Records Management
Declaration of Policy
The Public Records Management and Preservation Act, 5A-8-1 et seq, was enacted by the legislature in 1990. The legislature declares that programs for the efficient and economical management of state and local records will promote economy and efficiency in the day-to-day record-keeping activities of the state and local government and will facilitate and expedite government operations. The Act protects records containing information essential to the operation of government and the protection of the rights and interests of persons against destructive effects of all forms of disaster. It ensures that records are maintained and available throughout their life cycle.
Records Management Program Basics
The Act designates the Secretary of Administration as the State Records Administrator responsible for establishing, monitoring, administering and enforcing a records management program for the executive branch of state government. The State Records Administrator may designate a designee on his behalf.
A Records Management Program Administrator assists the State Records Administrator in carrying out the day-to-day responsibilities and requirements of the Act.
A State Records Center provides for storage and destruction of records and provides records management services.
Executive branch agencies have a designated Records Manager who is the Administrator's contact regarding any records management issues. This person is responsible for managing the agency's records.
Agencies are required to perform a biennial inventory of their records identifying the types of records they maintain, the amount of paper and electronic records, and the location of where the records are stored. The "Biennial Inventory" must be provided to the Records Management Program Administrator by emailing to donna.m.lipscomb@wv.gov.
No records shall be destroyed without prior approval of the State Records Administrator and the Director of Archives in the Department of Arts, Culture and History.
Records Retention and Disposal Schedules and Authorizations to Destroy shall be provided to the Records Management Program Administrator by sending the request to recordsmanagement@wv.gov to begin the approval processes. The executive branch agency will be notified once the approval has been granted.
Any records management service requests shall be provided to the Records Management Program Administrator by sending the service request to staterecordscenter@wv.gov. Records center staff will contact the agency customers to schedule all services.
