| 100301 |
Acknowledgment and Referral Files
|
Documents the receipt of an item or forwarding of an item to another office; 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 |
| 100302 |
Administrative Files
|
Documents the routine operation of an office. Includes routine correspondence, memoranda, notes and handwritten messages. Does not include records related to any major function of the agency. |
Retain until after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 100303 |
Administrative Process Act (APA) Regulatory Review Records
|
This series documents compliance with the Administrative Process Act. |
Retain 5 year(s) after superseded, obsolete, or rescinded |
Non-confidential Destruction |
COV 2.2-4000 et seq.
|
9/10/2026 |
| 100305 |
Agendas, Schedules and Informational Documentation for Meetings
|
This series documents the publishing of public notices of meetings, proposed schedules, along with materials reviewed or used by the board/commission/conference. May also include other items presented to the board/commission/conference or introduced by board/commission/conference members. Does not include materials used by regulatory boards in decision making. Refer to records series 100338 and 100339 for Minutes. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
COV 2.2-3707
|
9/10/2026 |
| 100306 |
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 expiration |
Confidential Destruction |
|
9/10/2026 |
| 100307 |
Annual Reports
|
This series consists of reports prepared by or for the agency addressing the "state" of the agency, including goals, targets, objectives and finances. |
|
Permanent, Archives |
COV 2.2-609
|
9/10/2026 |
| 100308 |
Appointment Calendars: Agency Heads
|
Documents the printing or publishing of calendars of agency heads intended for limited or general distribution. |
Retain 5 year(s) after last action |
Non-confidential Destruction |
|
9/10/2026 |
| 100309 |
Appointment Calendars: Other Agency Officials
|
This series documents the printing or publishing of calendars of public officials intended for limited or general distribution. |
Retain 1 year(s) after last action |
Non-confidential Destruction |
|
9/10/2026 |
| 201016 |
Board Appointments
|
This series documents the legacy of and pertinent information collected to onboard the Governor-appointed boards and commissions. This series may include, but is not limited to, the Governor's notifications, terms of service, contact sheets, welcome letters, and letters signed by Board Members. |
|
Permanent, Archives |
|
9/10/2026 |
| 100310 |
Consultants' Reports and Related Documents
|
This series documents the work and reports of consultants hired by the agency. |
Retain 3 year(s) after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 012016 |
Correspondence/Subject Files: Agency Heads
|
This series consists of incoming and outgoing letters, memoranda, faxes, notes and their attachments, in any physical format including, but not limited to, paper and e-mail. Also refer to record series 012019, "correspondence Files - Routine, Administrative." |
|
Permanent, Archives |
|
9/10/2026 |
| 100559 |
Correspondence/Subject Files: Board Members - Except Chairpersons
|
This series consists of incoming and outgoing letters, memoranda, faxes, notes and their attachments, in any physical 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 |
| 100557 |
Correspondence/Subject Files: Boards Mandated by Code of Virginia or Virginia Administrative Code - Chairpersons
|
This series consists of incoming and outgoing letters, memorandum, faxes, notes and their attachments, in any physical format including, but not limited to, paper and e-mail. |
|
Permanent, Archives |
|
9/10/2026 |
| 100313 |
Correspondence/Subject Files: Department or Division Heads - Historically Significant
|
This series consists of incoming and outgoing letters, memoranda, faxes, notes and their attachments of a historically significant nature not listed on an agency specific schedule, in any physical format including, but not limited to, paper and e-mail. |
|
Permanent, In Agency |
|
9/10/2026 |
| 012017 |
Correspondence/Subject Files: Department or Division Heads - Other Correspondence
|
This series consists of incoming and outgoing letters, memoranda, faxes, notes and their attachments, not listed on an agency specific schedule, in any physical 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 |
| 100558 |
Correspondence/Subject Files: Other Boards/Commissions/Conferences/ Committees - Chairpersons
|
This series consists of incoming and outgoing letters, memoranda, faxes, notes and their attachments, in any physical 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 |
| 100314 |
Correspondence/Subject Files: Other Officials - Historically Significant
|
This series consists of incoming and outgoing letters, memoranda, faxes, notes and their attachments of a historically significant nature, not listed on an agency specific schedule, in any physical format including, but not limited to, paper and e-mail. |
|
Permanent, In Agency |
|
9/10/2026 |
| 012018 |
Correspondence/Subject Files: Other Officials - Other Correspondence
|
This series consists of incoming and outgoing letters, memoranda, faxes, notes and their attachments, not listed on an agency specific schedule, in any physical 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 |
| 012019 |
Correspondence/Subject Files: Routine, Administrative - Not Specified Elsewhere
|
