{"formats":[{"name":"JSON","format":"json","url":"\/downloads\/2025\/code-json\/42.1-85.json"},{"name":"Plain Text","format":"text","url":"\/downloads\/2025\/code-text\/42.1-85.txt"},{"name":"XML","format":"xml","url":"\/downloads\/2025\/code-xml\/42.1-85.xml"},{"name":"HTML","format":"html","url":"\/downloads\/2025\/code-html\/42.1-85.html"}],"law_id":66498,"edition_id":1,"section_id":66498,"structure_id":12940,"section_number":"42.1-85","catch_line":"Records Management Program; agencies to cooperate; agencies to designate records officer","history":"1976, c. 746; 1990, c. 778; 1994, c. 64; 1998, c. 427; 2006, c. 60.","full_text":"A\n\nThe Library of Virginia shall administer a records management program for the application of efficient and economical methods for managing the lifecycle of public records consistent with regulations and guidelines promulgated by the State Library Board, including operation of a records center or centers. The Library of Virginia shall establish procedures and techniques for the effective management of public records, make continuing surveys of records and records keeping practices, and recommend improvements in current records management practices, including the use of space, equipment, software, and supplies employed in creating, maintaining, and servicing records.B\n\nAny agency with public records shall cooperate with The Library of Virginia in conducting surveys. Each agency shall establish and maintain an active, continuing program for the economical and efficient management of the records of such agency. The agency shall be responsible for ensuring that its public records are preserved, maintained, and accessible throughout their lifecycle, including converting and migrating electronic records as often as necessary so that information is not lost due to hardware, software, or media obsolescence or deterioration. Any public official who converts or migrates an electronic record shall ensure that it is an accurate copy of the original record. The converted or migrated record shall have the force of the original.C\n\nEach state agency and political subdivision of this Commonwealth shall designate as many as appropriate, but at least one, records officer to serve as a liaison to The Library of Virginia for the purposes of implementing and overseeing a records management program, and coordinating legal disposition, including destruction, of obsolete records. Designation of state agency records officers shall be by the respective agency head. Designation of a records officer for political subdivisions shall be by the governing body or chief administrative official of the political subdivision. Each entity responsible for designating a records officer shall provide The Library of Virginia with the name and contact information of the designated records officer, and shall ensure that such information is updated in a timely manner in the event of any changes.D\n\nThe Library of Virginia shall develop and make available training and education opportunities concerning the requirements of and compliance with this chapter for records officers in the Commonwealth.","order_by":null,"text":{"0":{"id":241314,"text":"The Library of Virginia shall administer a records management program for the application of efficient and economical methods for managing the lifecycle of public records consistent with regulations and guidelines promulgated by the State Library Board, including operation of a records center or centers. The Library of Virginia shall establish procedures and techniques for the effective management of public records, make continuing surveys of records and records keeping practices, and recommend improvements in current records management practices, including the use of space, equipment, software, and supplies employed in creating, maintaining, and servicing records.","type":"section","prefixes":["A"],"prefix":"A","entire_prefix":"A","prefix_anchor":"A","level":1,"next_prefix":"B"},"1":{"id":241315,"text":"Any agency with public records shall cooperate with The Library of Virginia in conducting surveys. Each agency shall establish and maintain an active, continuing program for the economical and efficient management of the records of such agency. The agency shall be responsible for ensuring that its public records are preserved, maintained, and accessible throughout their lifecycle, including converting and migrating electronic records as often as necessary so that information is not lost due to hardware, software, or media obsolescence or deterioration. Any public official who converts or migrates an electronic record shall ensure that it is an accurate copy of the original record. The converted or migrated record shall have the force of the original.","type":"section","prefixes":["B"],"prefix":"B","entire_prefix":"B","prefix_anchor":"B","level":1,"prior_prefix":"A","next_prefix":"C"},"2":{"id":241316,"text":"Each state agency and political subdivision of this Commonwealth shall designate as many as appropriate, but at least one, records officer to serve as a liaison to The Library of Virginia for the purposes of implementing and overseeing a records management program, and coordinating legal disposition, including destruction, of obsolete records. Designation of state agency records officers shall be by the respective