| 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Retain until after superseded, obsolete, or rescinded |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 |