This series consists of incoming and outgoing letters, memorandum, faxes, notes and their attachments of a routine administrative nature, not listed on an agency specific schedule, in any physical format including, but not limited to, paper and e-mail. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 100315 |
Directives
|
This series documents the issuance of directives by the agency head outlining policy to lower levels of authority. |
|
Permanent, In Agency |
|
9/10/2026 |
| 100316 |
Directory Listings and Files
|
This series consists of lists the current or former employees and/or phone listings, office listings or lists of contracts or service providers. |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
9/10/2026 |
| 200160 |
Drafts
|
This series consists of materials produced during the planning, designing, and composing of a public record. |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
9/10/2026 |
| 200429 |
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 |
| 200430 |
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 |
| 100318 |
Employee Suggestion Program Files
|
This series documents the implementation and control of an employee suggestion plan. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 100319 |
Environmental Impact Studies
|
Documents the environmental impact or major projects proposed or reviewed by agency officials. |
|
Permanent, In Agency |
COV 15.2-2202
|
9/10/2026 |
| 100320 |
Feasibility Studies: Historically Significant
|
This series documents any feasibility study of a historically significant nature created by or for an agency not listed on an agency specific schedule. |
|
Permanent, In Agency |
|
9/10/2026 |
| 012026 |
Feasibility Studies: Other Studies
|
Documents feasibility studies created by or for an agency, not listed on an agency specific schedule. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 100321 |
Finding Aids or File Locators
|
This series documents locations of files, records or artifacts. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 012029 |
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 |
| 200811 |
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 state 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 |
| 100323 |
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 state 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 |
| 000183 |
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 |
| 100324 |
Graphic Arts Materials
|
This series documents creation of graphic arts materials for internal or external use and copies of those materials. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 100325 |
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 |
| 100326 |
History Files
|
This series consists of significant material that conveys the history of the agency, its government, its accomplishments, its officials or employees. May be material of an exceptional nature that is listed as disposable in this or other general schedules. Includes, but is not limited to, scrapbooks, photographs, articles, program notes and documentation of events sponsored or funded by the agency. Also included are narratives; printed, audio, or audiovisual histories; or matters of significant historical importance. |
|
Permanent, In Agency |
|
9/10/2026 |
| 200397 |
History Files: Archival
|
This series documents an exceptional aspect of an agency's history or an event that would have research value beyond the agency, and is documented in records scheduled as non-permanent. |
|
Permanent, Archives |
|
9/10/2026 |
| 100327 |
Indexes, Checklists and Control Lists
|
This series consists of 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 |
| 100329 |
Information and Public Education Records: Other Records
|
This series consists of public information or education campaigns and materials or items collected from various sources about the agency. Also refer to records series 100362, "Recordings, Audio and Visual." |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
9/10/2026 |
| 100328 |
Information and Public Education Records: Pamphlets, Visual Aids, and/or News Clippings Regarding Historically Significant Events
|
This series consists of historically significant public information or education campaigns and materials or items about the agency, collected from public sources. Also refer to records series 100361, "Recordings, Audio and Visual," 100357, "Public Relations Files," and 100359, "Publications." |
|
Permanent, In Agency |
|
9/10/2026 |
| 100330 |
Investigative Files, Records or Reports
|
This series documents any internal investigation of incidents, 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 |
| 100332 |
Legal Opinions: Other Opinions
|
This series consists of informational, courtesy or general distribution copies of legal opinions. Additional Disposition Information: Retain as long as administratively necessary, then destroy. Non-records per Virginia Public Records Act, disposal reporting on Certificate of Records Disposal (RM-3 form) not required. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 100331 |
Legal Opinions: Requested by the Agency
|
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 |
| 007136 |
Legislative Case Files
|
This series documents the agency process to propose or promote legislation that will affect or benefit the agency. The series consists of all drafts including marked copies of proposed legislation, correspondence, memoranda and other materials related to the consideration of legislation and its final disposition. |
