vehicles. This series may consist of, but is not limited to: tow sheet and disposition form. | Retain 3 year(s) after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 6/11/2026 | |
| 200141 | Accreditation Records: Supporting documentation - Commission on Accreditation for Law Enforcement Agencies (CALEA) | This series documents compliance with the Commission on Accreditation for Law Enforcement Agencies (CALEA) accreditation program standards. This series may include, but is not limited to: accreditation standard-file content and annual compliance reports. | Retain 6 year(s) after creation | Non-confidential Destruction | 6/11/2026 | |
| 100814 | Accreditation Records: Supporting documentation - Virginia Law Enforcement Professional Standards Commission (VLEPSC) | This series documents compliance with the Virginia Law Enforcement Professional Standards Commission (VLEPSC) accreditation program standards. This series may include, but is not limited to: accreditation standard-file content and annual compliance reports. | Retain 8 year(s) after creation | Non-confidential Destruction | 6/11/2026 | |
| 100706 | Alarm: Security - Activated | This series documents the activation of a home or business security alarm system linked to the law enforcement agency's response system, the notification to the agency, the investigation into the cause, and the findings (including billable false alarms). This series may include, but is not limited to: incident reports, dispatch notes, and false-alarm logs. | Retain 1 year(s) after closed | Non-confidential Destruction | 6/11/2026 | |
| 100707 | Alarm: Security - Permit/Registration | This series documents the process required to link a home or business security alarm systems to a law enforcement agency's response system, as well as the information needed to respond to a system activation and invoice for billable false alarms. This series may consist of, but is not limited to: the application and supporting documentation, owner-contact information, and alarm-system data. | Retain 1 year(s) after superseded, obsolete, or rescinded | Non-confidential Destruction | 6/11/2026 | |
| 100708 | Alcoholic Beverage Control (ABC) Permit Files | This series documents local review and/or approval of ABC permits. This series may include, but is not limited to: Application, background checks, and supporting documentation. | Retain 1 year(s) after last action | Non-confidential Destruction | 6/11/2026 | |
| 100711 | Animal Control Files | This series documents law enforcement's participation in local animal control. This series may include, but is not limited to: Complaints, investigations, custody and disposition records, and animal bite records. | Retain 5 year(s) after last action | Confidential Destruction | COV 3.2-6557(B) | 6/11/2026 |
| 200879 | Applicant Safety Assessments | This series documents an office's safety concerns about an applicant based on administered employment assessments and/or evaluations. This series may include, but is not limited to, reports, lists, and correspondence. | Retain until after no longer administratively useful | Confidential Destruction | 6/11/2026 | |
| 100713 | Arrest Files: Adult | This series documents the cumulative history of arrests of a particular individual. This series may consist of, but is not limited to, photographs. | Retain 100 year(s) after birth | Confidential Destruction | 6/11/2026 | |
| 200150 | Arrest Files: Adult - Death Notification | This series documents the cumulative history of arrests of a particular individual about whose death the department has been notified. This series may consist of, but is not limited to: warrants, finger prints, summonses, photographs, court disposition, and Central Criminal Records Exchange data. | Retain 1 year(s) after notification | Confidential Destruction | 6/11/2026 | |
| 200969 | Arrest Files: Adult - Pre-1974 | This series documents the cumulative history of arrests of a particular individual. This series may consist of, but is not limited to, fingerprints and photographs. | Retain 100 year(s) after birth | Confidential Destruction | 6/11/2026 | |
| 100714 | Arrest Files: Juvenile | This series documents the cumulative history of arrests of a particular juvenile. This series may consist of, but is not limited to, photographs. | Retain 5 year(s) after 18th birthday | Confidential Destruction | 6/11/2026 | |
| 100718 | Arrest Logs/Books | This series documents the cumulative arrests by an agency in chronological order. This series may consist of, but is not limited to: log books. | Retain 5 year(s) after last action | Confidential Destruction | 6/11/2026 | |
| 200444 | Arrestee Personal Property Inventory | This series documents a law enforcement agency's inventory of personal effects removed from an arrestee before transfer to a regional lockup or jail. This series may include, but is not limited to: logs, registers, and inventory forms. | Retain 3 year(s) after creation | Non-confidential Destruction | 6/11/2026 | |
| 100721 | Automotive Operations: Radar Equipment Files | This series documents the cumulative maintenance and repair history of radar speed-limit enforcement equipment, including but not limited to radar and LIDAR. This series may consist of, but is not limited to: service records. | Retain until after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 6/11/2026 | |
| 100720 | Automotive Operations: Speed-limit Enforcement Equipment Calibrations | This series documents the routine, timely, and effective calibration of radar, LIDAR, tuning forks, speedometers, and all other speed-enforcement equipment. This series may consist of, but is not limited to: current and expired calibration-vendor's certificate. | Retain 1 year(s) after expiration | Non-confidential Destruction | 6/11/2026 | |
| 100772 | Background Checks | This series documents the request for, performance of, and submission of results from background checks/investigations on individuals as requested by courts, employers, and other persons in matters not involving an active investigative case. This series may include, but is not limited to: Special Conservator of the Peace application files; interview notes; birth, school, or military records; references; and the summarized results. | Retain 3 year(s) after submission | Confidential Destruction | COV 19.2-13 (A) | 6/11/2026 |
| 005664 | Breath/Alcohol or Drug Testing Records | This series documents the collection and testing of breath/alcohol or drug tests on vehicle operators. This series may consist of, but is not limited to: logs and reports not included in case files. | Retain 3 year(s) after event | Confidential Destruction | 6/11/2026 | |
| 007045 | Building Plans | This series documents buildings and other structures including, but not limited to floor plans, and the layout of plumbing, electrical, and other internal systems, as required by the Virginia Fire Prevention Code and the Virginia Uniform Statewide Building Code. This series may include, but is not limited to: blueprints, building plans, permitting and inspection information, and supporting documentation. | Retain until after equipment, facility, or property sold or no longer in use | Confidential Destruction | 6/11/2026 | |
| 100726 | Community Crime Prevention Program Files | This series documents law enforcement's effort to develop and assist community based crime prevention programs. This series may consist of, but is not limited to: neighborhood watch, national night out, and similar program documentation. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 6/11/2026 | |
| 100746 | Community Educational Programs | This series documents law enforcement participation in citizen education programs. This series may include, but is not limited to: citizen and youth Police Academies and substance abuse/gang awareness programs. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 6/11/2026 | |
| 200132 | Compensation Board Certification Program Records | This series documents compliance with the Compensation Board's standards for the Career Development Program for Sheriffs. This series includes, but it not limited to: compliance forms, standards, proofs, and audit reports. | Retain 4 year(s) after audit | Confidential Destruction | 6/11/2026 | |
| 100727 | Concealed Handgun Permit Checks or Logs | This series documents the information or consultation provided to the court regarding concealed handgun permit applicants, as well as any notice received from the court on permits granted, denied, or appealed. This series may include, but is not limited to: reports and notices. | Retain 2 year(s) after expiration | Confidential Destruction | COV 18.2-308(D) | 6/11/2026 |
| 100728 | Confidential Informant Files | This series documents the identity of, contacts with, and reliability of confidential informants. This series may include, but is not limited to: photographs, identification number, and background notes. | Retain 75 year(s) after birth | Confidential Destruction | 6/11/2026 | |
| 100729 | Confiscated or Surrendered Firearms Files | This series documents the confiscation of or acceptance of surrendered firearms by or to law enforcement authorities and the disposition of the firearm. This series may include, but is not limited to: description of firearm, court order, disposition, and other documentation. | Retain 75 year(s) after last action | Non-confidential Destruction | 6/11/2026 | |
| 100733 | Court Appearance Files | This series documents the scheduling and/or appearance of law enforcement officers or support staff in court proceedings in the course of law enforcement activities. This series may include, but is not limited to: Overtime cards, time sheets, supplemental incident reports, and logs. | Retain 2 year(s) after event | Non-confidential Destruction | 6/11/2026 | |
| 200142 | Court Ordered and Other Process Records | This series documents the receipt and execution of, or failure to execute, court orders and/or other processes that include Extraditions, Hit Retentions, Subpoenas, Summonses, Copies/jackets of Executed Warrants, Warning Tickets, Affidavits, Eviction Notices, Levies to Foreclose, Seize and/or Sell Property, Parking Ticket Summonses, Virginia Uniform Summonses, and other legal action against an individual, family, firm or other entity. This series may include, but is not limited to: logs, registers, copies of orders, and other tracking documentation. | Retain 1 year(s) after last action | Non-confidential Destruction | COV 19.2-84 - 118 | 6/11/2026 |
| 200143 | Court Ordered Process Records: Protective Orders | This series documents the receipt and execution of, or failure to execute, court orders and/or other processes that include Adult Protective Orders, Child Protective Orders, Emergency Protective Orders, and Juvenile Detention Orders. This series may include, but is not limited to: logs, registers, copies of orders, and other tracking documentation. | Retain 1 year(s) after last action | Confidential Destruction | COV 16.1-251 to 254, COV 63.2-1606 - 1613 | 6/11/2026 |
| 100669 | Court Ordered Process Records: Residence Verification Records | This series documents the receipt and execution of, or failure to execute, court orders for residence verifications. This series may include, but is not limited to: logs, registers, copies of orders, and other tracking documentation. | Retain 1 year(s) after last action | Confidential Destruction | 6/11/2026 | |
| 100735 | Crime Analysis Files | This series documents the formal and/or informal analysis of crimes, patterns of crimes, and the reporting of the analysis. This series may include, but is not limited to: PIN maps, criminal activity statistics, and profiles of criminal activity. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 6/11/2026 | |
| 100739 | Criminal History Records: Local Information Requests and Challenges | This series documents the process by which local law enforcement offices receive requests from local individuals regarding their information contained in the local law enforcement records (including their criminal histories), any challenges to that information or history, the investigation conducted, the response, and the documentation indicating the close of the inquiry or challenge. This series may include, but is not limited to: request forms, correspondence, and research notes. | Retain 2 year(s) after closed | Confidential Destruction | COV 9.1-132, 6VAC20-120-50 (B.5.) | 6/11/2026 |
| 000342 | Dangerous Dog Records | This series documents any complaints, investigations, or incidents involving dogs that are determined to be dangerous or vicious. | Retain 5 year(s) after closed | Confidential Destruction | COV 3.2-6540 | 6/11/2026 |
| 200163 | Dispatch (Communications) and Emergency Call Recordings: Not Retained as Evidence | This series documents the radio communications between dispatch/central communications and officers in the field. This series also documents the recording of incoming calls (including Next Generation 911) for fire, police, and rescue services, and the actions taken in response. This series may include, but is not limited to: audio recordings, video recordings, text messages, and photographs. | Retain 6 month(s) after event | Confidential Destruction | 6/11/2026 | |
| 200164 | Dispatch (Communications) and Emergency Call Records: Supporting Documentation | This series documents the recording of radio communications at law enforcement dispatch centers and incoming calls for fire, police and rescue services, and the actions taken in response. This series may include, but is not limited to: logs, reports, and supporting documentation including Computer Aided Dispatch software and Calls-for-Service reports. | Retain 10 year(s) after creation | Non-confidential Destruction | 6/11/2026 | |
| 100745 | Duty Rosters | This series documents the work days, work hours, jobs, tasks, patrol areas, equipment, weapons, and other duties assigned to law enforcement officers. This series may include, but is not limited to: logs, rolls, rosters, and registers. | Retain 1 year(s) after last action | Non-confidential Destruction | 6/11/2026 | |
| 000121 | Expungements | This series documents the process of destroying law enforcement records, including all copies thereof and references thereto, that have been ordered expunged and sealed by the court. This series may include, but is not limited to: expunged records, court orders, and indexes/finding aids. | Retain 3 year(s) after order | Confidential Destruction | 6VAC20-120-80, COV 19.2-392.2 | 6/11/2026 |
| 200445 | FCC License Records | This series documents the initial/renewed licensing of radio communication sites. This series may include, but is not limited to: FCC license and supporting documentation. | Retain 3 year(s) after event | Non-confidential Destruction | 6/11/2026 | |
| 000344 | Field Notes: Not Retained as Evidence | This series documents and consists of the notes made from contacts and interviews conducted in the field with known/suspected law breakers by a law enforcement agent in regards to investigations, modus operandi, and/or complaint resolution. | Retain 5 year(s) after last action | Non-confidential Destruction | 28CFR23.20(h) | 6/11/2026 |
| 100758 | Fingerprints and Photographs: Juvenile - No Warrant or Petition Filed | This series documents and consists of the fingerprints and photographs taken of a juvenile in connection with an alleged violation of law, but against whom no warrant or petition was subsequently filed. | Retain 60 day(s) after creation | Confidential Destruction | COV 16.1-299(C) | 6/11/2026 |
| 007043 | Fire Code Compliance Inspection Reports | This series documents Virginia Fire Prevention Code compliance inspections and all other mandated fire inspections carried out by emergency services personnel. This series includes, but is not limited to: inspection reports, photographs, notices of violation, and supporting documentation. | Retain 10 year(s) after submission | Non-confidential Destruction | 6/11/2026 | |
| 200392 | Fire Training: Class Records | This series documents all aspects of firefighter training classes. This series may include, but is not limited to: rosters, intern sheets, lesson plans and curriculum information, instructor information, attendance records, and course and instructor evaluations. | Retain 5 year(s) after end of calendar year | Confidential Destruction | 6/11/2026 | |
| 100761 | Firearms Qualifications | This series documents an officer's qualifications and proficiency in the use of selected types of firearms through scheduled testing. This series may include, but is not limited to: testing criteria, test results, and certifications. | Retain 5 year(s) after event | Non-confidential Destruction | 6/11/2026 | |
| 100765 | General Orders and Regulations | This series documents the local and internal orders, rules, and regulations for law enforcement activities. This series may include, but is not limited to registers, logs, and other policy documentation. | Retain until after no longer administratively useful | Non-confidential Destruction | 6/11/2026 | |
| 007100 | Hazardous Materials Files | This series documents incidents that involve hazardous materials that are responded to by qualified and/or certified personnel and/or emergency response personnel. Incidents may include hazardous material spills, releases, leaks, dump sites, and explosions. This series includes, but is not limited to: hazardous materials incident report, memoranda, lab reports, samples, and supporting documentation. | Retain 50 year(s) after event | Non-confidential Destruction | 6/11/2026 | |
| 100767 | House Watch Checklists and Reports | This series documents the performance and/or completion of a house watch. This series may include, but is not limited to: citizen request form, property description, and officer-response verification. | Retain until after no longer administratively useful | Confidential Destruction | 6/11/2026 | |
| 007037 | Incident Reports: Emergency Services, Fire and Rescue | This series documents incidents to which emergency services and/or fire and rescue staff respond and may include address, units and personnel responding, hospital transportation information, summaries, and time stamps. This series may include, but is not limited to: reports and station or unit logs. | Retain 6 year(s) after event | Confidential Destruction | 6/11/2026 | |
| 100770 | Internal Affairs Complaints | This series documents internal, confidential, administrative investigations based on complaints against law enforcement officers and/or offices, and include founded and un-founded cases. This series may include, but is not limited to: complaint documentation, notes, findings, and reports. | Retain until after no longer administratively useful | Confidential Destruction | 6/11/2026 | |
| 000345 | Investigative Case Files: Historically Significant | This series documents the processes and results of any systematic investigations, inquiries, or examinations into criminal or suspected criminal acts, and that local law enforcement determines to have historical value. | Permanent, In Agency | 6/11/2026 | ||
| 200146 | Investigative Case Files: Less Serious Offenses - Resolved | This series documents the processes and results of any systematic investigations, inquiries, or examinations into criminal or suspected criminal acts that have been committed, are being committed, or are about to be committed; and may be related to, but not limited to: assault, burglary, deaths, destruction of property, drug/narcotic offenses, extortion, gambling, identity theft, Intimidation, larceny, pornography, prostitution, robbery, arson, suicide, vandalism, and weapons law violations. This series may include, but is not limited to records pertaining to: Breath Alcohol, Confiscated (non-weapon) Property, City-wide/In-car Surveillance/ Monitoring Recordings, Controlled Substance Seizures, Dispatch/ Communications Recordings, Emergency Calls, Evidence (including receipts and requests for), Field Notes, Fingerprints (including latents), Incident Reports, Lab Requests/ Reports/ Certificates of Analysis, Photographs, Polygraphs, Release (Waiver) Forms, Summonses, and Virginia Criminal Information Network/ National Crime Information Center (VCIN/NCIC) entries. | Retain 30 year(s) after closed | Confidential Destruction | 6/11/2026 | |
| 200147 | Investigative Case Files: Less Serious Offenses - Unresolved | This series documents the processes and results of any systematic investigations, inquiries, or examinations into criminal or suspected criminal acts that have been committed, are being committed, or are about to be committed; and may be related to, but not limited to: assault, burglary, deaths, destruction of property, drug/narcotic offenses, extortion, gambling, identity theft, Intimidation, larceny, pornography, prostitution, robbery, arson, suicide, vandalism, and weapons law violations. This series may include, but is not limited to records pertaining to: Breath Alcohol, Confiscated (non-weapon) Property, City-wide/In-car Surveillance/ Monitoring Recordings, Controlled Substance Seizures, Dispatch/ Communications Recordings, Emergency Calls, Evidence (including receipts and requests for), Field Notes, Fingerprints (including latents), Incident Reports, Lab Requests/ Reports/ Certificates of Analysis, Photographs, Polygraphs, Release (Waiver) Forms, Summonses, and Virginia Criminal Information Network/ National Crime Information Center (VCIN/NCIC) entries. | Retain 50 year(s) after creation | Confidential Destruction | 6/11/2026 | |
| 000266 | Investigative Case Files: Non-Serious Offenses - Resolved | This series documents the processes and results of any systematic investigations, inquiries, or examinations into criminal or suspected criminal acts that have been committed, are being committed, or are about to be committed; and may be related to, but not limited to: blackmail, bribery, counterfeiting, curfew, destruction of property, disorderly conduct, drug/narcotic offenses, DUI, embezzlement, extortion, forgery, fraud, gambling, identity theft, intimidation, larceny, loitering, peeping tom, pornography, prostitution, runaway, simple assault, thefts, trespassing, vagrancy, vandalism, arson and weapons law violations. This series may include, but is not limited to records pertaining to: Breath Alcohol, Confiscated (non-weapon) Property, City-wide/In-car Surveillance/ Monitoring Recordings, Controlled Substance Seizures, Dispatch/ Communications Recordings, Emergency Calls, Evidence (including receipts and requests for), Field Notes, Fingerprints (including latents), Incident Reports, Lab Requests/ Reports/ Certificates of Analysis, Photographs, Polygraphs, Release (Waiver) Forms, Summonses, and Virginia Criminal Information Network/ National Crime Information Center (VCIN/NCIC) entries. | Retain 10 year(s) after closed | Confidential Destruction | 6/11/2026 | |
