Records Management FAQs

A policy identifying all documents maintained in the operation of an agency which defines how long each record type must be maintained and the required method of destruction. 

An identifier for a unit of records which relate to a similar subject or function for purposes of designation, description, and disposition. They document similar records. The record series are used to locate the type of records seeking to be destroyed from the retention schedule to assure they have reached their retention period. 

To determine how long you must keep records please refer to your agency's approved records retention and disposal schedule which will clearly define how long you must keep them based upon the agency's governing laws. 

To find out if your agency has an approved retention schedule on file, please contact your agency Records Manager or the Records Management Program Administrator Designee at donna.m.lipscomb@wv.gov.

First determine if the particular records you wish to destroy are eligible for destruction. If so, contact your agency's Records Manager so he/she can submit an Authorization to Destroy Records to the Records Management Program Administrator Designee.  An Authorization to Destroy Records form must be completed and sent to recordsmanagement@wv.gov to request destruction of records.  You will be notified once approval to destroy has been granted. 

To request pickup of records for storage at the State Records Center simply send an email to staterecordscenter@wv.gov.  The records center staff will contact you to arrange a date and time to pick up the records.  Prior to  their pickup you will need to complete a transmittal form which identifies what the records are and when they are eligible for destruction according to your agency's approved records retention and disposal schedule. That completed form needs to be placed on top of the records under the lid.  Once the records have been processed and have become a part of the state's inventory, you will receive the SWV barcode numbers for each box for your file.

Converting records to electronic format is recommended, when appropriate. Although some records must be maintained in their original format for historic purposes.  Note, paper records cannot be destroyed once converted to electronic format unless your agency's approved retention schedule clearly identifies those records you plan to destroy once they are converted to electronic format. 

All records containing Personal Identifiable Information must be secured at all times and must be destroyed by crosscut shredding.