A comprehensive resource for State Agency Records Managers regarding compliance, storage, and disposal of public records.
West Virginia governs its records through a structured framework primarily defined by the Public Records Management and Preservation Act (W. Va. Code §5A-8). The system is designed to ensure that state records are managed efficiently, preserved for their historical value, and protected against disasters.
The State Records Administrator: The Secretary of the Department of Administration serves as the State Records Administrator. They are responsible for establishing standards, procedures, and techniques for effective records management across the executive branch.
WV Office of Technology (WVOT): The Records Management Program Manager is organized within the WVOT and manages the day-to-day operations of the records program, including the management of the State Records Center used for long-term physical storage.
A "record" is defined as any document, book, paper, photograph, sound recording, or other material, regardless of physical form or characteristics, made or received pursuant to law or ordinance or in connection with the transaction of official state business.
Non-Record Materials: Library and museum material made or acquired and preserved solely for reference, extra copies of documents preserved only for convenience of reference, and stocks of publications. These may be disposed of when no longer needed.
State records may not be destroyed or disposed of without the written determination of the State Records Administrator and the Director of Archives and History that the record has no further administrative, legal, fiscal, research, or historical value. Unauthorized destruction is a violation of state code.
Agencies are required to protect the personal information of state officers, employees, and retirees. The following data points are deemed confidential and exempt from public disclosure:
Home addresses and Social Security numbers.
Credit or debit card numbers.
Driver's license identification numbers.
Marital status.
The Public Records Management and Preservation Act establishes a clear hierarchy for managing state records.
State Records Administrator or Administrator's Designee: Eric Householder
The Act designates the Secretary of Administration as the State Records Administrator. This role is responsible for establishing, monitoring, and administering the records management program for the executive branch.
The Secretary may appoint a Designee to handle the day-to-day responsibilities and requirements of the Act.
State Records Management Program Manager: Donna Lipscomb
Agency Records Manager: Appointed by Agency Leadership
Each Executive Branch agency must appoint a Records Manager.
This person manages the agency's records and serves as the primary point of contact for the Administrator's Designee regarding all records management issues.
Per West Virginia Code, the Agency Records Manager serves as the designated liaison between their agency and the State Records Administrator. The primary objective of this role is to ensure the efficient management and legal compliance of the agency's records.
Core Duties Include:
Establishing and maintaining an active program for the economical management of agency records.
Ensuring no records are destroyed without proper authorization.
Submitting required retention schedules and inventory reports.
Protecting records designated as "essential" for the continuity of government.
Location: 902 Bullitt Street, Charleston, WV.
Operating Hours: Monday – Friday, 8:00 AM – 4:00 PM.
Procedure: Agencies must pack records in standard storage boxes. All records must contain a transmittal form for each box containing information as to what the records are and their retention requirements.
Paper Records: Provides secure shredding services for paper records containing Personal Identifiable Information (PII).
Mixed Media: Destruction of microfilm, microfiche, tapes, hard drives, or disks is handled through the WVARF Statewide Contract.
Requirement: An approved Authorization to Destroy form must be on file before any destruction occurs.
Offers scanning and indexing services to digitize paper records.
Cost Structure: Imaging and subsequent destruction services are provided at no cost for records currently stored at the State Records Center. Records not in storage are subject to a fee equivalent to one month's storage.
The following documents are required for the management and disposal of state records.
Authorization to Destroy Records - Required for approval prior to the destruction or deletion of any record series.
Retention and Disposal Schedule - Used to establish the mandatory retention period for a specific record series.
Biennial Inventory Form - Required every two years to report the volume and type of records in agency custody.
State Records Center Retention Guidelines - The official rules that dictate exactly how long different types of records must be kept.
Request for imaging and destruction of records - A form used to get official permission to securely destroy records that have met their required storage time.
Transmittal form - An inventory list used to track and safely transfer records from your office to the Records Center.
General Inquiries, Retention Schedules & Destruction Approvals: recordsmanagement@wv.gov
Box Pickups, Deliveries & Retrievals: staterecordscenter@wv.gov
Imaging & Scanning Services: staterecordscenterimaging@wv.gov
Post-Approval Scheduling of Destruction: otrecordsdestruction@wv.gov
Training & Inventory Compliance: donna.m.lipscomb@wv.gov | 304-352-4943
Records Management Program Manager: donna.m.lipscomb@wv.gov | 304-352-4943