| 200148 | Investigative Case Files: Non-Serious Offenses - Unresolved | This series documents the processes and results of any systematic investigations, inquiries, or examinations into criminal or suspected criminal acts that have been committed, are being committed, or are about to be committed; and may be related to, but not limited to: blackmail, bribery, counterfeiting, curfew, destruction of property, disorderly conduct, drug/narcotic offenses, DUI, embezzlement, extortion, forgery, fraud, gambling, identity theft, intimidation, larceny, loitering, peeping tom, pornography, prostitution, runaway, simple assault, thefts, trespassing, vagrancy, vandalism, arson and weapons law violations. This series may include, but is not limited to records pertaining to: Breath Alcohol, Confiscated (non-weapon) Property, City-wide/In-car Surveillance/ Monitoring Recordings, Controlled Substance Seizures, Dispatch/ Communications Recordings, Emergency Calls, Evidence (including receipts and requests for), Field Notes, Fingerprints (including latents), Incident Reports, Lab Requests/ Reports/ Certificates of Analysis, Photographs, Polygraphs, Release (Waiver) Forms, Summonses, and Virginia Criminal Information Network/ National Crime Information Center (VCIN/NCIC) entries. | Retain 5 year(s) after creation | Confidential Destruction | 6/11/2026 | |
| 100771 | Investigative Case Files: Serious Offenses - Resolved | This series documents the processes and results of any systematic investigations, inquiries, or examinations into criminal or suspected criminal acts that have been committed, are being committed, or are about to be committed; and may be related to, but not limited to: homicide, murder, manslaughter, kidnapping, abduction, arson, robbery, aggravated assault, sex crimes, rape, incest, or crimes against children. This series may include, but is not limited to records pertaining to: Breath Alcohol, Confiscated (non-weapon) Property, City-wide/In-car Surveillance/ Monitoring Recordings, Controlled Substance Seizures, Dispatch/ Communications Recordings, Emergency Calls, Evidence (including receipts and requests for), Field Notes, Fingerprints (including latents), Incident Reports, Lab Requests/ Reports/ Certificates of Analysis, Photographs, Polygraphs, Release (Waiver) Forms, Summonses, and Virginia Criminal Information Network/ National Crime Information Center (VCIN/NCIC) entries. | Retain 75 year(s) after closed | Confidential Destruction | 6/11/2026 | |
| 200145 | Investigative Case Files: Serious Offenses - Unresolved | This series documents the processes and results of any systematic investigations, inquiries, or examinations into criminal or suspected criminal acts that have been committed, are being committed, or are about to be committed; and may be related to, but not limited to: homicide, murder, manslaughter, kidnapping, abduction, arson, robbery, aggravated assault, sex crimes, rape, incest, or crimes against children. This series may include, but is not limited to records pertaining to: Breath Alcohol, Confiscated (non-weapon) Property, City-wide/In-car Surveillance/ Monitoring Recordings, Controlled Substance Seizures, Dispatch/ Communications Recordings, Emergency Calls, Evidence (including receipts and requests for), Field Notes, Fingerprints (including latents), Incident Reports, Lab Requests/ Reports/ Certificates of Analysis, Photographs, Polygraphs, Release (Waiver) Forms, Summonses, and Virginia Criminal Information Network/ National Crime Information Center (VCIN/NCIC) entries. | Retain 100 year(s) after creation | Confidential Destruction | 6/11/2026 | |
| 100775 | K-9/Horse Management Records | This series documents the management of dogs (K-9s) and horses in the service of law enforcement. This series may include, but is not limited to history, status, health, and training records. | Retain 3 year(s) after separation | Non-confidential Destruction | 6/11/2026 | |
| 200186 | License Plate Tag Reader Records: Not Used as Evidence | This series documents the surveillance and recording of license plate tag numbers. This series may include, but is not limited to: video recordings, digital images and photographs. | Retain until after decision | Non-confidential Destruction | 6/11/2026 | |
| 005666 | Logs | This series consists of key-control and all other law enforcement logs not listed elsewhere on this schedule. | Retain 2 year(s) after closed | Non-confidential Destruction | 6/11/2026 | |
| 200149 | Master Name File | This series documents legal names and aliases used by a suspected or convicted law breaker. This series may include, but is not limited to: AKAs (Also Known As), nicknames, last known and previous addresses, as well as alternate birth dates, social security numbers, and other identifiers. | Retain 100 year(s) after birth | Confidential Destruction | 6/11/2026 | |
| 100780 | Missing Persons Files | This series documents the receipt of notification of missing persons and runaways, and actions taken in response by law enforcement. This series may include, but is not limited to: initial report, photographs, witness statements, and investigative records. | Retain 75 year(s) after creation | Confidential Destruction | 6/11/2026 | |
| 100779 | Missing Persons: Resolved | This series documents the receipt of notification of missing persons and runaways, and actions taken in response by law enforcement. This series may include, but is not limited to: initial report, photographs, witness statements, and investigative records. | Retain 1 year(s) after closed | Confidential Destruction | 6/11/2026 | |
| 100755 | Missing Persons: With History - Resolved | This series documents the receipt of and actions taken in response to repeated notifications of a particular missing person or runaway, and the location(s) where missing person was previously found. This series may include, but is not limited to: initial report, photographs, witness statements, and investigative records. | Retain 5 year(s) after closed | Confidential Destruction | 6/11/2026 | |
| 100783 | Parking Tickets | This series documents the issuance of a citation and fine for violating parking regulations. This series may include, but is not limited to: parking tickets. | Retain 3 year(s) after issuance | Non-confidential Destruction | 6/11/2026 | |
| 100785 | Pawnshop and Precious Metals Dealers: History Files | This series documents the location and licensing of pawnshops and precious metals dealers. This series may include, but is not limited to: application, fingerprints, and photos. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 6/11/2026 | |
| 005667 | Pawnshop and Precious Metals Dealers: Reports | This series documents the submission of item description, serial number, value, and seller ID data related to items pawned and sold, as required by local ordinance. This series may include, but is not limited to: reports. | Retain 3 year(s) after submission | Non-confidential Destruction | 6/11/2026 | |
| 005668 | Permit Review and Investigation Files | This series documents the request for and the results of an investigation of permit applicants, not otherwise listed on this schedule. This series may include, but is not limited to: investigation notes and final report. | Retain 3 year(s) after closed | Confidential Destruction | 6/11/2026 | |
| 007103 | Permits: Operational | This series documents the issuance of permits to allow bonfires, the use explosives, fireworks, fumigation, and tents at functions. This series may include, but is not limited to: application, approved permit, and supporting documentation. | Retain 2 year(s) after expiration | Non-confidential Destruction | 6/11/2026 | |
| 100786 | Permits: Parade | This series documents the permitting of parades, parade routes, and related traffic control activities. This series may include, but is not limited to: application, supporting documentation, and letter of approval/denial. | Retain 6 month(s) after expiration | Non-confidential Destruction | 6/11/2026 | |
| 100791 | Photographs and Evidence: Traffic Tickets | This series documents the collection evidence of traffic violations (not including automatic cameras at intersections). This series may include, but is not limited to: photographs and audio/visual recordings. | Retain 1 year(s) after last action | Non-confidential Destruction | 6/11/2026 | |
| 007046 | Pre-hospital Patient Care Reports | This series documents medical care provided by emergency services personnel and is used to summarize the facts and events of an emergency medical incident and any treatment provided. This series may include, but is not limited to: reports and related supplements or addenda. | Retain 6 year(s) after event | Confidential Destruction | 12VAC5-31-530, 12VAC5-31-1140 | 6/11/2026 |
| 100796 | Recording, Surveillance, or Monitoring Systems: Not Used as Evidence | This series documents the surveillance of an area and the actions of law enforcement officers, suspects, and bystanders, including in-car monitoring of officers. This series may include, but is not limited to: audio and video recordings. | Retain 30 day(s) after event | Non-confidential Destruction | 6/11/2026 | |
| 000187 | Recording, Surveillance, or Monitoring Systems: Locality-Wide - Not used as evidence | This series documents the surveillance of large areas of a locality, other than traffic corridors, using cameras mounted at fixed locations. | Retain 7 day(s) after event | Non-confidential Destruction | 6/11/2026 | |
| 200151 | Recording, Surveillance, or Monitoring Systems: Traffic Light Signals - Not used as evidence | This series documents the failure of motorists to comply with traffic light signals (red lights), but the decision is made not to issue a summons. This series may include, but is not limited to: photographs and video recordings. | Retain 2 day(s) after decision | Non-confidential Destruction | COV 15.2-968.1 (H) | 6/11/2026 |
| 200152 | Recording, Surveillance, or Monitoring Systems: Traffic Light Signals - Used as evidence | This series documents the failure of motorists to comply with traffic light signals (red lights) and the collection of civil penalty payments. This series may include, but is not limited to: photographs and video recordings. | Retain 60 day(s) after final payment | Non-confidential Destruction | COV 15.2-968.1 (H) | 6/11/2026 |
| 100800 | Reports: No Investigative Value | This series documents non-criminal incidents and occurrences such as accidental deaths, suicides, lost and found property, and other occurrences that have been determined not to require further investigation. This series may include, but is not limited to: incident reports, tracking records, property receipts, and investigative files. | Retain 5 year(s) after closed | Confidential Destruction | 28CFR23.20(h), COV 15.2-1722 | 6/11/2026 |
| 100781 | Reports: Traffic Accident/Crash - Citizen | This series documents the investigation into and reporting of motor vehicle accidents/crashes that involve non-law enforcement vehicles. This series may include, but is not limited to: notes, reports, photographs, evidence, and other supporting documentation. | Retain 3 year(s) after event | Confidential Destruction | 6/11/2026 | |
| 005670 | Reports: Traffic Accident/Crash - Law Enforcement | This series documents the investigation into and reporting of motor vehicle accidents/crashes that involve law enforcement vehicles. This series may include, but is not limited to: notes, reports, photographs, evidence, and other supporting documentation. | Retain 3 year(s) after closed | Confidential Destruction | 6/11/2026 | |
| 100802 | Roll Call Files | This series documents officer attendance at meetings, briefings, inspections and other law enforcement activities, as well as any training received at these meetings. This series may include, but is not limited to: logs, rolls, rosters, and registers. | Retain 1 year(s) after event | Non-confidential Destruction | 6/11/2026 | |
| 200446 | Special Assignment Records | This series documents assignments for activities such as dignitary visits, demonstrations, and other special events. This series may include, but is not limited to: operational and security plans, traffic control documentation, and logs. | Retain 2 year(s) after project completion | Confidential Destruction | 6/11/2026 | |
| 100804 | Taxi Records | This series documents the registration and/or permitting of taxi cabs and/or cab drivers. This series may include, but is not limited to: vehicle identification, rate cards, driver's identification, fingerprint cards, and driving records. | Retain 3 year(s) after expiration | Non-confidential Destruction | 6/11/2026 | |
| 100805 | Towed Vehicle Files | This series documents law enforcement's actions in towing, or having towed, abandoned or damaged vehicles, vehicles involved in accidents or parking violations, and vehicles not in compliance with state or local laws. This series may include, but is not limited to: tow sheets. | Retain 3 year(s) after event | Non-confidential Destruction | 6/11/2026 | |
| 000347 | Towing Company Records | This series documents the registration of tow and recovery operators. This series may include, but is not limited to: vehicle identification, rate cards, driver identification, fingerprint cards, Tow Truck Driver Authorization Document Registration, and driving records. | Retain 3 year(s) after event | Confidential Destruction | 6/11/2026 | |
| 100806 | Traffic Management and Control | This series documents information requested, compiled, and delivered for the investigation and resolution of traffic control problems. This series may include, but is not limited to: crash report and traffic safety check point statistics. | Retain 1 year(s) after last action | Non-confidential Destruction | 6/11/2026 | |
| 005673 | Virginia Criminal Information Network (VCIN/NCIC): Administrative Messages - Not part of an Investigative Case File | This series documents the sending of messages to/through or receipt of messages from/through the Virginia Criminal Information Network (VCIN) or the National Crime Information Center (NCIC), and are not made part of an Investigative Case File. This series consists of, but is not limited to correspondence. | Retain 2 year(s) after end of calendar year | Confidential Destruction | 52-25 | 6/11/2026 |
| 005675 | Virginia Criminal Information Network (VCIN/NCIC): NCIC Validation Records | This series documents the monthly verification of valid entries and the removal of outdated and/or invalid entries, per the State Police-communicated list of entries from the National Crime Information Center (NCIC) database. | Retain 2 year(s) after event | Confidential Destruction | 28CFR20.37 | 6/11/2026 |
| 005674 | Virginia Criminal Information Network (VCIN/NCIC): Original Entry Printouts or Worksheets - Not related to an Investigative Case File | This series consists of original entry printouts or worksheets, if used, that exist solely to assist with data entry into the VCIN/NCIC system or to verify removal of entries from system. | Retain until after closed | Confidential Destruction | 52-25 | 6/11/2026 |
| 200153 | Warrants: Unexecuted | This series documents the criminal processes in the possession of a police or sheriff's department that have not been executed within, from date of issue, seven years if a felony warrant or three years if a misdemeanor warrant; or because they were issued for a now deceased person, issued based on mistaken identity, or issued as a result of technical or legal error; and have been ordered destroyed by the court. This series may include, but is not limited to: arrest warrants, summonses, capiases, and other unexecuted criminal processes. | Retain until after order | Confidential Destruction | COV 19.2-76.1 | 6/11/2026 |
| 100762 | Weapons: Internal Assignments | This series documents the assignment of weapons of all types to personnel for law enforcement use. This series may include, but is not limited to: logs, registers, and rosters. | Retain 5 year(s) after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 6/11/2026 | |
| 100635 | Weapons: Inventory | This series documents the inventory and asset control of weapons and ammunition. This series includes, but is not limited to: logs and lists. | Retain until after no longer administratively useful | Non-confidential Destruction | 6/11/2026 |
GS-08: Local and Regional Jails
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 100638 | Court Docket Lists | This series documents the names and occasions for inmate or employee court docket entries. This series may include, but is not limited to: dockets, logs and lists. | Retain 6 month(s) after creation | Non-confidential Destruction | 9/10/2026 | |
| 100651 | Cumulative Booking and Release Records | This series documents the cumulative booking and release of inmates and reporting of inmate populations to the Compensation Board. This series may include, but is not limited to: jail registers, master lists of inmates, and summary information regarding inmates entered into automated systems. | Retain 5 year(s) after end of state fiscal year | Confidential Destruction | 9/10/2026 | |
| 100644 | Inmate: Headcount Sheet | This series documents the routine counting and recordation of inmates in a jail facility. This series may include, but is not limited to: headcount sheets, lists and logs. | Retain 3 year(s) after end of calendar year | Confidential Destruction | 9/10/2026 | |
| 100631 | Inmate: Home Detention Records | This series documents the application and use of electronic monitors for inmates selected for home detention. This series may include, but is not limited to: applications, notification letters, driver's license history, and criminal history. | Retain 3 year(s) after separation | Confidential Destruction | 9/10/2026 | |
| 100645 | Inmate: Incarceration Records | This series documents the history of and staff interaction with an inmate during the period of incarceration at the facility. This series may include, but is not limited to: booking sheets, screening forms, assessments, history of confinement, personal property receipts, incident reports, correspondence, housing assignments, drug testing results and findings, accommodation requests, grievance documentation, photographs, classification information, pre-trial release documents, parole notices, and other release documentation. | Retain 50 year(s) after separation | Confidential Destruction | COV 53.1-187 | 9/10/2026 |
| 100657 | Inmate: Medical Records | This series documents the medical treatment of an inmate while at the facility. This series may include, but is not limited to: medical histories, appointment records, referrals, medication administration orders, treatment records, and nurse and physician notes. | Retain 6 year(s) after separation | Confidential Destruction | 18VAC85-20-26, 6VAC15-40-410 | 9/10/2026 |
| 100658 | Inmate: Medication Administration Logs | This series documents the routine issuance of prescribed medications to inmates each day. This series may include, but is not limited to: logs and registers. | Retain 3 year(s) after end of calendar year | Confidential Destruction | 9/10/2026 | |
| 100648 | Inmate: Purchase Records | This series documents the control and use of inmate funds to purchase canteen and/or commissary items or other services. This series may include, but is not limited to: receipts. | Retain 3 year(s) after end of state fiscal year | Confidential Destruction | 9/10/2026 | |
| 100674 | Inmate: Transportation Records | This series documents the movement of inmates from one place to another, including times, dates, employee in charge, names of inmates transported, and locations where inmates were transported. This series may include, but is not limited to: registers, transport orders and mileage cards. | Retain 3 year(s) after end of calendar year | Confidential Destruction | 9/10/2026 | |
| 100632 | Inmate: Work Program | This series documents control of and participation in inmate work programs. This series may include, but is not limited to: applications, recommendation letters, drug screening results, daily logs, and monthly statistical reports. | Retain 3 year(s) after end of calendar year | Confidential Destruction | 9/10/2026 | |
| 100637 | Jail: Canteen, Commissary and Kitchen Records | This series documents the routine operations and control of jail canteens, commissary and kitchens. This series may include, but is not limited to: inventory control records, inmate accounting records and other related files. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 100650 | Jail: Inspection Records | This series documents the routine inspection of facilities, programs and inmates and includes findings and actions taken. This series may include, but is not limited to: inspection forms. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 6VAC15-20-30 | 9/10/2026 |
| 100640 | Jail: Reportable Incidents | This series documents the recording of incidents that require reporting to the Department of Corrections such as deaths, discharges of firearms, erroneous releases, escapes, fires requiring evacuation of inmates, hostage situations and recapture of escapees. This series may include, but is not limited to: initial reports and investigation results. | Retain 3 year(s) after end of calendar year | Confidential Destruction | 6VAC15-40-110, 6VAC15-40-1350 | 9/10/2026 |
| 100654 | Jail: Revenue and Expenditure Reporting | This series documents sources and amounts of revenues and expenditures associated with facility operations, as reported to the Compensation Board. This series may include, but is not limited to: receipt and disbursement reports. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 100655 | Jail: Security Logs and Records | This series documents routine accomplishment of security requirements at the facility. This series may include, but is not limited to: logs and registers not otherwise specified on this schedule. | Retain 3 year(s) after end of calendar year | Confidential Destruction | 9/10/2026 | |