|
Permanent, Archives |
|
9/10/2026 |
| 100333 |
Litigation Case Files: Agency Record Copy
|
This series documents status of legal cases involving the agency, its officials, employees or departments. |
Retain 5 year(s) after event |
Non-confidential Destruction |
|
9/10/2026 |
| 100334 |
Litigation Case Files: Other Case Files
|
This series documents status of legal cases involving the agency, its officials, employees or departments. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 100335 |
Management Reports: Historically Significant
|
This series documents the internal control or management of a specific function of the agency which is of historical significance. |
|
Permanent, In Agency |
|
9/10/2026 |
| 100336 |
Management Reports: Other Reports
|
This series documents the internal control or management of a specific function of the agency. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 100337 |
Microform Inspection Records
|
This series documents that microfilm prepared by or for the agency has met specific standards. |
Retain until after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 100338 |
Minutes of Meetings of Boards Mandated by the Code of Virginia or the Virginia Administrative Code
|
This series documents proceedings of meetings of boards/councils/conferences/committees required by law. Includes materials used to make or support decisions. Refer to record series 100341, 100363 and 100364 for Notes or Recordings of Minutes. |
|
Permanent, Archives |
|
9/10/2026 |
| 100339 |
Minutes of Meetings of Other Boards /Commissions/Conferences/Committees
|
This series documents proceedings of meetings of informal or ad hoc advisory boards/councils/commissions/committees. Includes materials used to make or support decisions. Refer to records series 100341, 100363 and 100364 for Notes or Recordings of Minutes. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 100340 |
Motion Pictures: Agency Produced or Sponsored
|
Motion pictures or videos prepared by or for agency for a specific purpose. Does not include commercially available material. |
|
Permanent, In Agency |
|
9/10/2026 |
| 100341 |
Notes or Recordings of Boards/Commissions/Conferences/Committees Meetings: Non-electronic Meetings
|
This series temporarily documents proceedings of various meetings. Includes stenographer's notes or audio or visual recordings. This does not apply to electronically held meetings. Refer to series 100338 and 100339 for Minutes. |
Retain until after event |
Non-confidential Destruction |
|
9/10/2026 |
| 100342 |
Office Instructions or Procedures
|
This series documents the operation of an office or completion of a function. This series may include, but is not limited to: procedures, instructions, and internal guidelines. |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
9/10/2026 |
| 200768 |
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 |
| 100343 |
Organization Files: Administrative Structure and Management
|
Documents the collection of original material outlining organization or functions of the agency's major administrative units; also, material about the reorganization of the departments or management structure. |
|
Permanent, In Agency |
|
9/10/2026 |
| 100344 |
Organization Files: Other Records
|
This series consists of files not directly related to the organization or reorganization of the agency's management structure. |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
9/10/2026 |
| 200631 |
Patents, Trademarks, and Copyrights
|
This series documents the registration, renewal, and certification of patents, trademarks, service marks, case marks, and copyrights. This series may include but is not limited to: applications, certificates, and correspondence. |
Retain 5 year(s) after expiration |
Non-confidential Destruction |
|
9/10/2026 |
| 100346 |
Photographs and Negatives: Historically Significant
|
This series consists of the collection of photographs or negatives created by or for an agency. Includes events that document the agency's organization, special ceremonies, occasions, events and facilities. May include commercially available material. |
|
Permanent, Archives |
|
9/10/2026 |
| 100347 |
Photographs and Negatives: Other Material
|
Documents the collection of photographs, negatives, image files, filmstrips or slides produced by the agency that are not considered historically significant by the agency. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 100348 |
Planning Files: Administrative - Historically Significant
|
Documents the planning of administrative changes or projects, major purchases, significant events or occasions not requiring agency head approval of the details, which are historically significant. |
|
Permanent, In Agency |
|
9/10/2026 |
| 100349 |
Planning Files: Administrative - Other Files
|
Documents the planning of administrative changes or projects, major purchases, significant events or occasions not requiring agency head approval of the details. |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
9/10/2026 |
| 100350 |
Policy and Procedure Records: Agency Record Copy
|
Documents policy or procedural guidance issued or approved by the agency head. |
|
Permanent, In Agency |
|
9/10/2026 |
| 100352 |
Presentation Materials
|
Documents materials created for use in briefings, demonstrations, classes or seminars (e.g., slides, overheads, flip charts, handouts). Does not include commercially available materials. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 100353 |
