West Virginia Code of State Rules Agency 100 - Records Management And Preservation Board
Agency 100 — Records Management and Preservation Board (WV)
1. Purpose and Mission
The Records Management and Preservation Board is established to:
Ensure proper management, preservation, and disposal of public records within state agencies,
Develop uniform standards and procedures for handling records,
Promote efficient and effective records management practices,
Protect the historical and legal value of state records.
2. Board Composition
The Board consists of appointed members representing various state agencies and experts in records management,
Members serve for specified terms,
The Board elects officers and establishes committees as needed for its functions.
3. Authority and Responsibilities
The Board is authorized to:
Develop and enforce policies related to creation, maintenance, preservation, and disposal of public records,
Establish retention schedules specifying how long records must be kept before disposal,
Review and approve requests for records destruction or transfer,
Coordinate with agencies to implement best practices in records management,
Provide training and guidance to agency personnel.
4. Records Retention and Disposal
State agencies must follow approved retention schedules for all types of records,
No records may be destroyed without prior Board approval,
Disposal requests require submission of:
A detailed description of records,
Justification for disposal,
Compliance with retention policies,
The Board reviews and approves or denies these requests to ensure compliance.
5. Records Preservation
The Board promotes the preservation of historically significant records,
Encourages the use of proper storage and preservation techniques,
Works to prevent loss, damage, or deterioration of records.
6. Records Access and Security
The Board establishes policies to balance access to public records with the need to protect sensitive information,
Encourages agencies to implement security measures to prevent unauthorized access or alteration,
Supports transparency while respecting confidentiality as appropriate.
7. Training and Education
The Board provides or facilitates training programs on records management,
Offers resources and technical assistance to agency staff responsible for records,
Promotes awareness of legal and administrative requirements related to records.
8. Reporting and Compliance
Agencies must submit periodic reports on their records management activities,
The Board monitors compliance and may conduct audits or reviews,
Non-compliance can result in corrective actions or additional oversight.
9. Meetings and Procedures
The Board holds regular meetings, typically open to the public,
Agendas, minutes, and records of meetings are maintained and made available as required,
Decisions are made by vote of members, with established quorum requirements.
Summary Table
| Topic | Summary |
|---|---|
| Purpose | Manage and preserve state public records effectively |
| Board Composition | Appointed members from agencies and records experts |
| Authority | Develop policies, approve retention and disposal plans |
| Retention & Disposal | Agencies follow schedules; Board approves destruction |
| Preservation | Promote care of historically valuable records |
| Access & Security | Balance transparency and confidentiality; enforce security |
| Training | Provide education and resources for records management |
| Compliance | Monitor agency adherence and require reporting |
| Meetings | Regular, open meetings with documented records |
Note on Scope
This explanation is strictly from the rule text of Agency 100, avoiding any external laws or case law references as requested.
RELATED Blog
0 comments