| 100659 | Nursing Reports | This series documents the routine actions and observations of the nursing staff. This series may include, but is not limited to: logs and reports. | Retain 3 year(s) after end of calendar year | Confidential Destruction | 9/10/2026 | |
| 200872 | Prison Rape Elimination Act (PREA) Audits | This series documents the audits required by the Prison Rape Elimination Act (PREA). This series may include, but is not limited to: reports, logs, and correspondence. | Retain 3 year(s) after audit | Non-confidential Destruction | 28 CFR 115.403(f), 28 CFR 115 Subpart E | 9/10/2026 |
| 200873 | Prison Rape Elimination Act (PREA) Data | This series documents the collection of accurate, uniform data for every allegation of sexual abuse using a standardized instrument and set of definitions, per the Prison Rape Elimination Act (PREA). This series may include, but is not limited to: reports, forms, and correspondence. | Retain 10 year(s) after end of calendar year | Confidential Destruction | 28 CFR 115.387(a), 28 CFR 115.389(d) | 9/10/2026 |
| 200874 | Prison Rape Elimination Act (PREA) Investigations | This series documents investigations into sexual abuse allegations, per the Prison Rape Elimination Act (PREA), including anonymous third-party reports and allegations made in which the accused and/or accuser are no longer employed or housed. This series may include, but is not limited to: reports, forms, and correspondence. | Retain 5 year(s) after separation | Confidential Destruction | 28 CFR 115.371(j) | 9/10/2026 |
GS-11: Parks and Recreation Records
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 008080 | Accident and Incident Files | This series documents accidents involving both individuals and property. This series may include, but is not limited to: reports and logs. | Retain 3 year(s) after closed | Confidential Destruction | 5/18/2017 | |
| 200245 | Cemetery Records | This series documents individuals buried in locality-owned and/or -operated cemeteries. This series may include, but is not limited to: Burial Cards, Deed Stubs, Interment Books, Lot Owner Cards, and Plot Diagrams. | Permanent, Archives | 5/18/2017 | ||
| 008086 | Development Records: Master Plans | This series documents the planning, design, and construction of public park property and facilities. This series may include, but is not limited to: master plans and as-built drawings. | Permanent, Archives | 5/18/2017 | ||
| 200246 | Development Records: Supporting Documentation | This series consists of the supporting documentation for the planning, design, and construction of public park property and facilities, and may include, but is not limited to: preliminary plans, drainage/resource maps, aerial maps, site-analysis drawings, and construction plans. | Retain 3 year(s) after project completion | Non-confidential Destruction | 5/18/2017 | |
| 008089 | Program Planning and Development | This series documents the planning, development, publication, and execution of various recreational programs offered by individual parks and recreation departments. This series may include, but is not limited to: lesson plans, course/program descriptions, and instruction manuals. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 5/18/2017 | |
| 008092 | Sports Program Rosters | This series documents the individuals who participate on adult and youth sports teams that are run through a parks and recreation department. This series may include, but is not limited to: rosters and directories. | Retain 3 year(s) after audit | Non-confidential Destruction | 5/18/2017 | |
| 008093 | Swimming Pool Operations | The series documents the operations of locality-run swimming pools, specifically noting water clarity, cleanliness, pH levels, and other information related to the health and safety of the bathers. This series may include, but is not limited to: logs, reports, and inspection forms. | Retain 1 year(s) after end of state fiscal year | Non-confidential Destruction | 12VAC5-460-270 | 5/18/2017 |
GS-03: Personnel Records
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 010220 | Accident/Illness Reports | This series documents occupational injuries and illnesses. This series may include, but is not limited to: reports and logs, but excludes sick leave reports maintained for payroll purposes. | Retain 5 year(s) after event | Confidential Destruction | 29 CFR 1904(C) and (D), 16 VAC 25-85-1904 | 6/11/2026 |
| 010221 | Affirmative Action/Equal Employment Opportunity Commission (EEOC) Plans | This series documents affirmative action and/or Equal Employment Opportunity Commission (EEOC) plans. This series may include, but is not limited to: plans. | Retain 3 year(s) after superseded, obsolete, or rescinded | Non-confidential Destruction | 29CFR1608.4 | 6/11/2026 |
| 010222 | Affirmative Action/Equal Employment Opportunity Commission (EEOC) Progress Reports | This series documents any affirmative and/or equal employment action taken by an agency. This series may include, but is not limited to: reports. | Retain 3 year(s) after submission | Non-confidential Destruction | 29 CFR 1602.32 | 6/11/2026 |
| 010253 | Applications and Resumes: Unsolicited | This series documents the receipt of unsolicited applications or resumes for which no position has been announced. This series may include, but is not limited to: applications and resumes. | Retain until after no longer administratively useful | Confidential Destruction | 6/11/2026 | |
| 010224 | Attendance Records: Education/Training | This series documents attendance at classes, meetings, and seminars for training or continuing education purposes. This series may include, but is not limited to: logs, registers, and sign-in sheets, but excludes attendance records maintained for payroll purposes. | Retain until after no longer administratively useful | Non-confidential Destruction | 6/11/2026 | |
| 001762 | Criminal History / Background Check Records | This series documents the criminal history, if any, of a job applicant for the purposes of making a hiring decision. This series may include, but is not limited to: criminal background investigation reports, fingerprint cards, central registry forms, and other security records. | Retain until after event | Confidential Destruction | 6/11/2026 | |
| 010227 | Discrimination Complaint Cases | This series documents the investigation into any act(s) of discrimination filed by an employee. This series may include, but is not limited to: investigative and interview notes, logs, reports, and Equal Employment Opportunity Commission (EEOC) claims. | Retain 1 year(s) after closed | Confidential Destruction | 29CFR1602.14 | 6/11/2026 |
| 200387 | Drug and Alcohol Screening or Testing Records: Negative Results | This series documents the administration and results of alcohol and drug screening or testing of job applicants or employees. This series may include, but is not limited to: logs, registers, and reports. | Retain 1 year(s) after event | Confidential Destruction | 6/11/2026 | |
| 010228 | Drug and Alcohol Screening or Testing Records: Positive Results | This series documents the administration and results of alcohol and drug screening or testing of job applicants or employees. This series may include, but is not limited to: logs, registers, and reports. | Retain 5 year(s) after event | Confidential Destruction | 6/11/2026 | |
| 010229 | Educational Assistance Program | This series documents requests for tuition assistance, the approval or denial of the requests, and any required repayment. This series may include, but is not limited to: applications, correspondence, evaluation forms, and reports. | Retain 3 year(s) after closed | Non-confidential Destruction | 6/11/2026 | |
| 200845 | Employee ADA Accommodation Requests | This series documents an employee's request for accommodation(s) made under the Americans with Disabilities Act (ADA). This series may include, but is not limited to, applications, correspondence, and supporting documentation. | Retain 2 year(s) after last action | Confidential Destruction | 29 CFR 1602.31 | 6/11/2026 |
| 200844 | Employee ADA Accommodation Requests: Involuntary Termination | This series documents the Americans with Disabilities Act (ADA) accommodation requests made by an employee who has been or is being involuntarily terminated. This series may include, but is not limited to, applications, lay-off/termination related records, correspondence, and supporting documentation. | Retain 2 year(s) after separation | Confidential Destruction | 29 CFR 1602.31 | 6/11/2026 |
| 010231 | Employee Directories, Rosters, or Indexes | This series documents employee work assignments, titles, phone numbers and/or addresses. This series may include, but is not limited to: logs, registers, and reports. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 6/11/2026 | |
| 010239 | Employee Health Certificates | This series documents, at the time of hire, an employee's ability to perform a specific task, function or job, and/or that the employee's health meets requirements set by the employer. This series may include, but is not limited to: certificates and reports. | Retain 3 year(s) after event | Confidential Destruction | 6/11/2026 | |
| 010232 | Employee Health Records | This series documents any long-term health risk, as well as any health treatment or examination given to an employee by a medical professional of the agency or an agent of the agency for exposure to hazardous substances, or on-the-job injuries, or for the employee’s general well being. This series may include, but is not limited to: health assessments, medical clearance or release to duty notices, reports, x-rays, and other records related to Series 010220, "Accident/Illness Reports." | Retain 30 year(s) after separation | Confidential Destruction | 29CFR1910.1020(d)(1)(i) | 6/11/2026 |
| 010233 | Employee Personnel Records: Long Term | This series documents any employee's history. This series should include, but is not limited to: date range employed, contact information, compensation and position history, reason for separation/termination, personnel action notices, and any retirement benefits information. | Retain 50 year(s) after separation | Confidential Destruction | 6/11/2026 | |
| 200386 | Employee Personnel Records: Short Term | This series documents any employee's work activity and history that is not included in the Long Term series. This series may include, but is not limited to: test results; professional certification and qualification records; evaluations; disciplinary actions; promotion/demotion, layoff, termination or tenure records; return to work notifications (issued by employer); and any other non-long-term record. | Retain 5 year(s) after separation | Confidential Destruction | 6/11/2026 | |
| 010230 | Employment Eligibility Form and Records (I-9): Employee Employed Less Than Two Years | This series documents the employer's verification at the time of hire that any prospective employee or recruit is a U.S. citizen, resident alien, or legal immigrant eligible to work in the U.S. as required by the U.S. Citizenship and Immigration Services. This series may include, but is not limited to: forms. | Retain 3 year(s) after event | Confidential Destruction | 8 CFR 274a.2(b) | 6/11/2026 |
| 200033 | Employment Eligibility Form and Records (I-9): Employee Employed More Than Two Years | This series documents the employer's verification at the time of hire that any prospective employee or recruit is a U.S. citizen, resident alien, or legal immigrant eligible to work in the U.S. as required by the U.S. Citizenship and Immigration Services. This series may include, but is not limited to: forms. | Retain 1 year(s) after separation | Confidential Destruction | 8 CFR 274a.2(b) | 6/11/2026 |
| 010237 | Exit Interview Files | This series documents the interview of employees prior to their departure from agency. This series may include, but is not limited to: notes, completed surveys, and reports. | Retain 3 year(s) after separation | Confidential Destruction | 6/11/2026 | |
| 200967 | Family and Medical Leave Act (FMLA) Records | This series documents employees' use of FMLA. This series may include, but is not limited to, approved applications, leave records, and supporting documentation. | Retain 3 year(s) after end of state fiscal year | Confidential Destruction | 29 CFR 825.500 (b) | 6/11/2026 |
| 010238 | Grievance Records | This series documents the initial complaint, actions, investigation, summary, and disposition of an employee grievance. This series may include, but is not limited to: investigative and interview notes, logs, and reports. | Retain 5 year(s) after closed | Confidential Destruction | 6/11/2026 | |
| 010240 | Incident Reports | This series documents the occurrence of an incident, and any subsequent investigation, that involves the employees/facilities of an agency, and/or the public, and has reasonable possibility of legal consequences. This series may include, but is not limited to: investigative and interview notes, logs, and reports, as well as materials related to Series 010220, "Accident/Illness Reports". | Retain 5 year(s) after event | Non-confidential Destruction | 6/11/2026 | |
| 006210 | Occupational Safety and Health Administration (OSHA) Records | This series documents compliance with federal Occupational Safety and Health Administration (OSHA) regulations, as well as Virginia Department of Labor and Industry's Occupational Safety and Health (VOSH) regulations. This series may include, but is not limited to: reports, logs, and policy and program documentation. | Retain 5 year(s) after event | Confidential Destruction | 29CFR1904 et seq. | 6/11/2026 |
| 010244 | Pay Classification Records | This series documents the determination of compensation for an individual, a job, or a group of jobs within the agency. This series may include, but is not limited to: worksheets, requests, studies, and reports. | Retain 2 year(s) after decision | Confidential Destruction | 29CFR1602.31 | 6/11/2026 |
| 010247 | Position Classification and Description Records | This series documents the need for a position, the task requirements for performing the job, the job title, and/or agency approval. This series may include, but is not limited to: position descriptions, survey results, worksheets, requests, and studies. | Retain 2 year(s) after superseded, obsolete, or rescinded | Non-confidential Destruction | 6/11/2026 | |
| 010248 | Promotion, Demotion, Separation, or Tenure Records | This series documents the decisions made regarding promotion, demotion, separation, layoff, termination, or tenure for a particular employee or group of employees. This series may include, but is not limited to: staffing templates, budget reports, performance and composite data, and position evaluations. | Retain 2 year(s) after decision | Confidential Destruction | 29CFR1602.31 | 6/11/2026 |
| 010249 | Recruitment, Hiring, Interview, and Selection Records | This series documents the process and result of recruiting, selecting, and hiring. This series may include, but is not limited to: applications of selected and rejected applicants, position descriptions, copies of announcements and advertisements, selection criteria, evaluations, interview notes, tests, work samples, and rankings. | Retain 3 year(s) after event | Confidential Destruction | 6/11/2026 | |
| 200785 | Telework Agreements | This series documents arrangements for employees to perform their official duties remotely at a location other than the agency's traditional worksite, such as the employee's residence or other approved location(s). This series includes, but is not limited to: telework agreements. | Retain 3 year(s) after superseded, obsolete, or rescinded | Confidential Destruction | 6/11/2026 | |
| 010250 | Testing Records | This series documents any test or testing process administered for employee evaluation, retention, or promotion. This series may include, but is not limited to: tests and results. | Retain 3 year(s) after event | Confidential Destruction | 6/11/2026 | |
| 010251 | Training Records: Not Including Those Required for Certification or Qualification | This series documents employees' attendance in classes, conferences, courses, meetings, seminars, workshops, and any other training or educational initiative not required for licensing, certification, or qualification. This series may include, but is not limited to: logs, registration forms, attendance approval, attendance records, and reports. | Retain 3 year(s) after event | Non-confidential Destruction | 6/11/2026 | |
| 010252 | Unemployment Insurance / Compensation Records | This series documents the response made to and the results received from the Virginia Employment Commission in the review of unemployment claims. This series may include, but is not limited to: correspondence, reports, and forms. | Retain 5 year(s) after closed | Confidential Destruction | 6/11/2026 | |
| 011152 | Verification of Employment | This series documents the receipt of and responses to requests for verification of an individual's employment. This series may include, but is not limited to: release, waiver, and correspondence. | Retain 3 year(s) after event | Confidential Destruction | 6/11/2026 | |
| 001763 | Volunteer Records | This series documents the recruitment, selection, and work history of volunteers. This series may include, but is not limited to: application, approval, denial, assignment, performance, training, and attendance records. | Retain 3 year(s) after last action | Confidential Destruction | 6/11/2026 |
GS-26: Pretrial Services
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 007092 | Defendant Files (Case Records) | This series provides information on the defendant that is gathered by the pretrial services officer. This information is used by judicial authorities in determining the risk to public safety and the assurance of appearance of persons held in custody and charged with an offense, other than an offense punishable by death, who are pending trial or hearing. The series may consist of charges, court notices and forms, pretrial investigation document, and other materials that will assist in making the proper determination. | Retain 3 year(s) after last action | Confidential Destruction | 9/16/2005 | |
| 007093 | Employee Bonding Records | This series documents the bonding of employees in the performance of their duties. Generally the localities purchase performance bond coverage for their employees on an annual basis. | Retain 3 year(s) after last action | Confidential Destruction | 9/16/2005 | |
| 007095 | Lease Proposals - Rejected | This series consists of the lease proposals for the use of buildings/facilities which the agency rejected or declined. | Retain 1 year(s) after decision | Confidential Destruction | 9/16/2005 | |
| 007096 | Pre-Trial Investigation Records | This series consists of the materials that are gathered by the pre-trial services officer in conducting the pre-trial investigation. The series may consist of background checks, criminal history checks, social and family background checks, court records and any other materials which would be relevant to pre-trial evaluations. | Retain 3 year(s) after closed | Confidential Destruction | 9/16/2005 |
GS-22: Public Library
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 005638 | Collection Catalog | This series documents the description, location, and identification of the collection and/or its major subdivisions. This series may include, but is not limited to: bibliographic creation record, circulation records, and card catalogs. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 4/11/2013 | |
| 005642 | Control Logs | This series documents the control and use of library equipment and services. This series may include, but is not limited to: daily sign in/up sheets for use of computers or microfilm readers and participation in summer reading programs. | Retain until after no longer administratively useful | Confidential Destruction | 4/11/2013 | |
| 005643 | Facility Use Records | This series documents use of library facilities by outside users. This series may include, but is not limited to: meeting room calendars and reservation forms. | Retain until after no longer administratively useful | Non-confidential Destruction | 4/11/2013 | |
| 200154 | Interlibrary Loan Records | This series documents the request to or from other libraries for loan of items. This series may include, but is not limited to: request, response, and supporting documentation. | Retain 1 year(s) after end of calendar year | Non-confidential Destruction | 4/11/2013 | |
| 005653 | Patron Records | This series documents the identification and registration of patrons. This series may include, but is not limited to: applications for library cards and borrowing history. | Retain 3 year(s) after last action | Confidential Destruction | 4/11/2013 | |
| 005654 | Public Access Restrictions | This series documents access restrictions placed by the library. This series may include, but is not limited to: acceptable use of internet policies and information on banned patrons. | Retain 3 year(s) after superseded, obsolete, or rescinded | Confidential Destruction | 4/11/2013 | |
| 005657 | Usage Statistics | This series documents the collection of statistics on library usage, information requests, and other activities, such as those reported in Bibliostat. This series may include, but is not limited to: cataloging statistics. | Retain 1 year(s) after end of calendar year | Non-confidential Destruction | 4/11/2013 |
GS-21: Public School
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 008125 | Academic Progress Records | This series documents a sampling of individual students' schoolwork. This series may include, but is not limited to, essays and projects. | Retain until after end of academic year | Non-confidential Destruction | 6/11/2026 | |
| 008095 | Accreditation Records | This series documents a district or school's preparation for accreditation by the Virginia Department of Education. This series may include, but is not limited to, status reports and school improvement plans. | Retain 5 year(s) after end of academic year | Non-confidential Destruction | 8VAC20-131 et seq. | 6/11/2026 |
| 009536 | Acknowledgements of Receipt | This series documents parental receipt of information required to be submitted annually, such as the Student Rights and Responsibilities and the Family Educational Rights and Privacy Act (FERPA)-mandated notice. This series may include, but is not limited to, the signature page of a notice. | Retain until after end of academic year | Non-confidential Destruction | 34 CFR 99.7 | 6/11/2026 |