Privacy Act: Information Request and Response Records
|
This series documents receipt of requests for protected information and the response to the request. |
Retain 3 year(s) after last action |
Non-confidential Destruction |
COV 2.2-3800 to 3809
|
9/10/2026 |
| 100354 |
Privacy Act: Requests to Amend Personal Information
|
This series documents receipt of requests to alter or amend personal information retain by agency and response to the request. |
Retain 3 year(s) after last action |
Non-confidential Destruction |
COV 2.2-3800 to 3809
|
9/10/2026 |
| 200550 |
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 |
| 100355 |
Project Documentation Files: Historically Significant
|
Documents design, development, control, or monitoring of a specific project or group of projects that are historically significant. |
|
Permanent, In Agency |
|
9/10/2026 |
| 100356 |
Project Documentation Files: Other Files
|
Documents 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 |
| 100357 |
Public Relations Files: Historically Significant
|
Documents information provided to the public and business or government communities. Includes statements, visual aids, news releases and news clippings regarding historically significant events. Also, one official copy of any historically significant publications. |
|
Permanent, Archives |
|
9/10/2026 |
| 100358 |
Public Relations Files: Other Item
|
Documents information provided to the public and business or government communities. Includes routine records. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 100360 |
Publication or Duplication Masters or Proofs
|
Documents the approval of masters or proofs used to produce publications. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 100359 |
Publications: Agency Produced or Sponsored
|
This series documents the official release of agency publications meant for public distribution or general internal distribution. |
|
Permanent, In Agency |
COV 2.2-609
|
9/10/2026 |
| 100363 |
Recordings of Electronically Held Meetings of Boards/Commissions/Conferences/Committees Having Regulatory or Decision Powers
|
This series documents proceedings of electronically held meetings. Includes audio or visual recordings. Refer to records series 100338 for Minutes. |
Retain 3 year(s) after event |
Non-confidential Destruction |
COV 2.2-3708.2 and COV 2.2-3708.3
|
9/10/2026 |
| 100364 |
Recordings of Electronically Held Meetings of Boards/Commissions/Conferences/Committees Without Regulatory or Decision Powers
|
This series documents proceedings of electronically held meetings. Includes audio or visual recordings. Refer to records series 100338 and 100339 for Minutes. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
COV 2.2-3708.2 and COV 2.2-3708.3
|
9/10/2026 |
| 100361 |
Recordings, Audio and Visual: Historically Significant
|
This series consists of audio or visual recordings, created by or for an agency, that are of an enduring historically significant nature or that describe the current function or organization of the agency's major administrative units. Commercially available material may be included, if appropriate. Does not include recordings used in lieu of minutes or as temporary transcripts of minutes. |
|
Permanent, In Agency |
|
9/10/2026 |
| 100362 |
Recordings, Audio and Visual: Other Recordings
|
Documents the production of audio or visual recordings, not used for security of considered historically significant. Does not include commercially available material or recordings used in lieu of minutes or as temporary transcripts of minutes. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 100366 |
Records Management Files: Approved Forms Masters and Supporting Documentation
|
Documents the development, design, approval and use of forms. |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
9/10/2026 |
| 100367 |
Records Management Files: Approved Retention and Disposition Schedules
|
This series consists of approved retention and disposition schedules, including general and specific schedules. |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
COV 42.1-82, COV 42.1-86.1
|
9/10/2026 |
| 200082 |
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 |
| 100368 |
Records Management Files: Microform Records - Inspection Reports
|
This series documents the inspection and approval of microfilm prepared by or for an agency. Includes 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 |
| 100369 |
Records Management Files: Microform Records - Processing or Methylene Blue Tests
|
This series documents testing required to validate the correct processing and development of microfilm. |
Retain until after event |
Confidential Destruction |
17VAC15-20-120
|
9/10/2026 |
| 100370 |
References Files
|
Documents material collected solely for reference or office library use. Generally includes printed material that is routinely distributed or collected. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 007135 |
Regulatory Case Files
|
This series documents the agency process to establish regulations as part of the Virginia Administrative Code. The series consists of all drafts, including marked drafts; economic impact statements; correspondence; memoranda; and any other materials related to the establishment of regulations. |
|
Permanent, Archives |
|
9/10/2026 |
| 000189 |
Regulatory Case Files: Final Signed Copy
|
