1. Records Management from the Top: Glenn Smith Records Management Analyst - What Government Leaders Need to Know About Virginia's Public Records Act

2. 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.

3. Why records management matters Ensure compliance with state and federal law Improve efficiency and productivity Minimize risk/cost of litigation

4. 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

5. Virginia Public Records Act 1.Designate records officer 2.Implement and maintain records management program 3.Identify public records 4.Ensure safety and accessibly of electronic records 5.Destroy records and report to LVA COV § 42.1-76 et seq.

6. 1.Designate a records officer COV §42.1-85

7. 2.Develop a RM program COV § 42.1-85

8. 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

9. 4.Ensure safety and accessibility of electronic records COV § 42.1-85

10. 5.Report records destruction COV §42.1-86.1

11. 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

14. Questions? Glenn Smith Library of Virginia Records Management Analyst glenn.smith@lva.virginia.gov 804-692-3604 All forms and schedules, as well as additional resources, available at: www.lva.virginia.gov/agencies/records