COUNTY OF FAUQUIER
Records Management Plan
The Records Management Plan with its component,
The following paragraphs summarize the components of the Plan.
Records Management Policy
Retrieval, Storage and Protection of Records
Archival, Retention/Disposition of Records
COUNTY OF FAUQUIER
RECORDS MANAGEMENT MANUAL
I. Records Management Plan/Policy, Purpose and Scope
The purpose of the Fauquier County Records Management Plan is to establish a uniform County policy to provide effective controls over the creation, distribution, use, retention, storage, retrieval, protection, preservation and final disposition of the records which are essential to the administration of the County. Pursuant to a resolution adopted by the Board of Supervisors at its April 19, 2004 meeting, the County’s program was created to:
A. Provide for the proper and efficient management of the public records of Fauquier County from creation to disposition in the following sequence:
1. Preparation for records storage
2. Creation and maintenance of a records storage system
3. Rapid retrieval
4. Retention and disposition scheduling
5. Microfilm or optical imaging applications
6. Destruction or transfer to archives or permanent storage
7. Disaster planning and recovery
B. Promote efficient administrative practices
through the designation of a County Records Manager and Department
C. Minimize overhead expense, reduce need for office space, filing equipment, file maintenance and staff time.
D. Improve responsiveness to information retrieval requests by the public.
II. Authority, Duties and Responsibilities
A. Pursuant to Section 42.1-85 of the Virginia Public Records Act, a Records Manager will be appointed by the County Administrator to administer the Records Management Plan and serve as the County’s liaison to the Library of Virginia with the following specific duties:
1. Maintain and
2. Assure that records are periodically transferred to the Library of Virginia Records Center in accordance with the Library of Virginia – Virginia Public Records Management Manual or to the County Records Preservation Site, as appropriate.
B. The Department Heads have the authority and responsibility to:
1. Appoint Department Records Coordinators to administer the department’s Records Management Program.
2. Maintain a departmental Records Retention and Disposition Schedule which accurately lists all department records.
3. Assure that records are periodically transferred to the Library of Virginia Records Center or to the County’s Records Preservation Site through the Records Manager.
4. Review the department’s Records
Retention and Disposition Schedule
C. The Department Records Coordinators will be appointed by the appropriate department heads to administer the records management program within their department or division. The Department Records Coordinators will adhere to the records management policies set forth herein with the following specific duties:
1. Prepare and maintain a master records inventory of all file series within the department or division.
2. In accordance with the department or division Records Retention and Disposition Schedule, establish an ongoing, periodic calendar for destroying records or forwarding records to the Library of Virginia Records Center or to the County’s Records Preservation Site as directed by the Records Manager.
3. Assist and provide technical guidance and training to involved personnel within the department and provide liaison with the Records Manager.
III. Retrieval, Storage and Protection of Records
A. The Library of Virginia – Virginia Public Records Management Manual will serve as the official policy and technical guide for records retrieval, storage and protection.
B. A master records inventory of all files within
each department and division must be prepared and retained in the
C. Prioir to destruction of records, a
D. All vital records, as defined in the Library of Virginia - Virginia Public Records Management Manual, must be identified and duplicated for storage off-site as directed by the Records Manager.
IV. Archival and Historic Records Retention/Disposition of Records
A. Archival records will be retained as regulated by the provisions of Section 42.1-82 of the Code of Virginia and permanently stored in the Library of Virginia Archives. All historic records not specified as “permanent” or “archival” in a current Library of Virginia Records Retention and Disposition Schedule will be stored at the Fauquier County Records Preservation Site.
B. A Records Transfer and Receipt provided by the Records Manager must be prepared and returned to the Records Manager for transmittal of archival or permanent records to the Library of Virginia Records Center.
C. Records scheduled for transfer to the Library of Virginia Records Center must be stored in acid-free boxes approved by the Records Manager.
D. Approval for destruction of records, including permanent records that have been converted to another physical format (such as microfilming), must be requested on forms provided by the Records Manager at least thirty days prior to destruction. Records scheduled for destruction, as defined in the Library of Virginia Records Retention and Disposition Schedule, must be clearly marked “Destroy after (date)” if they are stored in the Library of Virginia Records Center. (If an investigation or litigation is pending or ongoing, records cannot be destroyed until the investigation is completed or the litigation resolved.)
V. Disaster Response
A. The department master records inventories, which identify the subject and location of records, will be stored in a secure, off-site location to expedite the removal/retrieval of vital and archival/permanent records in an emergency such as a flood, fire, hurricane or earthquake.
B. In the event of a disaster, the initiation of communications, assessment of record damages and salvage of records will be performed in accord with the County’s Emergency Operations Plan.
C. The Records Manager will contact the Library of Virginia immediately for assistance in implementing a record evacuation/salvage procedure.