This series consists of the final signed copy of any approved regulations that are part of the Virginia Administrative Code. |
|
Permanent, In Agency |
|
9/10/2026 |
| 012079 |
Release Forms: Adults
|
This series documents individual liability release statements for adults which are required for participation in various programs. |
Retain 5 year(s) after end of calendar year |
Confidential Destruction |
|
9/10/2026 |
| 012080 |
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 |
| 100371 |
Reports: Historically Significant
|
Documents the creation of routine reports, of a historically significant nature, not listed on any general schedule or special schedule. This series applies only if reports are filed separately. If normally filed with any other series, the retention for that series applies (e.g., reports on Privacy Act requests have the same retention as the Privacy Act request). |
|
Permanent, In Agency |
|
9/10/2026 |
| 100372 |
Reports: Other Reports
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Documents the creation of routine reports not listed on any general schedule or special schedule. This series applies only if reports are filed separately. If normally filed with any other series, the retention for that series applies (e.g., reports on Privacy Act requests have the same retention as the Privacy Act request). |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 200881 |
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 |
| 100373 |
Safety Records
|
Documents the preparation of accident reports, accident investigations and safety policy statements except those records required by OSHA or the Department of Labor and Industry. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 100374 |
Schedule of Daily Activities: Convenience or Administrative Control
|
Documents the control of activities of employees other than payroll/hourly wage records. Includes diaries, logs, registers and other similar records. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 100375 |
Schedule of Daily Activities: Required by Law or Regulation
|
Documents compliance with code, law, statute or regulation requiring the control or recording of the activities of employees other that payroll/hourly wage records. Includes diaries, logs, registers and other similar records not listed on an agency specific schedule. |
Retain 2 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 100376 |
Security Backup Files
|
Documents the creation of duplicate copies of records, usually electronic records, created for information security purposes. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 200431 |
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 |
| 100377 |
Special Interest Items
|
This series consists of records, files or documents, regardless of scheduled retention period, determined to be of special historic or research interest by the agency head or governing board. |
|
Permanent, Archives |
|
9/10/2026 |
| 100378 |
Speeches
|
Documents speeches delivered by an official acting in fulfillment of job responsibilities. |
Retain until after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 100379 |
Staff Meeting Files
|
Documents internal staff meetings. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 012078 |
Surveys, Administrative
|
Documents the creation of surveys by or for the agency for administrative, informational or research purposes. |
Retain 2 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 100382 |
Telephone Logs: Routine, Not Related to Law Enforcement or Emergency Services
|
Documents incoming or outgoing telephone calls. |
Retain 2 month(s) after last action |
Non-confidential Destruction |
|
9/10/2026 |
| 100383 |
Telephone Message Slips: Relevant to Specific Actions
|
Documents notification of incoming calls, phone messages and/or requesting return calls. These messages have a bearing on actions or decisions taken or not taken. |
Retain until after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 100384 |
Telephone Message Slips: Routine Messages
|
Documents notification of incoming calls, phone messages and/or requesting return calls. These messages document no specific actions. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 100385 |
Vacation or Work Schedules
|
Schedules employees' 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 |
| 100386 |
Vital Records Backup Copies
|
Documents copying of vital records made as a backup to prevent loss of information. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 100388 |
Voice Mail/Answering Machine Messages - Routine Messages
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Documents the recording of incoming telephone calls. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 100387 |
Voice Mail/Answering Machine Messages: Relevant to Specific Actions
|
Documents the recording of incoming telephone calls. These messages have a bearing on actions or decisions taken or not taken. |
Retain until after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 100389 |
Work or Production Control Records
|
Documents the creation of records, not related to any other existing agency records series, created to forecast, 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 |
| 100390 |
Work Orders: Administrative Copies
|
This series consists of work orders or production orders by the requestor. Refer to General Records Retention and Disposition Schedule No. GS106, General Service Records for additional records. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