| 200684 | Alumni Transcript Requests | This series documents the requests by eligible parties for transcripts, education verification, and other records held in the cumulative student file. This series may include, but is not limited to, student transcript requests. | Retain 1 year(s) after end of academic year | Non-confidential Destruction | 34 CFR §99.35 | 6/11/2026 |
| 008126 | Anecdotal Notes on Students | This series documents conversations and meetings with individual students and parents. This series may include, but is not limited to, notes written by teachers, administrators, principals, and guidance counselors. | Retain until after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008128 | Approval/Permission Records | This series documents parent or legal guardian approval for students to participate in school programs such as performances, sporting events, field trips, and tutoring. This series may include, but is not limited to, permission forms, lists of students participating, and driver's license/vehicle insurance information. | Retain until after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008129 | Athletic Activity Records | This series documents student participation in various school athletic programs. This series may include, but is not limited to: team photographs, athletic event programs, score books, individual/team statistics, and films/videotapes of athletic events. | Retain 1 year(s) after end of academic year | Non-confidential Destruction | 6/11/2026 | |
| 008194 | Athletic Physical Examination Records | This series documents annual required student athletic physical examinations to certify eligibility. This series may include, but is not limited to, lab records, physicians' notes, and other medical information. | Retain 5 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008131 | Automobile Registration: Staff/Students | This series documents student and staff automobile registrations and the issuance of campus parking decals/passes. This series may include, but is not limited to, applications, approval documentation, and payment information. | Retain until after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008132 | Award Records: List of Recipients | This series documents individual students and/or student groups who have received awards for accomplishments such as perfect attendance, straight As, winning academic competitions, making the honor roll, and lettering in student athletics. This series may include, but is not limited to, lists and other supporting documentation. | Retain 1 year(s) after end of academic year | Non-confidential Destruction | 6/11/2026 | |
| 008138 | Career and Technical Education/Cooperative Education: Enrollment Records | This series documents participation in career and technical education and/or cooperative education programs in which students are employed outside of the school. This series may include, but is not limited to, enrollment records. | Retain 1 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008139 | Career and Technical Education/Cooperative Education: Evaluation Records | This series documents the evaluation of student progress in career and technical education and/or cooperative education programs in which students are employed outside of the school. This series may include, but is not limited to, employer and instructor evaluations. | Retain 3 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008201 | Civil Rights Complaints and Resolution | This series documents action taken on civil rights complaints. This series may include, but is not limited to: complaints, investigation records, results, corrective action plans, and letters of closure from the United States Department of Education, Office of Civil Rights. | Retain 3 year(s) after closed | Confidential Destruction | 34 CFR 100-110 | 6/11/2026 |
| 008134 | Class Rank Lists | This series documents the mid-year and prior-to-graduation ranking of juniors and seniors. This series may include, but is not limited to, lists of students by class in order of rank by their grade point average. | Retain 1 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 200425 | Clinic Records: Emergency and Health Information Sheets | This series documents student emergency and health information and may contain parent and doctor contact information and lists of medical conditions and medications prescribed. This series may include, but is not limited to, emergency and health information sheets. | Retain until after superseded, obsolete, or rescinded | Confidential Destruction | 6/11/2026 | |
| 200424 | Clinic Records: Sign-In Sheets | This series documents clinic visits by students. This series may include, but is not limited to, sign-in sheets containing no medical information. | Retain 1 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008136 | College and Career Fair or Exhibitions | This series documents participation in college and career fairs and exhibitions held by the district. This series may include, but is not limited to, a lists of exhibitors and attendees. | Retain 1 year(s) after event | Non-confidential Destruction | 6/11/2026 | |
| 008174 | Copyrighted Material Records | This series documents the permission received to use copyrighted material as part of an educational course or program, such as music used by the marching band or in a school musical. This series may include, but is not limited to, requests and proof of permission granted. | Retain 5 year(s) after last action | Non-confidential Destruction | 17 USC 507, 17 USC 101-122 | 6/11/2026 |
| 008141 | Course Selection Records | This series documents individual students' course selection. This series may include, but is not limited to, course sign-up sheets. | Retain until after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008175 | Curriculum and Program Development Records | This series documents the development of curricula and programs of study, such as primary and secondary education, adult education, cooperative education, drug education, driver's education, General Equivalency Diploma (GED), and Head Start programs. This series may include, but is not limited to: curriculum development guides, program development files, pacing guides, instructional handbooks, and lesson plans. | Retain until after no longer administratively useful | Non-confidential Destruction | 6/11/2026 | |
| 008098 |
Desegregation Records
Series Status: Defunct, Permanent
|
This series documents the desegregation of public schools in the Commonwealth of Virginia between 1952 and 1978. This series may include, but is not limited to: reports, superintendent's records, policy documents, and legal opinions. | Permanent, In Agency | 6/11/2026 | ||
| 008142 | Election Records: List of Officers | This series documents officers elected in school student elections, including class elections as well as club or extracurricular elections. This series includes, but is not limited to, lists. | Retain 1 year(s) after end of academic year | Non-confidential Destruction | 6/11/2026 | |
| 008143 | Election Records: Supporting Documentation | This series documents the process and results of school student elections. This series may include, but is not limited to, lists of students eligible to vote, registers of those who voted, and ballots. | Retain until after end of academic year | Confidential Destruction | 6/11/2026 | |
| 000232 | Examination Records: Documentation of Student Responses | This series documents student responses to state standardized tests and local standardized examinations. This series may include, but is not limited to, student responses in audio and video recordings, Braille responses, and transcriptions of responses. | Retain until after approval | Confidential Destruction | 34CFR300.624 | 6/11/2026 |
| 000234 | Examination Records: Irregularities in Graduation-Associated Testing | This series documents testing irregularities for state standardized tests and local examinations associated with graduation requirements that are resolved locally. This series may include, but is not limited to, reports of occurrences and resolutions. | Retain 5 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 000235 | Examination Records: Irregularities in Nongraduation-Associated Testing | This series documents testing irregularities for state standardized tests and local examinations not associated with graduation requirements that are resolved locally. This series may include, but is not limited to, reports of occurrences and resolutions. | Retain 1 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 200506 | Examination Records: Non Standardized- Routine and Final Exams | This series documents the administration and grading of final and routine exams.This series may include, but is not limited to: directions for administering the test, essay/short answer booklets, answer sheets/keys, grading scales, and other testing materials. | Retain 1 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 000239 | Examination Records: Scoring of Graduation-Associated State Required Assessments | This series documents scoring for state standardized tests associated with graduation requirements, such as Standards of Learning (SOL) tests, and Virginia Alternative Assessments' course-work compilations (CWC). This series may include, but is not limited to: student end-of-course writing samples, affidavits of student performance, and SOL end-of-course writing short papers appeals. | Retain 5 year(s) after end of academic year | Confidential Destruction | 34CRF300.573 | 6/11/2026 |
| 000240 | Examination Records: Scoring of Nongraduation-Associated State Required Assessments | This series documents the scoring of Standards of Learning (SOL) tests, and other state standardized tests not associated with graduation, such as Virginia Alternate and Alternative Assessments' collections of evidence (COE) and course-work compilations (CWC). This series may include, but is not limited to: student writing samples, affidavits of student performance, SOL writing short paper appeals, and score sheets for alternate/alternative assessments. | Retain 1 year(s) after end of academic year | Confidential Destruction | 34CRF300.573 | 6/11/2026 |
| 000233 | Examination Records: Standardized Test Development and Implementation Documentation | This series documents the development, implementation, and operative procedures of standardized testing. This series may include but is not limited to: reference materials, answer keys, test questions, anchor papers, reader reports, inter-rater reliability statistics, appeals, packing lists, inventory lists, verification forms, transmittal forms, Assembly Identification Sheets, return shipment forms, signed confidentiality/security agreements, affidavits, Authorization to Proceed (ATP) forms, and locally created documents such as accommodation verification forms. | Retain 1 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008099 | Federal Grant Programs | This series documents the funding and operation of federal title programs. This series may include, but is not limited to: grant applications, carry-over funds, equivalency/comparability reports, evaluations, impact aid records, documentation on school eligibility, student identification, parent involvement, and teacher monitoring. | Retain 5 year(s) after final payment | Confidential Destruction | 20 USC 1232(f)(a), 34 CFR 222 | 6/11/2026 |
| 008100 | Federal Program Monitoring Review | This series documents the school district's compliance with program mandates for federally funded programs such as the McKinney-Vento Homeless Assistance Act, Education of Migratory Children and Prevention and Intervention Programs for Children and Youth who are Neglected, Delinquent, or At-Risk. This series may include, but is not limited to, self-assessment and United States Department of Education monitoring report. | Retain 5 year(s) after end of academic year | Non-confidential Destruction | Title 1 Part A, Title 1 Part D Subpart 2, Title 3 Part A, Title 5 Part C | 6/11/2026 |
| 008101 | Federal Survey Forms | This series documents the annual survey that is taken of private schools located within a district's boundaries in order to assess ascertain which federally funded programs offered by the district the private school may wish to participate in, such as staff-development training. This series may include, but is not limited to, surveys and responses. | Retain 5 year(s) after end of federal fiscal year | Non-confidential Destruction | 20 USC 70 | 6/11/2026 |
| 200316 | Grade Records: Interim Marks and Requests | This series documents grades-related records, such as interim grades, grade changes, and requests for pass/fail status for certain academic work. This series does not include report cards. This series may include, but is not limited to, interim mark reports, mark change forms, and pass/fail requests. | Retain until after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008150 | Grade Records: Report Cards | This series documents an individual school's copies of student report cards issued during the course of the school year. This series may include, but is not limited to, report cards. | Retain 1 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008151 | Grade Records: Teacher's Grade Books and Reports - Graduation-Associated | This series documents grades students made on various exams, quizzes, and class projects over the course of the academic year. This series may include, but is not limited to, teacher's grade books and reports for classes associated with graduation requirements. | Retain 5 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 200317 | Grade Records: Teacher's Grade Books and Reports - Nongraduation-Associated | This series documents grades students made on various exams, quizzes, and class projects over the course of the academic year. This series may include, but is not limited to, teachers' grade books and reports for classes not associated with graduation requirements. | Retain 1 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008152 | Graduation Follow-Up Survey Forms | This series documents efforts to track student progress after graduation. This series includes, but is not limited to, surveys. | Retain until after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008103 | Home Instruction Records | This series documents the education of home-schooled children. This series may include, but is not limited to, religious exemption documentation, plans for educational curriculum, and records of academic progress. | Retain 5 year(s) after last action | Confidential Destruction | COV 22.1-254.1 | 6/11/2026 |
| 008127 | Honor Society Applications | The series documents individual assessments and reading, math, and other protocols created during the course of the educational process. This series may include, but is not limited to: surveys, protocols, K-3 achievement cards, and academic risk assessments. | Retain until after end of academic year | Confidential Destruction | 6/11/2026 | |
| 007109 | Individual Educational Assessment and Protocols | The series documents individual assessments and reading, math, and other protocols created during the course of the educational process. This series may include, but is not limited to: surveys, protocols, and academic risk assessments. | Retain 3 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008154 | Interscholastic Activity Records | This series documents participation in interscholastic activities such as academic, athletic, and artistic programs. This series may include, but is not limited to, eligibility lists, classes taken and grades received by students, and residency information. | Retain 1 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008146 | Magnate School Nominee/Recipient Records | This series documents the student's nomination and acceptance or rejection process for a magnate school such as the Governor's School. This series may include, but is not limited to: applications, letters of recommendation, essays, and test results. | Retain 5 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 000241 | Opt-out Form: Directory | This series documents the directory release opt-out status of parents or eligible students. This series may include, but is not limited to, directory opt-out forms. | Retain until after superseded, obsolete, or rescinded | Confidential Destruction | 6/11/2026 | |
| 200314 | Opt-out Form: Other | This series documents the opt-out status of students for certain programs and requirements at the individual school level. This series may include, but is not limited to, opt-out forms. | Retain until after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008156 | Parental Request to Withdraw Instructional Material | This series documents parents' requests to withdraw access by their children to certain school instructional materials. This series may include, but is not limited to, parent correspondence, district decisions, and offers of substitute material. | Retain 5 year(s) after end of academic year | Non-confidential Destruction | 6/11/2026 | |
| 008221 | Pre-School Records | This series documents a child's attendance only in a pre-school program. This series may include, but is not limited to: contact information, immunization records, record of previous schooling, number of siblings, results of informal screenings, written reports to parents, and samples of class work. | Retain 5 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008178 | Program of Studies | This series documents the school district's program of studies. This series may include, but is not limited to, course catalogs and graduation requirements. | Retain 75 year(s) after approval | Non-confidential Destruction | 6/11/2026 | |
| 008163 | Reading Instructional Records | This series documents student reading instruction. This series may include, but is not limited to, writing samples and test results. | Retain 1 year(s) after last action | Confidential Destruction | 6/11/2026 | |
| 008105 | Reports for Virginia Department of Education (VDOE) | This series documents local school district submission of reports required by VDOE. This series may include, but is not limited to: homebound instruction annual report, discipline, crime and violence reports, support services personnel salary reports, tracking of dropouts and withdrawals, graduation follow-up reports, superintendent's annual reports and verification. | Retain 5 year(s) after submission | Non-confidential Destruction | 6/11/2026 | |
| 200686 | Residency Affidavits | This series documents the verification of student residency. This series may include, but is not limited to, residency affidavits and other supporting documentation. | Retain until after no longer administratively useful | Confidential Destruction | 6/11/2026 | |
| 008107 | School Bus Route Records | This series documents school bus stop locations and pick-up/drop-off times. This series may include, but is not limited to, lists. | Retain 1 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008110 | School Facilities Use Records | This series documents the reservation and use of school-owned facilities for non-school-related activities for which no rental/lease fees are charged. This series may include, but is not limited to, a reservation form and certificate of insurance. | Retain until after no longer administratively useful | Non-confidential Destruction | 6/11/2026 | |
| 008197 | School Health Care Plans | This series documents student emergency health care plans. This series may include, but is not limited to: diagnosis and guidance given to teachers, cardiac emergency response plans, athletic emergency action plans and school crisis plans. | Retain until after superseded, obsolete, or rescinded | Confidential Destruction | 22.1-271.9 | 6/11/2026 |
| 008164 | School Master Schedules | This series documents the courses offered and their time slots, along with the process for scheduling teacher duty/assignment periods. This series may include, but is not limited to, student and teacher schedules during an academic year. | Retain until after end of academic year | Confidential Destruction | 6/11/2026 | |
| 001013 | School Nutrition Program | This series documents the school nutrition program. This series may include, but is not limited to: agreements, applications, certification for free meals, inventories, menus, policy, and sanitation records. | Retain 3 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 200685 | School Nutrition Program: Base Year | This series documents the establishment of the Community Eligibility Provision (CEP), and the base year records for Provision 2 and Provision 3. This series may include, but is not limited to: source documentation of the Identified Student Percentage (ISP) enrollment and participation records, agreements, applications, menus, sanitation records, and documentation of non-federal funding. | Retain 3 year(s) after expiration | Confidential Destruction | 7 CFR § 245.9 | 6/11/2026 |
| 200989 | School Safety Audits: Local Division Record Copy | This series documents the official record copy of annual School Safety Audits retained on the school division level. Official records are completed and retained by the Department of Criminal Justice Services. This series may include, but is not limited to, audits. | Retain 5 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 200990 | School Safety Audits: Supporting Reports | This series documents the individual reporting components of the annual School Safety Audits retained at the school division level. This series may include, but is not limited to, School Safety Inspection Checklists, School Survey of Climate and Working Conditions, and School Crisis Management Plan Review and Certifications. | Retain 5 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 200817 | Special Education Complaints, Mediation, and Due Process Hearing Records: Separated Post-June 30, 2024 | This series documents the history of hearing processes for special education students who separated from the school division post-June 30, 2024. This series may include, but is not limited to: complaints, copies of evidence, mediation requests, due process hearing records, implementation plans, case closure statement, and supporting documentation. | Retain 7 year(s) after student graduates, completes Board of Education program, transfers, or withdraws | Confidential Destruction | 34CFR300.624 | 6/11/2026 |
