Records Management Program

  • All schools and departments create various kinds of records --- student records, financial records, correspondence, etc. These records may be in paper or electronic format. Some of these records will be retained permanently, while others must be retained for a specified number of years as required by state law. Some can be disposed of as soon as they are no longer needed. All records; however, must be systematically reviewed and purged for storage and subsequent/immediate destruction.

Program Overview

  • office document icon Effective records management is beneficial in many ways, such as: better use of physical and server space; better use of staff time; improved control of valuable information resources; compliance with legislation and standards; and reduced costs. The Library of Virginia has established guidelines and procedures for the retention and timely destruction of all public records. It is responsible for ensuring that public records are maintained and available throughout their life cycle.

    Developing good records management practices is key in addressing state requirements for managing records. It begins with filing only what you need to file, filing it in a way that eases access and disposition, and doing it consistently. An effective records management program facilitates adherence to information retention requirements and ensures a smooth transition from record creation to record destruction.

    The purpose of the WPS Records Management Program is to:

    • ensure that Virginia's records retention requirements are fulfilled;
    • provide for the legal and efficient disposal of WPS records after the retention period has expired; and
    • preserve permanent (archival) records of enduring administrative, legal and/or historical value.

    It is the intention of WPS Records Management to provide leadership and direction for the effective retention and management of WPS records. These guidelines will assist you with managing your records through all stages of the records' lifecycle, including records maintenance, storage and disposal.