Storage of Records

The State offers a State Records Center for storage of records.  The facility is located at 902 Bullitt Street in Charleston, WV, just a few miles from the capitol complex.  The State Records Center is for storage of records that need to be retained for an extended period of time. Records that only need to be retained for short periods of time should be kept at agency offices so they can be easily accessed.  The business hours for the State Records Center are Monday-Friday 8:00am through 4:00pm, excluding weekends and Federal and State holidays. The facility meets all requirements for archival storage of records, including but not limited to: meets all building codes; has strict security measures in place so records can only be viewed by authorized users; has 24-hour camera monitoring; has a sprinkler system; climate controlled storage; swipe card access only; and is not in a flood zone.

The current statewide contract vendor for storage of records is Iron Mountain Information Management. Their services include storage of records, storage boxes, records pick up, indexing of records, retrieval of records, emergency retrieval of records, destruction of paper records and destruction of microfilm. However, the state of West Virginia brought the records management program in house starting January 1, 2023, and a new State Records Center was opened for business on March 1,  2023.  Therefore, no new records should be sent to Iron Mountain and storage boxes and supplies should be purchased off of the statewide office supply contract.

For requests for services and storage of records by the State Records Center, send an email to staterecordscenter@wv.gov.  All requests for services are processed through that email.

To contact Iron Mountain to request records retrieval and delivery or for billing questions please contact jamie.craig@ironmountain.com. To become an authorized user to manage your agency's records remaining in storage at Iron Mountain, please send the completed Iron Mountain Access Authorization Form to donna.m.lipscomb@wv.gov.  Note, the form must be signed by the Agency Head and each authorized user must have a password in order to access their records.

State of West Virginia Master Agreement with Iron Mountain Information Management

Iron Mountain Access Authorization Form​​​​​​​

OTHER STORAGE FACILITIES

The records management program does allow records to be stored at other state-owned or leased facilities or within the agency's offices. If agencies choose not to utilize the State Records Center they must still comply with all the reporting requirements. Agencies must provide the amount of records being stored, the types of records being stored, the location of the storage, assure they have adequate policies in place for security measures to prevent data breach, and the facility meets all the requirements for archival storage of records to be safe from disaster.