| 008215 | Special Education Complaints, Mediation, and Due Process Hearing Records: Separated Pre-July 1, 2024 | This series documents the history of hearing processes for special education students who separated from the school division pre-July 1, 2024. This series may include, but is not limited to: complaints, copies of evidence, mediation requests, due process hearing records, implementation plans, case closure statement, and supporting documentation. | Retain 5 year(s) after student graduates, completes Board of Education program, transfers, or withdraws | Confidential Destruction | 34CFR300.624 | 6/11/2026 |
| 008216 | Special Education Eligibility Records: Committee Agendas | This series documents the agendas for special education eligibility committee meetings. This series may include, but is not limited to, agendas. | Retain 2 year(s) after end of academic year | Confidential Destruction | 34CFR300.624 | 6/11/2026 |
| 008217 | Special Education Eligibility Records: Committee Assignments | This series documents the assignment of personnel to special education eligibility committees. This series may include, but is not limited to, lists. | Retain until after superseded, obsolete, or rescinded | Confidential Destruction | 34CFR300.624 | 6/11/2026 |
| 200988 | Special Education Records: Supporting Observations | This series documents the observation records of special education students collected to support final documentation reported in the student's short-term cumulative record. This series may include, but is not limited to, observation notes. | Retain 3 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008115 | Strategic Plans | This series documents efforts by the school district to move toward goals of accreditation by identifying factors that can affect achievement. This series may include, but is not limited to, academic reviews. | Retain 5 year(s) after superseded, obsolete, or rescinded | Non-confidential Destruction | 6/11/2026 | |
| 008198 | Student Accident/Injury Reports | This series documents accidents that happened to, or injuries received by, students during a school-sponsored activity, while on school property, or while under the supervision of the school. This series may include, but is not limited to, reports, notes, and medical information. | Retain 23 year(s) after birth | Confidential Destruction | COV 8.01-243 | 6/11/2026 |
| 008160 | Student Attendance Records | This series documents student accounting and attendance. This series may include, but is not limited to, teacher registers and administrative student attendance records. | Retain 5 year(s) after end of academic year | Confidential Destruction | 8VAC20-110, 8VAC20-140-10(3) | 6/11/2026 |
| 008130 | Student Attendance Records: Supporting Documentation | This series documents student absences and tardiness. This series may include, but is not limited to, absentee/tardy passes, signed notes from parent/guardian, and other supporting documentation. | Retain until after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008223 | Student Cumulative File: Long-Term Documentation - Post 1935 | This series documents the history of a student's academic and health information who separated from the school district post-1935. Academic information may include, but is not limited to: transcripts, college entrance exam scores, change name forms, record of attendance, schools attended, scholastic work completed, grades, grade point average, class rank, and type of diploma earned. Health information may include, but is not limited to: verification of immunizations or immunization certificate. This series may also include name change documentation, access and disclosure of student record forms, including final opt-out for directory information, and termination (graduation/withdrawal) information. This series also includes similar records related to students enrolled in adult education programs. | Retain 75 year(s) after student graduates, completes Board of Education program, transfers, or withdraws | Confidential Destruction | 8VAC20-150, 34CFR300.624 | 6/11/2026 |
| 008222 | Student Cumulative File: Long-Term Documentation: Before 1936 | This series documents a student's academic information while in the school district prior to 1936. | Permanent, In Agency | 8VAC20-150 | 6/11/2026 | |
| 200819 | Student Cumulative File: Short-Term Documentation - Separated Post-June 30, 2024 | This series documents the history of a student's academic and health information who separated from the school district post-June 30, 2024. Academic history may include, but is not limited to: individual student test reports/profiles from normative tests such as achievement batteries and inventories, results from the Virginia Assessment Program, scores from state required standardized tests, and individual program of studies plan. Health history may include, but is not limited to, student's cumulative health record. This series may also include activity records, eighteen-year-old declaration, school and community activities work experience, employment counseling and placement documentation, counseling interviews, notice of student status, gifted program records, registration/enrollment forms/records, driver education program certificate of completion (DEC-1), permission forms for release of student information not related to final opt-out for directory information, English as a Second Language (ESL)/English Language Learner documentation, and all documentation related to the assessment, placement, hearing records, and instruction of special needs students. This series also includes similar records related to students enrolled in adult education programs. | Retain 7 year(s) after student graduates, completes Board of Education program, transfers, or withdraws | Confidential Destruction | 34CFR300.624 | 6/11/2026 |
| 008224 | Student Cumulative File: Short-Term Documentation - Separated Pre-July 1, 2024 | This series documents the history of a student's academic and health information who separated from the school district post-June 30, 2024. Academic history may include, but is not limited to: individual student test reports/profiles from normative tests such as achievement batteries and inventories, results from the Virginia Assessment Program, scores from state required standardized tests, and individual program of studies plan. Health history may include, but is not limited to, student's cumulative health record. This series may also include activity records, eighteen-year-old declaration, school and community activities work experience, employment counseling and placement documentation, counseling interviews, notice of student status, gifted program records, registration/enrollment forms/records, driver education program certificate of completion (DEC-1), permission forms for release of student information not related to final opt-out for directory information, English as a Second Language (ESL)/English Language Learner documentation, and all documentation related to the assessment, placement, hearing records, and instruction of special needs students. This series also includes similar records related to students enrolled in adult education programs. | Retain 5 year(s) after student graduates, completes Board of Education program, transfers, or withdraws | Confidential Destruction | 8VAC20-150, 34CFR300.624 | 6/11/2026 |
| 008226 | Student Discipline: Expulsion Records | This series documents the expulsion of individual students from school. This series may include, but is not limited to: expulsion letters, documentation supporting expulsion decisions, records reviews, and expulsion readmission requests. | Retain 7 year(s) after student graduates, completes Board of Education program, transfers, or withdraws | Confidential Destruction | 6/11/2026 | |
| 008227 | Student Discipline: Incident/Suspension Records | This series documents the discipline of individual students, whether or not a suspension results. This series may include, but is not limited to, infraction information and due process documentation. | Retain 5 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008229 | Student Legal: Court Notices of Adjudication or Conviction - Disciplinary Action Not Taken | This series documents notice of petitions and the disposition of a court proceeding, including the nature of the offense, in which a juvenile is adjudicated delinquent or convicted of a crime that is not listed in COV 16.1-260, where disciplinary action was not taken by the school division. This series may include, but is not limited to, court notice. | Retain 3 year(s) after event | Confidential Destruction | COV 16.1-305.1, COV 22.1-288.2, COV 16.1-260 | 6/11/2026 |
| 008230 | Student Legal: Court Notices of Adjudication or Conviction - Disciplinary Action Taken | This series documents notice of petitions and the disposition of a court proceeding, including the nature of the offense, in which a juvenile is adjudicated delinquent or convicted of a crime that is not listed in COV 16.1-260, where disciplinary action was taken by the school division. This series may include, but is not limited to, court notice. | Retain 7 year(s) after student graduates, completes Board of Education program, transfers, or withdraws | Confidential Destruction | COV 16.1-305.1, COV 22.1-288.2, COV 16.1-260 | 6/11/2026 |
| 200313 | Student Legal: Court Notices of Adjudication or Conviction - Serious Crimes | This series documents notice of petitions and the disposition of a court proceeding, including the nature of the offense, in which a juvenile is adjudicated delinquent or convicted of a crime that is listed in COV 16.1-260. This series may include, but is not limited to, court notice. | Retain until after student graduates, completes Board of Education program, transfers, or withdraws | Confidential Destruction | COV 16.1-305.1, COV 16.1-260, COV 22.1-289 | 6/11/2026 |
| 008231 | Student Legal: Custody Actions | This series documents a student's custody status. This series may include, but is not limited to: custody agreements, visitation agreements, documentation of removal of parental rights, and other court records. | Retain until after superseded, obsolete, or rescinded | Confidential Destruction | 6/11/2026 | |
| 008232 | Student Legal: Due Process File | This series documents due process for individual students not included in another series listed on this schedule. This series may include, but is not limited to: administrative reviews, court records, decisions, hearing officer records, and other supporting documentation. | Retain 7 year(s) after student graduates, completes Board of Education program, transfers, or withdraws | Confidential Destruction | 6/11/2026 | |
| 008166 | Student Placement and Transfer Requests | This series documents requests for pupil placement or transfer to another school or school attendance zone. This series may include, but is not limited to, correspondence and decisions. | Retain 3 year(s) after end of academic year | Confidential Destruction | 6/11/2026 | |
| 008112 | Studies and Reports: Division-wide | This series documents school-system-wide studies. This series may include, but is not limited to, reports, surveys, consultant reports, and demographic data. | Retain 5 year(s) after end of academic year | Non-confidential Destruction | 6/11/2026 | |
| 008111 | Studies and Reports: Historically Significant | This series documents historically significant school-system-wide studies and reports. This series may include, but is not limited to, evaluations of services and studies of school consolidations, boundary changes, and block scheduling. | Permanent, In Agency | 6/11/2026 | ||
| 009537 | Subpoenas | This series documents subpoenas received by the school division in regard to employees or students and the responses given. This series may include, but is not limited to, subpoenas and response documentation. | Retain 1 year(s) after receipt | Confidential Destruction | 6/11/2026 | |
| 008167 | Teachers' Classroom Records | This series consists of the individual classroom instruction files created and maintained by teachers, including permanent, substitute, and student teachers. This series may include, but is not limited to, lesson plans and instructional materials. | Retain until after no longer administratively useful | Non-confidential Destruction | 6/11/2026 | |
| 008121 | Textbook Adoption Records | This series documents the adoption of textbooks not already approved by the Virginia Department of Education. This series may include, but is not limited to, requests to use textbooks, evaluation criteria, ratings, and decisions. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 8VAC20-720-170 | 6/11/2026 |
| 008124 | Textbook Records: Non-Returned Books List | This series documents non-returned textbooks. This series may include, but is not limited to, lists of students and correspondence. | Retain until after no longer administratively useful | Confidential Destruction | 6/11/2026 | |
| 200992 | Threat Assessments: Separated Post-June 30, 2024 | This series documents individual threat assessments, self-harm and harm to others, who separated from the school district post-June 30, 2024. This series may include, but is not limited to, assessment results, anecdotal notes, and supporting documentation. | Retain 7 year(s) after student graduates, completes Board of Education program, transfers, or withdraws | Confidential Destruction | 6/11/2026 | |
| 200315 | Threat Assessments: Separated Pre-July 1, 2024 | This series documents individual threat assessments: self-harm and harm to others who separated from the school district pre-July 1, 2024. This series may include, but is not limited to, assessment results, anecdotal notes, and supporting documentation. | Retain 5 year(s) after student graduates, completes Board of Education program, transfers, or withdraws | Confidential Destruction | 6/11/2026 | |
| 200735 | Title IX Investigations | This series documents alleged violations of Title IX by students or staff, investigations, and resolutions. This series may include, but is not limited to: complaints, records of investigations, audio or video transcripts or recordings, remedies (including informal resolutions and/or disciplinary sanctions for the respondent), and records of appeal. | Retain 7 year(s) after closed | Confidential Destruction | 34 CFR 106.45(b)(10) | 6/11/2026 |
| 200736 | Title IX Training Records | This series documents any materials used to train coordinators, investigators, and/or decision-makers involved in the Title IX process. This series may include, but is not limited to, training materials. | Retain 7 year(s) after end of academic year | Confidential Destruction | 34 CFR § 106.45 | 6/11/2026 |
| 200991 | User Agreements | This series accounts for annual student and staff technology and lab agreements. This series may include, but is not limited to, agreements. | Retain until after end of academic year | Non-confidential Destruction | 6/11/2026 | |
| 008192 | Video Release Form | This series documents the authorization for the use of a video or other recording by an outside entity such as another school district or news media company. This series may include, but is not limited to: release forms. | Retain until after no longer administratively useful | Non-confidential Destruction | 6/11/2026 | |
| 008172 | Virginia High School League Records | This series documents the annual submission of Virginia High School League (VHSL) forms for individual students participating in VHSL activities. This series may include, but is not limited to, VHSL-required forms. | Retain 5 year(s) after end of academic year | Confidential Destruction | 6/11/2026 |
GS-07: Public Utilities
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 005520 | A. General Utilities Records Abandoned Utility Line Records | This series documents the location of abandoned utility lines, excluding service lines connected to single-family dwellings. This series may include, but is not limited to: location information, status of line, site condition reports, notice of abandoned line, and proposals to excavate or demolish. | Retain until after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | COV 56-265.19(G) | 12/10/2020 |
| 005522 | A. General Utilities Records Fuel Accounting Records | This series documents the control of fuel received by public utilities. This series may include, but is not limited to: receipts, consumption records, measuring records, stock control records and related supporting documentation. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 12/10/2020 | |
| 005524 | A. General Utilities Records Meter History Records | This series documents the service and repair history of individual meters. This series may include, but is not limited to: maintenance records and reports. | Retain until after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 12/10/2020 | |
| 005523 | A. General Utilities Records Meter Reading Records | This series documents utility usage by individual consumers collected for assessment and billing purposes. This series may include, but is not limited to: meter readings. | Retain 3 year(s) after event | Non-confidential Destruction | 12/10/2020 | |
| 005525 | A. General Utilities Records Meter Testing and Calibration | This series documents that utility meters are calibrated and functioning properly. This series may include, but is not limited to: calibration tests, test results, and reports. | Retain 3 year(s) after last action | Non-confidential Destruction | 12/10/2020 | |
| 005526 | A. General Utilities Records Miss Utility Records | This series documents notification of approaching excavation work by a contractor to the operator of utility lines. This series may include, but is not limited to: notification by the contractor, specific location of proposed work, type and extent of work, individual for whom the work is being performed, and records of surveying and marking lines. | Retain 5 year(s) after project completion | Non-confidential Destruction | COV 56-265.14, et seq | 12/10/2020 |
| 005527 | A. General Utilities Records Plant Equipment and Maintenance History Records | This series documents the service and repair history of all equipment, including water and sewer pipelines, specific to wastewater and waterworks treatment plants, pumping stations, water towers and distribution systems. This series may include, but is not limited to: maintenance records and reports. | Retain until after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 12/10/2020 | |
| 005528 | A. General Utilities Records Right of Way Files | This series documents rights of way obtained or given by a public utility. This series may include, but is not limited to: maps, surveys, agreements, and reports. | Retain 5 year(s) after expiration | Non-confidential Destruction | 12/10/2020 | |
| 005529 | A. General Utilities Records Utility Billing Records | This series documents the calculation and payment of utility bills for individual customers. This series may include, but is not limited to: utility billing registers and bill payment stubs. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 12/10/2020 | |
| 005530 | A. General Utilities Records Utility Customer Applications | This series documents customer applications for utility service. This series may include, but is not limited to: applications and responses. | Retain 1 year(s) after termination | Non-confidential Destruction | 12/10/2020 | |
| 005531 | A. General Utilities Records Utility Customer Complaint Files | This series documents utility customer complaints about billing or service. This series may include, but is not limited to: contact information of individual customer, nature of complaint, and response to complaint. | Retain 3 year(s) after last action | Non-confidential Destruction | 12/10/2020 | |
| 005532 | A. General Utilities Records Utility Customer Deposit Records | This series documents required deposits made for obtaining utility service as well as any refunds given. This series may include, but is not limited to: Deposits, receipts, notices of refunds, and correspondence. | Retain 3 year(s) after event | Non-confidential Destruction | 12/10/2020 | |
| 005533 | A. General Utilities Records Utility Customer Service Records | This series documents requests for service by utility customers for work to be performed by utility department personnel. This series may include, but is not limited to: service requests, maintenance records, and reports. | Retain 3 year(s) after decision | Non-confidential Destruction | 12/10/2020 | |
| 005534 | A. General Utilities Records Utility Locator Training Records | This series documents the training of utility locators. This series may include, but is not limited to: training records, attendance, certifications, and exam results. | Retain 5 year(s) after termination | Non-confidential Destruction | COV 56-265.19(E) | 12/10/2020 |
| 005535 | A. General Utilities Records Utility Repair and Maintenance Records | This series documents repairs and maintenance work completed on customer lines, valves, and meters as part of regularly scheduled service or to restore utility service to customers. This series may include, but is not limited to: work orders, radio dispatch logs, and other supporting documentation. | Retain 5 year(s) after project completion | Non-confidential Destruction | 12/10/2020 | |
| 005536 | A. General Utilities Records Utility Service Termination Records | This series documents the involuntary discontinuation of utility service to a customer. This series may include, but is not limited to: termination notice, work orders, dispatch logs, and other supporting documentation. | Retain 3 year(s) after termination | Non-confidential Destruction | 12/10/2020 | |
| 005537 | A. General Utilities Records Weigh Tickets/Scale Records | This series documents the control of bulk shipments (coal/refuse) moving in or out of public utility property. This series may include, but is not limited to: weigh tickets, logs, readings, calibrations, reports, correspondence and related supporting documentation. | Retain 3 year(s) after termination | Non-confidential Destruction | 12/10/2020 | |
