records management from the top: glenn smith records management analyst - what government leaders...
TRANSCRIPT
Records Management from the Top:
Glenn Smith
Records Management Analyst
- What Government Leaders Need to Know About Virginia's Public
Records Act
Records management is…
Managing information. . .
So that it may be efficiently accessed. . .
By the people who need it . . .
Without undue burden of time or cost.
Why records management matters
Ensure compliance with state and federal law
Improve efficiency and productivity
Minimize risk/cost of litigation
36” x 58” =
2088 sq. inches or
14.5 sq. feet
14.5 sq. ft x $20/sf/month =
18”
16”
24”
Office Systems Consultants, A Division of Webb Inc.
36”
$290.00 a month
Virginia Public Records Act
1. Designate records officer2. Implement and maintain records
management program3. Identify public records4. Ensure safety and accessibly of electronic
records5. Destroy records and report to LVA
COV § 42.1-76 et seq.
1. Designate a records officer
COV §42.1-85
2. Develop a RM program
COV § 42.1-85
3. Identify public records
. . . documents a transaction or activity . . .
Regardless of physical form or characteristic . . .
. . . is produced, collected, received or retained in pursuance of law or in connection with the transaction of public business. COV § 42.1-77
4. Ensure safety and accessibility of electronic records
COV § 42.1-85
5. Report records destruction
COV§42.1-86.1
Each agency shall ensure that records created after July 1, 2006 . . .
. . . are destroyed or discarded in a timely manner . . .
. . . such records that contain identifying information . . . shall be destroyed within six months . . .
Timeframe for records destruction
COV § 42.1-86.1
Questions?
Glenn SmithLibrary of Virginia
Records Management [email protected]
804-692-3604
All forms and schedules, as well as additional resources, available at:www.lva.virginia.gov/agencies/records