Imaging Services

Storing records in electronic format is recommended, when appropriate. However, some records containing historical content must be maintained in their original format. If an agency is unsure whether the records contain historical content, they should contact the Division of Archives and History by emailing aaron.p.parsons@wv.gov to seek instructions. 

The State Records Center offers imaging services to all state entities. To request imaging services, just send an email to staterecordscenterimaging@wv.gov.  Prior to requesting this service, the agency will need to enter into a Memorandum of Understanding setting forth the requirements of both parties.  To set up an account for imaging services, just send an email to donna.m.lipscomb@wv.gov. You will be provided with all the necessary documentation to get started, such as the MOU, Access Authorization form identifying what employees are allow to make service requests, etc.

The records center will establish a folder for your agency that can only be viewed by your authorized employees.  Records will then be scanned with the barcode number of the box or the naming condition identified by the agency as the title for each subfolder under your agency folder.  Once agency records have been scanned, the records center staff will share those imaged records with the authorized employees and they will have the opportunity to identify any discrepancies prior to the records then being moved over to be destroyed.

Agencies must have an approved retention schedule in place that clearly states that once records are scanned, the imaged records will become the official record and the paper records would then become duplicates and could be destroyed.

Imaging and destruction services are free of cost if the agency has been storing the records in the State Records Center.  If the records have never been in storage, they will be charged for one month's storage fee for the services.