| 005538 | B. Dams and Impounding Structures Dam Construction Files | This series documents the design, construction, and modification of impounding structures such as dams and spillways. This series may include, but is not limited to: Dam/Impoundment Construction Permit and Design Report for the Construction/Alteration of Impounding Structures (Form DCR 199-101) which describes the proposed construction/alteration along with detailed plans and specifications for the proposed project, erosion and sediment control plans, an approved emergency action plan, a proposed operation and maintenance plan, and a detailed engineering design report with drawings and specifications. | Retain until after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 4VAC50-20-70(B) | 12/10/2020 |
| 005539 | B. Dams and Impounding Structures Dam Operation and Maintenance Certificate Files | This series documents the initial issuance and subsequent Operation and Maintenance Certificates for Class I, II, and III Impounding Structures. This series may include, but is not limited to: certificate application form (DCR 199-099), complete set of as-built drawings certified by a professional engineer, as-built report, approved operation and maintenance plan, approved emergency action plan, and copy of the construction inspection certificate. | Retain until after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 4VAC50-20-euc | 12/10/2020 |
| 005540 | B. Dams and Impounding Structures Dam Owners Annual Inspection Report | This series documents the dam owner's compliance with annual inspection requirements when no professional certification is required. This series may include, but is not limited to: dam owner's report of annual inspection (DCR 199-098) for class I, II, III, IV impounding structures. | Retain 6 year(s) after last action | Non-confidential Destruction | 33CFR222.6, 4VAC50-20-100 | 12/10/2020 |
| 005541 | B. Dams and Impounding Structures Dam Owners Certified Re-Inspection Report | This series documents annual inspections of class I and II impounding structures as certified by a professional engineer. This series may include, but is not limited to: dam re-inspection report (DCR 199-105) for class I and II impounding structures, update of conditions based on a previous safety inspection, re-inspection report, and as-built report. | Retain 6 year(s) after last action | Non-confidential Destruction | 4VAC50-20-120, 33CFR222.6 | 12/10/2020 |
| 005542 | B. Dams and Impounding Structures Dam Owners Inventory Report | This series documents the dam owner's inventory report for class III and IV impounding structures. This series may include, but is not limited to: identification of the owner, name and location of the impounding structure; and the description, dimensions, history, and condition of the structure. | Retain 6 year(s) after last action | Non-confidential Destruction | 4VAC50-20-100(G) +, 4VAC50-20-120 | 12/10/2020 |
| 005543 | C. Permit Records Permit Files: Applications and Approval Documentation | This series documents the application for and approval various types of water permits issued by the State Water Control Board and/or other regulatory body, not listed elsewhere on this schedule, such as the Virginia Pollution Discharge Elimination System (VPDES) Permit, Virginia Water Protection Permit, Virginia Pollution Abatement Permit, Surface Water Withdrawal Permit, and Ground Water Withdrawal Permit. This series may include, but is not limited to: application, review materials, approval or disapproval notice. | Retain 3 year(s) after event | Non-confidential Destruction | 12/10/2020 | |
| 005544 | C. Permit Records Permit Files: Monitoring Records and Reports - Life of Permit | This series documents the monitoring activities required for various types of water permits issued by the State Water Control Board and/or other regulatory body not listed elsewhere on this schedule, such as the Virginia Water Protection Permit, Virginia Pollution Abatement Permit, Surface Water Withdrawal Permit, and Ground Water Withdrawal Permit, that must be retained for the life of the permit. This series may include, but is not limited to: monitoring information, equipment calibration and maintenance records; original strip chart or electronic recordings for continuous monitoring activities; reports; and all data used to complete the permit application. | Retain 3 year(s) after event | Non-confidential Destruction | 12/10/2020 | |
| 005545 | C. Permit Records Permit Files: Monitoring Records and Reports - Others | This series documents the monitoring activities required for various types of water permits issued by the State Water Control Board and/or other regulatory body not listed elsewhere on this schedule; that do not require maintenance for the life of the permit. This series may include, but is not limited to : monitoring information, equipment calibration and maintenance records; original strip chart or electronic recordings for continuous monitoring activities; reports; and all data used to complete the permit application. | Retain 3 year(s) after event | Non-confidential Destruction | 12/10/2020 | |
| 005546 | D. System Design and Construction Drawings and Plans | This series documents the design, construction, and ownership of public utility systems.This series may include, but is not limited to: final plans, as-built drawings, highway agreements or permits, construction permits, and title documentation. | Permanent, In Agency | 12/10/2020 | ||
| 005547 | D. System Design and Construction Supporting Documentation | This series documents support for system design and construction plans. This series may include, but is not limited to: correspondence, specifications, working plans and drawings. | Retain 5 year(s) after project completion | Non-confidential Destruction | 12/10/2020 | |
| 005549 | E. Wastewater Systems Records Operating Permit Files | This series documents the operators' receipt of a Virginia Pollutant Discharge Elimination System (VPDES) permit issued by the Virginia Department of Environmental Quality. This series may include, but is not limited to: permit application, correspondence, and other supporting documentation. | Retain 5 year(s) after event | Non-confidential Destruction | 12/10/2020 | |
| 005550 | E. Wastewater Systems Records Operations Records | This series documents the operation, maintenance, and laboratory testing of wastewater treatment systems. This series may include, but is not limited to: monitoring information such as laboratory testing data, chemical records, flow and loading data; equipment/instrument calibration records, original strip chart recordings, and reports. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9VAC25-110-80 | 12/10/2020 |
| 005548 | E. Wastewater Systems Records Sludge Application Records | This series documents sewage sludge use and disposal activities. This series may include, but is not limited to: certification statements, descriptions of pathogen requirement compliance, and pollution concentration records. | Retain 5 year(s) after end of calendar year | Non-confidential Destruction | 9VAC25-31-580 | 12/10/2020 |
| 005555 | F. Waterworks System Records Cross Connection and Backflow Records | This documents cross-connection control and backflow prevention in water systems. This series may include, but is not limited to: reports of annual backflow prevention device inspections and operational tests; data, documentation, and reports for the cross-connection control and backflow prevention program. | Retain 10 year(s) after end of calendar year | Non-confidential Destruction | 12VAC5-590-580, 12VAC5-590-550(I), 40CFR141.81 - 88 | 12/10/2020 |
| 005556 | F. Waterworks System Records Individual Filter Monitoring Records | This series documents the monitoring of turbidity in individual filters in the water treatment process. This series may include, but is not limited to: data, documentation, and report. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 12VAC5-590-550(C), 12VAC5-590-530 | 12/10/2020 |
| 005563 | F. Waterworks System Records Operation and Maintenance Manuals | This series documents the prescribed operation and maintenance for all waterworks facilities and water treatment/pumping equipment. This series may include, but is not limited to: operation and maintenance manuals. | Retain until after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 12VAC5-590 | 12/10/2020 |
| 005557 | F. Waterworks System Records Operator Continuing Professional Education Records | This series documents training and education required to maintain individual Waterworks Operator Certification. This series may include, but is not limited to: training records, attendance, certifications, and exam results. | Retain 1 year(s) after event | Non-confidential Destruction | 18VAC160-20-109, 18VAC160-20-109E | 12/10/2020 |
| 005559 | F. Waterworks System Records Sanitary Survey Records | This series documents sanitary surveys required by permit to locate and identify health hazards to local waterworks. This series may include, but is not limited to: reports, summaries, or communications related to the survey. | Retain 10 year(s) after last action | Non-confidential Destruction | 12VAC5-590-350, 40CFR141.33(c), 12VAC5-590-550(G) | 12/10/2020 |
| 005560 | F. Waterworks System Records System Inspection Records | This series documents the bi-annual inspection of individual water treatment systems conducted by the Virginia Department of Health, Division of Drinking Water. This series may include, but is not limited to: water quality compliance monitoring data, raw water intake/source evaluation, and unit process evaluations. | Retain 10 year(s) after last action | Non-confidential Destruction | 12/10/2020 | |
| 005561 | F. Waterworks System Records System Monitoring and Regulatory Reports | This series documents regulatory and permit compliance for waterworks systems as required by the Virginia Department of Health. This series may include, but is not limited to: Monthly Plant Operating Reports, Quarterly Disinfectant Byproducts Reports, and Yearly Chemical Analysis Reports. | Retain 10 year(s) after event | Non-confidential Destruction | 12VAC5-590-530 | 12/10/2020 |
| 005562 | F. Waterworks System Records System Operating Permits | This series documents the issuance of operator's permits to individual utilities department by the Virginia Department of Health, Office of Water Programs. This series may include, but is not limited to: permit, cover letter from issuer, correspondence with regulator, certified copy of maps, plans, and specifications for treatment plant construction, and the engineering description sheet describing the system's water supply treatment processes. | Retain 5 year(s) after event | Non-confidential Destruction | 12VAC5-590, COV 32.1-172 | 12/10/2020 |
| 005564 | F. Waterworks System Records System Operations Records | This series documents the actual operation of water treatment systems. This series may include, but is not limited to: daily, weekly, and monthly logs/reports, filter and flow charts, pump charts, reports, and supporting documentation. | Retain 5 year(s) after end of calendar year | Non-confidential Destruction | 12VAC5-590-550 (J) | 12/10/2020 |
| 005565 | F. Waterworks System Records Variance and Exemption Records | This series documents any variance or exemption granted to a local water system. This series may include, but is not limited to: application for variance, analytical results of water quality sampling, statement of hardship to the owner, impact statements for public health and welfare, notice of commissioner's decision, schedule for compliance, and supporting documentation. | Retain 5 year(s) after event | Non-confidential Destruction | 40CFR141.33(d), 12VAC5-590-550(H) | 12/10/2020 |
| 005566 | F. Waterworks System Records Violation Correction Records | This series documents actions taken by a local water system to correct violations of primary drinking water regulations. This series may include, but is not limited to: notice of violations, reports of corrective actions taken, and inspections. | Retain 3 year(s) after last action | Non-confidential Destruction | 12VAC5-590-550 (F), 40CFR141.33(b) | 12/10/2020 |
| 005551 | F. Waterworks System Records Waterworks Bacteriological Records | This series documents bacteriological analyses for local drinking water supplies. This series may include, but is not limited to: data, documentation, and reports for total coliform evaluation and other bacteriological monitoring. | Retain 5 year(s) after end of calendar year | Non-confidential Destruction | 12VAC5-590-370(A), 40CFR141.33a, 12VAC5-590-550(A) | 12/10/2020 |
| 005552 | F. Waterworks System Records Waterworks Chemical Analysis Records | This series documents chemical analyses for local drinking water supplies. This series may include, but is not limited to: data, documentation, and reports for inorganic/organic/disinfectant residuals monitoring; disinfection byproducts and byproduct precursors monitoring; disinfectant residual monitoring; disinfection byproducts and byproduct precursors monitoring plan; unregulated contaminants monitoring; and filtration/disinfection monitoring. | Retain 10 year(s) after end of calendar year | Non-confidential Destruction | 12VAC5-590-370(B), 40CFR141.33a, 12VAC5-590-550(A) | 12/10/2020 |
| 005553 | F. Waterworks System Records Waterworks Consumer Confidence Reports | This series documents water quality as provided to individual customers. This series may include, but is not limited to: annual water quality reports. | Retain 3 year(s) after event | Non-confidential Destruction | 12VAC5-590-545 | 12/10/2020 |
| 005554 | F. Waterworks System Records Waterworks Copper/Lead Records | This series documents copper and lead analyses for local drinking water supplies. This series may include, but is not limited to: data, documentation, and reports for monitoring copper and lead in tap water, water quality parameters, and copper and lead in water supplies (source water). | Retain 12 year(s) after end of calendar year | Non-confidential Destruction | 12VAC5-590-550E, 12VAC5-590-370B6, 40CFR141.18 - .88, 40CFR 141.91 | 12/10/2020 |
| 005567 | G. Water Well Records Well Completion Reports: Locality Owned | This series documents the excavation and completion of water wells that are owned or operated by the locality. This series may include, but is not limited to: inspections and monitoring and testing reports. | Retain 5 year(s) after last action | Non-confidential Destruction | 12VAC5-590-550(J)(2) | 12/10/2020 |
| 005568 | G. Water Well Records Well Completion Reports: Not Locality Owned | This series documents the excavation and completion of water wells that are not owned or operated by the locality. This series may include, but is not limited to: inspections and monitoring and testing reports. | Retain 5 year(s) after end of calendar year | Non-confidential Destruction | 12/10/2020 | |
| 200689 | Industrial Pretreatment Permit Program: Guidance | This series documents current guidance for the Industrial Pretreatment Permit Program oversight procedures. This series may include, but is not limited to: the Pretreatment Permit Manual and program guidance/advice memoranda. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 12/10/2020 | |
| 200690 | Industrial Pretreatment Permit Programs: Records & Reports | This series documents reports submitted to the locality pertaining to the publicly-owned treatment works (POTW) and their permits, which carry the pretreatment program requirements. This series may includee, but is not limited to: fact sheets, permits, transmittal letters, meeting memoranda, tax exemption requests, certification letters, industrial user discharge monitoring reports (DMRs), operator bench and lab sheets, annual audit, quarterly program status reports, categorical industrial user and significant industrial user inspections, pollution complaints, pollution response (PReP) inspection reports, warning letters, notices ov violations (NOVs), and enforcement actions. | Retain 12 year(s) after expiration | Non-confidential Destruction | 12/10/2020 | |
| 200691 | Local Review Program Agreements | This series documents agreements between a locality and water-system customers regarding the delegation of review approval for connections to, or extensions from, existing sewerage system projects. This series may include, but is not limited to: signed agreements. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 12/10/2020 | |
| 200692 | Wastewater Engineering Reports | This series documents wastewater engineering reports not included in other series. This series may include, but is not limited to: Infiltration and Inflow (I&I) studies, planning documents, and system analyses. | Retain 10 year(s) after end of calendar year | Non-confidential Destruction | 12/10/2020 | |
| 005558 | Waterworks System Records Radiological Records | This series documents radiological monitoring for local drinking water supplies. This series may include, but is not limited to: data and reports. | Retain 5 year(s) after end of calendar year | Non-confidential Destruction | 12VAC5-590-400 | 12/10/2020 |
GS-32: Redevelopment and Housing Authority
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 005589 | Affordable Dwelling Unit (ADU) Program - Client Purchase Records | This series documents an Authority's program to provide affordable housing to qualified citizens. This series may include, but is not limited to: records of contacts with clients in regards to the purchase program, financial records, and supporting documentation. | Retain 10 year(s) after last action | Confidential Destruction | 6/9/2022 | |
| 005590 | Affordable Dwelling Unit (ADU) Program - Client Records - Incomplete | This series documents an Authority's program to provide affordable housing to qualified citizens. This series may include, but is not limited to: records of contacts with clients in regards to the program when no rental assistance or purchase assistance was finalized; applications, personal and financial information; and other supporting documentation. | Retain 3 year(s) after last action | Confidential Destruction | 6/9/2022 | |
| 005591 | Affordable Dwelling Unit (ADU) Program - Client Rental Records | This series documents an Authority's program to provide affordable housing to qualified citizens. This series may include, but is not limited to: records of contacts with contractors in regards to rental assistance program, financial records, and supporting documentation. | Retain 3 year(s) after expiration | Confidential Destruction | 6/9/2022 | |
| 005592 | Affordable Dwelling Unit (ADU) Program - Contractor/Program Administration Records | This series documents an Authority's program to provide affordable housing to qualified citizens. This series may include, but is not limited to: records of contacts with contractors in regards to program development and administration. Records must be kept for 10 years after last contact. | Retain 10 year(s) after last action | Confidential Destruction | 6/9/2022 | |
| 009107 | Applications for Housing - Active Clients | This series consists of approved applications for the subsidized housing program. This series includes but is not limited to: applications, approvals, financial data, correspondence, SAVE (Systematic Alien Verification of Entitlements) reports, and other supporting documentation. | Retain 3 year(s) after last action | Confidential Destruction | 24CFR901 thru 1699 | 6/9/2022 |
| 009108 | Applications for Housing - Denied, Incomplete, or Withdrawn | This series consists of denied, incomplete, or withdrawn applications for the subsidized housing program. This series includes but is not limited to: incomplete applications, financial data, correspondence, and supporting documentation. | Retain 3 year(s) after decision | Confidential Destruction | 24CFR901 thru 1699 | 6/9/2022 |
| 009109 | Criminal History Reports | This series consists of criminal history reports which may cause an applicant to be denied eligibility for housing. Reports are not included in related applicant files. This series may include,but is not limited to: requests for background checks, and other criminal history reports. | Retain until after decision | Confidential Destruction | 24CFR901 thru 1699 | 6/9/2022 |
| 200740 | Financial Transaction Records | This series documents Redevelopment and Housing Authority financial transaction records related to procuring goods and services, paying bills, collecting debts. This series may include, but is not limited to: contracts; requisitions; purchase orders; solicitations/requests for bids; proposals, quotations, and bids; credit card/purchase card/charge card statements and supporting documentation; invoices; and leases. | Retain 6 year(s) after final payment | Confidential Destruction | 6/9/2022 | |
| 005479 | Home Investment Partnership Program Records - Administrative Records | This series documents the administration of the Home Investment Partnerships Program. This series may include, but is not limited to: grant agreements, financial records, program administration records, federal compliance records, and reports. | Retain 5 year(s) after end of state fiscal year | Confidential Destruction | 24CFR92.1 thru 552 | 6/9/2022 |
| 009530 | Home Investment Partnerships Program Records - Project Records | This series consists of records of funds allocated to Community Housing Development Organizations (CHDO), or sub-recipients of home funds, for participation in projects in specific neighborhoods. This series may include,but is not limited to: applications for funding, grant records, loan documents, reports, inspections, project records, and other supporting documentation. | Retain 35 year(s) after project completion | Confidential Destruction | 24CFR92.1 thru 552 | 6/9/2022 |
| 005595 | Home Ownership Programs - Program Administration Records | This series consists of the records of an Authority's program to provide affordable housing to qualified citizens. Includes Down Payment Closing Cost, Home Start, LHOP, Home Stretch and other supporting documentation. | Retain 10 year(s) after last action | Confidential Destruction | 6/9/2022 | |
| 005594 | Homeless Intervention Program (HIP) - Clients Denied/Incomplete | This series consists of the records of the state funded Homeless Intervention Program for financial assistance and/or case management to home owning families facing foreclosure because of a temporary loss of income and to assist homeless persons with start up funds. Includes contacts with clients when no assistance was provided or finalized. | Retain 5 year(s) after last action | Confidential Destruction | COV 36-141 to 151 | 6/9/2022 |
| 005593 | Homeless Intervention Program (HIP) Clients Served | This series documents the state funded Homeless Intervention Program for financial assistance and/or case management to home owning families facing foreclosure because of a temporary loss of income, and to assist homeless persons with start up funds. This series may include: applications, case reviews, and client correspondence. | Retain 5 year(s) after last action | Confidential Destruction | COV 36-141 to 151 | 6/9/2022 |
| 005476 | Homeowners Assistance Program Records - Approved | This series documents the educational and/or financial assistance provided to low-income, first time home buyers. This series may include, but is not limited to: requests for assistance, loan documents, personal and financial information, deeds of trust, and other supporting documentation. Records must be kept for 32 years after close of sale. | Retain 32 year(s) after closed | Confidential Destruction | 24CFR92.1 thru 552 | 6/9/2022 |
| 005477 | Homeowners Assistance Program Records - Denied or Terminated | This series documents applications for the homeownership assistance program that were denied or terminated. This series may include, but is not limited to: applications, personal and financial data, and other supporting documentation. | Retain 5 year(s) after decision | Confidential Destruction | 24CFR92.1 thru 552 | 6/9/2022 |
| 005596 | Housing Choice Voucher Program - Client Records | This series consists of records of housing choice voucher assistance provided to qualified clients, including low-income families, elderly persons with disabilities, and Housing Opportunities for Persons with AIDS (HOPWA) patients with HIV or AIDS. Includes personal and financial information, contracts, leases, mandatory reporting, and other supporting documentation. | Retain 3 year(s) after last action | Confidential Destruction | 24CFR811 thru 866, 24CFR982.158 | 6/9/2022 |
| 005597 | Housing Choice Voucher Program - Family Self-Sufficiency Case Records | This series documents the office's participation in a federally funded program to provide families opportunity to achieve economic independence over a five-year period. This series may include, but is not limited to: personal and financial records, case manager's notes, mandatory reporting, and other supporting documentation. | Retain 3 year(s) after last action | Confidential Destruction | 24CFR811 thru 866, 24CFR982.158 | 6/9/2022 |
| 005598 | Housing Choice Voucher Program - Legal Claims, Clients | This series documents claims against an Authority by present and/or former clients of the Housing Choice Voucher Program which provides assistance to qualified clients, including low-income families, elderly persons with disabilities, and HOPWA patients with HIV or AIDS. This series may include, but is not limited to: personal and financial records, case manager's notes, mandatory reporting, and other supporting documentation. Records are kept for 10 years after resolution. | Retain 10 year(s) after event | Confidential Destruction | 24CFR811 thru 866, 24CFR982.158 | 6/9/2022 |
| 005599 | Housing Choice Voucher Program - Legal Claims, Landlords/Owners | This series documents claims against the Authority by landlords or owners for client damage or unpaid rent on leased property as part of the Housing Choice Voucher Program, which provides assistance to qualified clients, including low-income families, elderly persons with disabilities, and HOPWA patients with HIV or AIDS. This series may include, but is not limited to: personal and financial records, case manager's notes, mandatory reporting, and other supporting documentation. Records are kept for 10 years after resolution. | Retain 10 year(s) after event | Confidential Destruction | 24CFR811 thru 866 | 6/9/2022 |
| 005600 | Housing Choice Voucher Program – Program Administration/ Contract with U.S. Department of Housing and Urban Development (HUD) | This series documents the Authority's program to provide affordable housing to qualified citizens. This series may include, but is not limited to: applications for funding, grant records, reports, inspections, and other supporting documentation. Records are kept for 10 years after final action or audit. | Retain 10 year(s) after end of state fiscal year | Confidential Destruction | 6/9/2022 | |
| 005601 | Housing Choice Voucher Program: Unserved Client Records | This series documents contacts with clients who were not qualified, declined assistance, or found alternative housing while on the waiting list for services from the Housing Choice Voucher Program which provides assistance to qualified clients, including low-income families, elderly persons with disabilities, and patients with HIV or AIDS. This series may include, but is not limited to: applications for funding, grant records, reports, inspections and other supporting documentation. Records are kept for 3 years after last contact. | Retain 3 year(s) after last action | Confidential Destruction | 24CFR811 thru 866, 24CFR982.158 | 6/9/2022 |
| 005602 | Housing Modification/Rehabilitation (ModRehab) Program Records | This series documents requests for home modification or rehabilitation financial assistance. This series may include, but is not limited to: applications, personal and financial information, approvals, and other supporting documentation. | Retain 10 year(s) after final payment | Confidential Destruction | 24CFR511.1 thru 82 | 6/9/2022 |
| 005480 | Neighborhood Housing Rehabilitation Program Records - Community Based Development Organizations (CBDO) | This series documents funds allocated to Community Based Development Organizations for participation in rehabilitation projects in specific neighborhoods. This series may include, but is not limited to: applications for funding, grant records, reports, inspections, and other supporting documentation. Records must be kept for 3 years after HUD closeout notification. | Retain 3 year(s) after decision | Confidential Destruction | 24CFR570.204 | 6/9/2022 |
| 005481 | Neighborhood Housing Rehabilitation Program Records - Contractor Records | This series documents contracts for rehabilitation work on homes of low income families. This series may include, but is not limited to: requests for assistance, contacts, inspections, payments, and other supporting documentation. Records must be kept for 3 years after HUD closeout notification. | Retain 3 year(s) after decision | Confidential Destruction | 24CFR570.1 thru 913 | 6/9/2022 |
| 005482 | Neighborhood Housing Rehabilitation Program Records - Loan Records - Under $8000 | This series documents requests for home rehabilitation financial assistance less than $8000. This series may include, but is not limited to: applications, personal and financial information, approvals, and other supporting documentation. Records must be kept for 7 yrs after loan approval & signature or audit | Retain 7 year(s) after decision | Confidential Destruction | 6/9/2022 | |
| 005483 | Neighborhood Housing Rehabilitation Proram Records - Loan Records - $8000 and Over | This series consists of records of requests for rehabilitation financial assistance for $8000 or more. Includes applications, personal and financial information, approvals and other supporting documentation. | Retain 17 year(s) after decision | Confidential Destruction | 6/9/2022 | |
| 005603 | Operation Match Records - Clients Served | This series documents the Operation Match Program that allows individuals to share homes due to economic or companionship needs. This series may include, but is not limited to: personal and financial data, agreements, and other supporting documentation. | Retain 5 year(s) after last action | Confidential Destruction | 6/9/2022 | |
| 005604 | Operation Match Records - Clients, Incomplete | This series documents contacts with clients when no assistance was provided or finalized as part of the Operation Match Program that allows individuals to share homes due to economic or companionship needs. This series may include, but is not limited to: personal and financial data, agreements, correspondence, and other supporting documentation. | Retain 5 year(s) after last action | Confidential Destruction | 6/9/2022 | |
| 009060 | Real Property Files - Non RHA Property | This series consists of the records of real estate transactions supported and processed by RHA within its Community Development program, including original acquisition paperwork, deeds, dispositions, and relocations. This series may include, but is not limited to, owner data, deeds, contracts, appraisals, property development documentation (blueprints, development plan, permits, contractor, etc.), purchase orders, financial data, notes, correspondence, and supporting documentation. | Retain 50 year(s) after project completion | Non-confidential Destruction | 24CFR92.1 thru 552 | 6/9/2022 |
| 009061 | Real Property Files - RHA Owned Property | This series consists of real estate transactions supported and processed by RHA within its Community Development program, including acquisition, deeds, dispositions, and relocations. This series may include,but is not limited to: owner data, deeds, contracts, appraisals, property development documentation (blueprints, development plan, permits, contractor, etc.), purchase orders, financial data, notes, correspondence, and supporting documentation. RETENTION AND DISPOSITION: Transfer sold property files to series 009060. For files that are inactive but RHA still owns an interest, transfer to State Records Center for 99 years. After 99 years, return to RHA for review. | Retain 99 year(s) after no longer administratively useful | Non-confidential Destruction | 6/9/2022 | |
| 005605 | Referrals, Zoning/Comprehensive Planning - Board of Supervisors | This series documents legislative and ministerial land referrals related to zoning and/or comprehensive land planning when Board of Supervisor approval is required and/or desirable. This series may include, but is not limited to: Board of Supervisors approval or disapproval, plans, and correspondence. | Retain 10 year(s) after last action | Non-confidential Destruction | 6/9/2022 | |
| 005606 | Referrals, Zoning/Comprehensive Planning - Others | This series documents legislative and ministerial land referrals related to zoning and/or comprehensive land planning when Board of Supervisor approval is not required. This series may include, but is not limited to: plans and correspondence. | Retain 10 year(s) after last action | Non-confidential Destruction | 6/9/2022 | |
| 005486 | Rental Assistance Program - Client Records | This series documents applications for rental assistance under the Housing Choice Voucher Program. This series may include, but is not limited to: applications for assistance, personal and financial information, leases, agreements, and other supporting documentation. | Retain 4 year(s) after termination | Confidential Destruction | 24CFR982.1 thru 643 | 6/9/2022 |
| 009106 | Tenant File Purges | This series consist of outdated, inactive or no longer useful information purged from records series 009104, "Tenant Files - Active". This series includes but is not limited to: purged eligibility documents, occupancy data, inspection records, maintenance records, correspondence and other supporting documentation. | Retain 5 year(s) after end of calendar year | Confidential Destruction | 24CFR245.5 thru 435 | 6/9/2022 |
| 009104 | Tenant Files - Active | This series documents current history of a tenant actively occupying RHA owned or controlled property. This series include but is not limited to: eligibility documents, occupancy data, inspection records, maintenance records, correspondence, and other supporting documentation. Every 5 years, files are purged of outdated, inactive or no longer useful information. See series 009106, "Tenant File Purges". | Retain until after equipment, facility, or property sold or no longer in use | Confidential Destruction | 24CFR245.5 thru 435 | 6/9/2022 |
| 009105 | Tenant Files - Vacated | This series consists of Tenant Files of tenants no longer occupying RHA owned or controlled property. This series may include,but is not limited to: the terms of termination agreement, damage penalties, and other written notices. | Retain 7 year(s) after last action | Confidential Destruction | 24CFR245.5 thru 435 | 6/9/2022 |
| 005485 | Transitional Housing Program - Administrative Records | This series consists of records related to the administration of the Transitional Housing Program. This series contains grant agreements and financial documents related to federal and state grants supporting the program. | Retain 3 year(s) after end of state fiscal year | Confidential Destruction | 6/9/2022 | |
| 009531 | Transitional Housing Program - Client Records | This series consists of records of transitional housing provided to homeless families. This series may include,but is not limited to: requests for assistance, personal and financial documents, agreements, leases, and other supporting documentation. | Retain 3 year(s) after event | Confidential Destruction | 6/9/2022 | |
| 005607 | Water and Sewer Financing Program - Client Records | This series documents contacts with clients concerning the Water and Sewer Financing Program which provides homeowners low interest loans or grants to repair, service, or replace failing water and/or sewer systems, or to connect to city or county systems. This series may include, but is not limited to: applications, grant records, reports, inspections, and correspondence. | Retain 5 year(s) after final payment | Confidential Destruction | 24CFR570.500 to 513 | 6/9/2022 |
| 005608 | Water and Sewer Financing Program - Program Administration Records | This series documents homeowners' low interest loans or grants to repair, service, or replace failing water and/or sewer systems, or to connect to county systems. This series may include, but is not limited to: applications, grant records, reports, inspections, and correspondence. | Retain 5 year(s) after end of calendar year | Confidential Destruction | 24CFR570.500 to 513 | 6/9/2022 |
GS-15: Social Services
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 101029 | Benefits: Benefits Cases | This series documents requests for financial assistance such as auxiliary grants and general relief through energy assistance, Supplemental Nutrition Assistance Program (SNAP), Medicaid, and Temporary Assistance for Needy Families (TANF). This series may include, but is not limited to: applications, renewals, and supporting documentation. | Retain 3 year(s) after closed | Confidential Destruction | 7CFR272.1, COV 63.2-614, COV 63.2-800 thru 805 | 9/10/2026 |
| 101034 | Benefits: Fraud Investigations - Founded | This series documents investigations of fraud among providers or clients of benefits and services that are determined to be founded. This series may include, but is not limited to: investigative reports and correspondence. | Retain 75 year(s) after creation | Confidential Destruction | 9/10/2026 | |
| 000176 | Benefits: Fraud Investigations - Unfounded | This series documents investigations of fraud among providers or clients of benefits and services that are determined to be unfounded. This series may include, but is not limited to: investigative reports and correspondence. | Retain 3 year(s) after closed | Confidential Destruction | 9/10/2026 | |
| 007017 | Benefits: Overpayment Cases | This series documents the investigation of and collection attempts made on the overpayment of benefits by the locality to providers or clients. Benefits may include, but are not limited to: food stamps, Medicaid, and Temporary Assistance for Needy Families (TANF). This series may include, but is not limited to: evidence, administrative disqualification hearing findings, and investigation documentation. | Retain 3 year(s) after closed | Confidential Destruction | 9/10/2026 | |
| 000282 | Family Services: Adult Services/Adult Protective Services (APS) - Cases with Report | This series documents cases that contain an APS report alleging abuse of an adult 60 years of age or older or incapacitated adults 18 years of age or older. This series may include, but is not limited to: complaints and investigation notes. | Retain 5 year(s) after closed | Confidential Destruction | COV 63.2-1605 | 9/10/2026 |
| 101019 | Family Services: Child Protective Services (CPS) Cases - Family Assessments | This series documents family assessments conducted as a result of valid CPS complaints. This series may include, but is not limited to: interviews and reports. | Retain 3 year(s) after event | Confidential Destruction | COV 63.2-1514B | 9/10/2026 |
| 101023 | Family Services: Child Protective Services (CPS) Cases - Founded with Multiple Complaints | This series documents the investigations of multiple child abuse and neglect complaints, whether valid or invalid, that involve either the same alleged abuser or the same victim. This series may include, but is not limited to: appeals; CPS referrals; court orders; safety and risk assessments; medical, school, and/or psychological reports; and worker notes. Final disposition occurs when all complaint cases on the alleged abuser or victim are eligible for disposition. | Retain until after expiration | Confidential Destruction | 9/10/2026 | |
| 101020 | Family Services: Child Protective Services (CPS) Cases - Founded, Level 1 | This series documents the investigation of child abuse and neglect complaints received by the department that are determined to be Founded, Level 1. This series may include, but is not limited to: appeals; CPS referrals; court orders; safety and risk assessments; medical, school, and/or psychological reports; and worker notes. | Retain 18 year(s) after receipt | Confidential Destruction | COV 63.2-1514A, 22VAC40-705-130 | 9/10/2026 |
| 000508 | Family Services: Child Protective Services (CPS) Cases - Founded, Level 1 - Sexual Abuse, After June 30, 2010 | This series documents the investigation of child sexual abuse complaints received by the department after June 30, 2010 that are determined to be Founded, Level 1. This series may include, but is not limited to: appeals; CPS referral information; court orders; safety and risk assessments; medical, school, and/or psychological reports; and worker notes. | Retain 25 year(s) after receipt | Confidential Destruction | COV 63.2-1514A, 22VAC40-705-130 | 9/10/2026 |
| 200732 | Family Services: Child Protective Services (CPS) Cases - Founded, Level 1 - Sexual Abuse, Before July 1, 2010 | This series documents the investigation of child sexual abuse complaints received by the department before July 1, 2010 that are determined to be Founded, Level 1. This series may include, but is not limited to: appeals; CPS referral information; court orders; safety and risk assessments; medical, school, and/or psychological reports; and worker notes. | Retain 18 year(s) after receipt | Confidential Destruction | 22VAC40-705-130 | 9/10/2026 |
| 101021 | Family Services: Child Protective Services (CPS) Cases - Founded, Level 2 | This series documents the investigation of child abuse and neglect complaints received by the department that are determined to be Founded, Level 2. This series may include, but is not limited to: appeals; CPS referral information; court orders; safety and risk assessments; medical, school, and/or psychological reports; and worker notes. | Retain 7 year(s) after receipt | Confidential Destruction | COV 63.2-1514A, 22VAC40-705-130 | 9/10/2026 |
| 101022 | Family Services: Child Protective Services (CPS) Cases - Founded, Level 3 | This series documents the investigation of child abuse and neglect complaints received by the department that are determined to be Founded, Level 3. This series may include, but is not limited to: appeals; CPS referral information; court orders; safety and risk assessments; medical, school, and/or psychological reports; and worker notes. | Retain 3 year(s) after receipt | Confidential Destruction | COV 63.2-1514A, 22VAC40-705-130 | 9/10/2026 |
| 000172 | Family Services: Child Protective Services (CPS) Cases - Founded, Pre-1992 | This series documents the investigation of child abuse and neglect complaints received in 1992 or earlier. This series may include, but is not limited to: appeals; Child Protective Services (CPS) referral information; court orders; family assessment or investigation report; safety and risk assessments; medical, school, and/or psychological reports; and worker notes. | Retain 28 year(s) after birth | Confidential Destruction | 9/10/2026 | |
| 200729 | Family Services: Child Protective Services (CPS) Cases - Invalid | This series documents invalid child abuse and neglect complaints received by the department. This series may include, but is not limited to: appeals, CPS referral information, and worker notes. | Retain 1 year(s) after receipt | Confidential Destruction | COV 63.2-1514B | 9/10/2026 |
| 101016 | Family Services: Child Protective Services (CPS) Cases - Unfounded, No Request to Maintain File, After June 30, 2020 | This series documents the investigation of valid child abuse and neglect complaints received by the department after June 30, 2020 that are determined to be unfounded. This series may include, but is not limited to: appeals; CPS referral information; court orders; safety and risk assessments; medical, school, and/or psychological reports; and worker notes. | Retain 3 year(s) after receipt | Confidential Destruction | COV 63.2-1514B, COV 63.2-1505 | 9/10/2026 |
| 200730 | Family Services: Child Protective Services (CPS) Cases - Unfounded, No Request to Maintain File, Before July 1, 2020 | This series documents the investigation of valid child abuse and neglect complaints received by the department before July 1, 2020 that are determined to be unfounded. This series may include, but is not limited to: appeals; CPS referral information; court orders; safety and risk assessments; medical, school, and/or psychological reports; and worker notes. | Retain 1 year(s) after receipt | Confidential Destruction | COV 63.2-1514B | 9/10/2026 |
| 101017 | Family Services: Child Protective Services (CPS) Cases - Unfounded, Request to Maintain File, After June 30, 2020 | This series documents the investigation of valid child abuse and neglect complaints received by the department after June 30, 2020 that are determined to be unfounded and that the alleged abuser requests be maintained. This series may include, but is not limited to: appeals; CPS referral information; court orders; safety and risk assessments; medical, school, and/or psychological reports; and worker notes. | Retain 5 year(s) after receipt | Confidential Destruction | COV 63.2-1514B, COV 63.2-1505 | 9/10/2026 |
| 200731 | Family Services: Child Protective Services (CPS) Cases - Unfounded, Request to Maintain File, Before July 1, 2020 | This series documents the investigation of valid child abuse and neglect complaints received by the department before July 1, 2020 that are determined to be unfounded and that the alleged abuser requests be maintained. This series may include, but is not limited to: appeals; CPS referral information; court orders; safety and risk assessments; medical, school, and/or psychological reports; and worker notes. | Retain 3 year(s) after receipt | Confidential Destruction | COV 63.2-1514B | 9/10/2026 |
| 200765 | Family Services: Foster Care Cases - Adopted | This series documents foster care services provided to children who are subsequently adopted. This series includes: service applications and records, court orders and service plans, correspondence, acknowledgments, and case narratives. | Retain until after event | Confidential Destruction | 22VAC40-201-130 | 9/10/2026 |
| 101032 | Family Services: Foster Care Cases - Not Reunited with Families | This series documents supervision and interaction with foster care clients who were never reunited with their families and never adopted. This series may include, but is not limited to: home inspections, visitation notes, case management, family assessment planning, and Independent Living placements. | Permanent, In Agency | 22VAC40-201-130 | 9/10/2026 | |
| 101033 | Family Services: Foster Care Cases - Reunited with Families | This series documents supervision and interaction with foster care clients who were reunited with their families. This series may include, but is not limited to: home inspections and visitation notes. | Retain 22 year(s) after birth | Confidential Destruction | COV 63.2-904, 22VAC40-201-130 | 9/10/2026 |
| 101011 | Family Services: Resource Home Files | This series documents checks for compliance with state and local requirements. This series may include, but is not limited to: checklists, home studies, field notes, certificates of training, reference letters, and background checks. | Retain 5 year(s) after closed | Confidential Destruction | 9/10/2026 | |
| 101038 | Family Services: Service Cases | This series documents interaction with clients through service programs such as childcare; emergency assistance; family preservation; foster care prevention; Promoting Safe and Stable Families; custody investigations, adoption supervision, and home studies for non-local cases; Virginia Initiative for Employment not Welfare (VIEW); and adult services cases including guardianship report tracking and assisted living facility (ALF) assessments or nursing home preadmission screenings that do not contain an Adult Protective Services (APS) report. This series may include, but is not limited to: applications, quarterly and annual reports, training materials, and outcome measure statistics. | Retain 3 year(s) after last action | Confidential Destruction | 9/10/2026 | |
| 000171 | Family Services: Service Cases - Child Protective Services (CPS) | This series documents services provided to children and families as a result of a CPS complaint that was opened as a services case. This does not include the family assessment, appeal, or investigation. | Retain 5 year(s) after closed | Confidential Destruction | 9/10/2026 | |
| 000174 | Family Services: Service Cases - Children's Services Act (CSA) | This series documents services to high-risk youth as part of the Children's Services Act (CSA). This series may include, but is not limited to: counseling records, court-ordered program placement, and payment for foster care. | Retain 3 year(s) after closed | Confidential Destruction | COV 2.2-5206, COV 2.2- 5208 | 9/10/2026 |
| 200766 | Family Services: State Adoption Assistance | This series documents funding for ongoing state-funded adoption assistance cases. This series may include, but is not limited to: supporting documentation for application and determination, review invoices, authorization/approval documents for payment, purchase orders, warrant registers, checks issued for payment, and any credit or adjustments made as corrections. | Retain 3 year(s) after final payment | Confidential Destruction | COV 63.2-335 | 9/10/2026 |
| 200075 | Family Services: Title IV-E Records | This series documents funding for ongoing assistance to Title IV-E eligible children in foster care, Title IV-E adoption assistance cases, and adoption incentive funds. This series may include, but is not limited to: supporting documentation for application and determination, review invoices, authorization/approval documents for payment, purchase orders, warrant registers, checks issued for payment, and any credits or adjustments made as corrections. | Retain 3 year(s) after final payment | Confidential Destruction | 45 CFR 1356.71, 45 CFR 74.53(b) | 9/10/2026 |
| 200877 | Family Services: Title IV-E Records - Ineligible Applications | This series documents applications deemed ineligible for funding under Title IV-E. This series may include, but is not limited to, supporting documentation for applications and determinations, appeals, and notification. | Retain 3 year(s) after last action | Confidential Destruction | 9/10/2026 | |
| 200733 | Virginia Juvenile Community Crime Control Act (VJCCCA): Programs and Services | This series documents juvenile cases that appear before an intake officer, are formally processed by the court, and all others that are funded by the Virginia Juvenile Community Crime Control Act (VJCCCA). This series may include, but is not limited to: assessments, correspondence, court orders and petitions, educational and social history, intake demographics, offense history, referrals, and reports. | Retain 18 year(s) after birth | Confidential Destruction | 9/10/2026 |
GS-28: Treasurer
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 200155 | Assessment Books: Personal Property and Real Estate | This series documents the amount of taxes assessed on tangible personal property and real estate. | Retain 6 year(s) after end of state fiscal year | Confidential Destruction | 4/16/2013 | |
| 200156 | Bond Records | This series documents the issuance of bonds to fund capital projects, payments made by a fiscal/paying agent due to bond issues, and the destruction of bonds and bond coupons paid by the fiscal/paying agent. This series may include, but is not limited to: transfer statements, bond destruction certificates, and bond issue and payment documentation. | Retain 5 year(s) after end of state fiscal year | Confidential Destruction | COV 58.1-3130 | 4/16/2013 |
| 100978 | Certificate of Deposits | This series documents the notification of deposit/transfer of funds to the state treasurer detailing funds collected by the local treasurer. This series may include, but is not limited to: Form 800 | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 4/16/2013 | |
| 100979 | Compensation Board: Budget Request | This series documents budget requests submitted to the Compensation Board outlining workload measures and expenditures of the Treasurer's office. This series may include but is not limited to: payroll reports and workload measures reports. | Retain 5 year(s) after end of state fiscal year | Confidential Destruction | 4/16/2013 | |
| 100980 | Debt-Set Off Records:Satisfied Debts | This series documents the allocation of state tax refunds of the debtor to satisfy an existing claim against him imposed by a state or local agency. This series may include but is not limited to: listings of payments received from the state | Retain 5 year(s) after end of calendar year | Confidential Destruction | 4/16/2013 | |
| 100982 | Investment Records | This series documents the purchase, maturation, and reconciliation of invested funds. This series may include, but is not limited to: brokerage statements, purchase confirmations, and investment performance reports. | Retain 3 year(s) after last action | Confidential Destruction | 4/16/2013 | |
| 100983 | Licensing and Fee Records: Paid Licenses and Reports | This series documents the fees paid for licenses such as animal, business, and vehicle licenses, and other local fees. This series may include, but is not limited to: applications, paid receipts, copies of applicable licenses, and reports of issued or pending licenses | Retain 3 year(s) after end of state fiscal year | Confidential Destruction | 4/16/2013 | |
| 200157 | Paid Taxes: Personal Property and Real Estate | This series documents the payment of personal property and real estate taxes. This series may include, but is not limited to: copies of the bill and register receipts. | Retain 5 year(s) after end of state fiscal year | Confidential Destruction | 4/16/2013 | |
| 100987 | Personal Property Tax Records: Delinquent Lists | This series documents those taxpayers that have failed to pay their tangible personal property tax. | Retain 5 year(s) after end of state fiscal year | Confidential Destruction | COV 58.1-3921 | 4/16/2013 |
| 100990 | Personal Property Tax Records: Unpaid Tangible Taxes | This series documents the non-payment of taxes assessed on tangible personal property. This series may include but is not limited to: distress warrants, tax liens, or other collection activity documents | Retain 5 year(s) after end of state fiscal year | Confidential Destruction | 4/16/2013 | |
| 100993 | Real Estate Tax Records: Delinquent List | This series documents those taxpayers that have failed to pay their real estate tax. | Retain 20 year(s) after creation | Non-confidential Destruction | COV 58.1-3341 | 4/16/2013 |
| 100997 | Real Estate Tax Records: Unpaid Taxes | This series documents the non-payment of real estate taxes. This series may include, but is not limited to: judicial sales, tax liens, or other collection activity documents | Retain 3 year(s) after event | Confidential Destruction | 4/16/2013 | |
| 101000 | State Tax Records: Delinquent List | This series documents those taxpayers who are delinquent in paying their state tax. | Retain 3 year(s) after end of state fiscal year | Confidential Destruction | COV 58.1-1801 | 4/16/2013 |
| 100998 | State Tax Records: Original and Corrected Assessments | This series documents the estimated tax and state income tax assessments. This series may include, but is not limited to: listings of individuals and entities that owe or have paid estimated or state income tax. | Retain 3 year(s) after end of state fiscal year | Confidential Destruction | 4/16/2013 | |
| 101001 | State Tax Records: Paid and Unpaid Taxes | This series documents the amount of tax paid or unpaid for state and estimated income. This series may include but is not limited to: listings of paid and unpaid accounts. | Retain 3 year(s) after end of state fiscal year | Confidential Destruction | 4/16/2013 | |
| 101003 | Treasurer's Lien Report: Non-Tax | This series documents non-tax liens placed on entities of the debtor such as bank accounts, salaries, rent owed by tenants, inheritances and accounts receivable. This series may include but is not limited to: copies of the lien and lien letters. | Retain 3 year(s) after creation | Non-confidential Destruction | COV 58.1-3952 | 4/16/2013 |
| 101004 | Treasurer's Reports | This series documents the monthly report submitted to the finance board or local governing body detailing the amount of money on deposit with each depository. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 58.1-3160 | 4/16/2013 |
| 101005 | Treasurer's Summons | This series documents the Treasurer's questioning of a taxpayer or any other person regarding tax liability and orders them to produce related documents. This series may include, but is not limited to: bill of sale, pay stubs, and tax receipts from other localities | Retain 3 year(s) after event | Confidential Destruction | COV 58.1-3128 | 4/16/2013 |
| 101006 | Unclaimed Property Records | This series documents the listing of property and funds that went unclaimed for the previous fiscal year. This series may include, but is not limited to: holder forms, AP-2 Reports of Unclaimed Property, and due diligence letters | Retain 5 year(s) after end of state fiscal year | Confidential Destruction | COV 55.1-2537 | 4/16/2013 |
| 101007 | Write Off Records | This series documents accounts listed under federal bankruptcy discharges, local accounts beyond the statute of limitations, and other balances that have been deemed uncollectible. This series may include, but is not limited to: write-off forms and bankruptcy court correspondence. | Retain 3 year(s) after end of calendar year | Confidential Destruction | 4/16/2013 |
GS-01: Voter Registration and Elections
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 006055 | Candidate Qualification: Campaign Finance – Final Report Filed | This series documents filings required by the Virginia Campaign Finance Disclosure Act for individuals who have filed a final report. The records of the current election cycle are retained through the successive general election, plus one year. This series may include, but is not limited to: Statements of Organization, expenditure reports, exemption requests, and related correspondence. | Retain 1 year(s) after election | Confidential Destruction | COV 24.2-946.2(B) | 9/14/2023 |
| 200779 | Candidate Qualification: Campaign Finance – Final Report Not Filed | This series documents filings required by the Virginia Campaign Finance Disclosure Act for individuals who have not filed a final report, and seek election to the same office in a successive election. The records of the current election cycle are retained through the successive general election. This series may include, but is not limited to: expenditure reports, exemption requests, and related correspondence. | Retain until after election | Confidential Destruction | COV 24.2-946.2(B) | 9/14/2023 |
| 200780 | Candidate Qualification: Campaign Finance – Final Report Not Filed – Dormant | This series documents filings required by the Virginia Campaign Finance Disclosure Act for individuals who have not filed a final report and whose campaign committee file has been found dormant. This series may include, but is not limited to: Statements of Organization, exemption requests, expenditure reports, and related correspondence. | Retain 100 year(s) after last action | Confidential Destruction | 9/14/2023 | |
| 000509 | Candidate Qualification: Non-Campaign Finance | This series documents candidate qualifications and compliance with eligibility requirements (excluding campaign finance disclosures). This series may include, but is not limited to: Petitions of Qualified Voters, Declarations of Candidacy, Certificates of Candidate Qualification, and Statements of Economic Interest filed or verification thereof. | Retain 2 year(s) after receipt | Confidential Destruction | COV 24.2-502 | 9/14/2023 |
| 200781 | Elections: Absentee Ballots – Applicant List | This series documents the individuals who applied for an absentee ballot for federal and non-federal elections. This series may include, but is not limited to: the absentee voter applicant list and supplementary lists containing the names of individuals voting absentee in person. | Retain 2 year(s) after election | Confidential Destruction | COV 24.2-710 | 9/14/2023 |
| 200782 | Elections: Absentee Ballots – Contracts for Printing and Mailing | This series documents contracts with third parties for the printing, assembly, and/or mailing of ballots. This series may include, but is not limited to: contracts. | Retain 2 year(s) after expiration | Confidential Destruction | 1VAC20-70-90 (B)(5) | 9/14/2023 |
| 200783 | Elections: Absentee Ballots – Drop Box Surveillance | This series documents the surveillance of absentee ballot drop box locations. This series may include, but is not limited to: audiovisual recordings. | Retain 30 day(s) after closed | Confidential Destruction | 9/14/2023 | |
| 006048 | Elections: Abstracts | This series documents the certification of official election results by local electoral boards. The abstracts are used to tabulate official election results and include the total number of voters, total votes for each candidate/issue, and write-in certification. This series may include, but is not limited to: abstracts. | Permanent, In Agency | COV 24.2-675 | 9/14/2023 | |
| 006052 | Elections: Ballots – Federal | This series documents ballots used in all federal elections. This series may include, but is not limited to: counted and uncounted ballots and ballot images. | Retain 2 year(s) after election | Confidential Destruction | COV 24.2-669, 52 USC 20701 | 9/14/2023 |
| 006053 | Elections: Ballots – Non-Federal | This series documents ballots used in non-federal elections. This series may include, but is not limited to: counted and uncounted ballots. | Retain 1 year(s) after election | Confidential Destruction | COV 24.2-669 | 9/14/2023 |
| 006054 | Elections: Ballots – Unused | This series documents the ballots that are unused in all elections, but which must be retained until the time has expired for initiating a recount, contest, or other proceeding. This series includes: unused ballots. | Retain until after expiration | Confidential Destruction | COV 24.2-669 | 9/14/2023 |
| 000510 | Elections: Election Materials | This series documents single elections. This series may include, but is not limited to: cancelled and single-election absentee voting materials, including copies of absentee ballot applications for single elections, change forms, assistance forms, statements, identity confirmation forms, eligibility forms, and Certificates of Mailing (COM); single-election precinct updates, including emergency polling place relocation forms; ballot management records, including oaths related to ballots, receipts, and drop-box ballot collection forms; and election day materials, including officer of election Election Day oaths, Statements of Results, poll books, poll book count sheets, tally sheets, election day logs, incident reports, voting equipment testing, chain of custody documentation, recount records, audit records, certifications, and reports. | Retain 2 year(s) after election | Confidential Destruction | COV 24.2-611, COV 24.2-669, COV 24.2-711(B) | 9/14/2023 |
| 000513 | Elections: Officers of Election Appointments | This series documents the appointment of officers of election by the electoral board. This series may include, but is not limited to: public lists. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | COV 24.2-115 | 9/14/2023 |
| 006077 | Precincts: Oversight and Updates | This series documents permanent updates to precincts and polling places including, but not limited to, the decennial redistricting process and communication with United States Department of Justice and the Virginia Office of the Attorney General regarding the provisions of the National Voting Rights Act and the Virginia Voting Rights Act, respectively. This series may include, but is not limited to: correspondence; preclearance reviews and bailouts; and redistricting materials, including census data, changes to election districts, new voter information, voting precinct maps, and geographical representations of districts. | Permanent, In Agency | 9/14/2023 | ||
| 200784 | Precincts: Voting Equipment Security | This series documents the non-election-specific security protocols for voting equipment. This series may include, but is not limited to: security plans. | Retain until after superseded, obsolete, or rescinded | Confidential Destruction | 9/14/2023 | |
| 006095 | Voter Registration: Applications – Approved, Cancelled, and Transferred Out | This series documents the approvals, cancellations, and transfers of voter registration applications. This series may include, but is not limited to: active and inactive voter registration applications; related correspondence, including registration and cancellation notices; and records related to voter eligibility. | Retain 4 year(s) after expiration | Confidential Destruction | COV 24.2-404(A)(5), COV 24.2-114(8) | 9/14/2023 |
| 006065 | Voter Registration: Applications – Damaged | This series documents voter registration applications that are returned by the U.S. Postal Service as damaged and cannot be associated with any individual. This series includes: damaged applications. | Retain 4 year(s) after receipt | Confidential Destruction | 9/14/2023 | |
| 000516 | Voter Registration: Applications – Denied | This series documents the denial of incomplete or ineligible voter registration applications. This series may include, but is not limited to: denied voter registration applications, notices of denial, and records related to applicant eligibility. | Retain 4 year(s) after last action | Confidential Destruction | COV 24.2-114(8) | 9/14/2023 |
| 006069 |
Voter Registration: Pre-1970 (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents voter registration before 1970 and provides evidence of changes to the voter registration process following the Voting Rights Act of 1965. This series may include, but is not limited to: lists of voters, voter registration cards, and voter registration transfer documentation. | Permanent, Archives | 9/14/2023 | ||
| 006061 | Voter Registration: Updates | This series documents the assurance of the accuracy of registration records. This series may include, but is not limited to: lists of the names and addresses of all persons to whom notices are sent; information concerning whether each person has responded to the notice; and voter correspondence regarding registration updates. | Retain 2 year(s) after closed | Confidential Destruction | COV 24.2-444(B)(C), 42 USC 1973gg-6(i) | 9/14/2023 |
| 000515 | Voter Registration: Voter/Election Mail - Returned | This series documents mail that is returned as undeliverable. This series may include, but is not limited to: voter cards and confirmation notices (National Change of Address). This series does not include absentee ballots returned as undeliverable, which are covered by series 000510. | Retain 2 year(s) after receipt | Confidential Destruction | COV 24.2-444(B) | 9/14/2023 |