agency head. Designation of a records officer for political subdivisions shall be by the governing body or chief administrative official of the political subdivision. Each entity responsible for designating a records officer shall provide The Library of Virginia with the name and contact information of the designated records officer, and shall ensure that such information is updated in a timely manner in the event of any changes.","type":"section","prefixes":["C"],"prefix":"C","entire_prefix":"C","prefix_anchor":"C","level":1,"prior_prefix":"B","next_prefix":"D"},"3":{"id":241317,"text":"The Library of Virginia shall develop and make available training and education opportunities concerning the requirements of and compliance with this chapter for records officers in the Commonwealth.","type":"section","prefixes":["D"],"prefix":"D","entire_prefix":"D","prefix_anchor":"D","level":1,"prior_prefix":"C"}},"ancestry":[{"id":12940,"edition_id":1,"name":"Virginia Public Records Act","identifier":"7","label":"chapter","depth":2,"order_by":1,"parent_id":12939,"metadata":{},"date_created":"2026-06-26 03:44:03","date_modified":"2026-06-26 03:44:03","permalink":{"id":221153,"object_type":"structure","relational_id":12940,"identifier":"7","token":"42.1\/7","url":"\/42.1\/7\/","edition_id":1,"permalink":0,"preferred":1}},{"id":12939,"edition_id":1,"name":"Libraries","identifier":"42.1","label":"title","depth":1,"order_by":1,"parent_id":null,"metadata":{},"date_created":"2026-06-26 03:44:03","date_modified":"2026-06-26 03:44:03","permalink":{"id":220815,"object_type":"structure","relational_id":12939,"identifier":"42.1","token":"42.1","url":"\/42.1\/","edition_id":1,"permalink":0,"preferred":1}}],"structure_contents":[{"id":74854,"structure_id":12940,"section_number":"42.1-76","catch_line":"Legislative intent; title of chapter","url":"\/42.1-76\/","token":"42.1\/7\/42.1-76","metadata":false},{"id":61180,"structure_id":12940,"section_number":"42.1-76.1","catch_line":"Notice of Chapter","url":"\/42.1-76.1\/","token":"42.1\/7\/42.1-76.1","metadata":false},{"id":58113,"structure_id":12940,"section_number":"42.1-77","catch_line":"Definitions","url":"\/42.1-77\/","token":"42.1\/7\/42.1-77","metadata":false},{"id":85274,"structure_id":12940,"section_number":"42.1-78","catch_line":"Confidentiality safeguarded","url":"\/42.1-78\/","token":"42.1\/7\/42.1-78","metadata":false},{"id":61369,"structure_id":12940,"section_number":"42.1-79","catch_line":"Records management function vested in The Library of Virginia","url":"\/42.1-79\/","token":"42.1\/7\/42.1-79","metadata":false},{"id":74386,"structure_id":12940,"section_number":"42.1-79.1","catch_line":"Repealed","url":"\/42.1-79.1\/","token":"42.1\/7\/42.1-79.1","metadata":false},{"id":86610,"structure_id":12940,"section_number":"42.1-80","catch_line":"Repealed","url":"\/42.1-80\/","token":"42.1\/7\/42.1-80","metadata":false},{"id":73353,"structure_id":12940,"section_number":"42.1-82","catch_line":"Duties and powers of Library Board","url":"\/42.1-82\/","token":"42.1\/7\/42.1-82","metadata":false},{"id":73183,"structure_id":12940,"section_number":"42.1-83","catch_line":"Repealed","url":"\/42.1-83\/","token":"42.1\/7\/42.1-83","metadata":false},{"id":86822,"structure_id":12940,"section_number":"42.1-84","catch_line":"Repealed","url":"\/42.1-84\/","token":"42.1\/7\/42.1-84","metadata":false},{"id":66498,"structure_id":12940,"section_number":"42.1-85","catch_line":"Records Management Program; agencies to cooperate; agencies to designate records officer","url":"\/42.1-85\/","token":"42.1\/7\/42.1-85","metadata":false},{"id":84716,"structure_id":12940,"section_number":"42.1-86","catch_line":"Essential public records; security recovery copies; disaster plans","url":"\/42.1-86\/","token":"42.1\/7\/42.1-86","metadata":false},{"id":57661,"structure_id":12940,"section_number":"42.1-86.01","catch_line":"Records may be retained in electronic medium","url":"\/42.1-86.01\/","token":"42.1\/7\/42.1-86.01","metadata":false},{"id":71117,"structure_id":12940,"section_number":"42.1-86.1","catch_line":"Disposition of public records","url":"\/42.1-86.1\/","token":"42.1\/7\/42.1-86.1","metadata":false},{"id":81852,"structure_id":12940,"section_number":"42.1-87","catch_line":"Archival public records","url":"\/42.1-87\/","token":"42.1\/7\/42.1-87","metadata":false},{"id":54042,"structure_id":12940,"section_number":"42.1-88","catch_line":"Custodians to deliver all records at expiration of term; penalty for noncompliance","url":"\/42.1-88\/","token":"42.1\/7\/42.1-88","metadata":false},{"id":84495,"structure_id":12940,"section_number":"42.1-89","catch_line":"Petition and court order for return of public records not in authorized possession","url":"\/42.1-89\/","token":"42.1\/7\/42.1-89","metadata":false},{"id":81039,"structure_id":12940,"section_number":"42.1-90","catch_line":"Seizure of public records not in authorized possession","url":"\/42.1-90\/","token":"42.1\/7\/42.1-90","metadata":false},{"id":70466,"structure_id":12940,"section_number":"42.1-90.1","catch_line":"Auditing","url":"\/42.1-90.1\/","token":"42.1\/7\/42.1-90.1","metadata":false},{"id":58901,"structure_id":12940,"section_number":"42.1-91","catch_line":"Repealed","url":"\/42.1-91\/","token":"42.1\/7\/42.1-91","metadata":false},{"id":78061,"structure_id":12940,"section_number":"42.1-91.1","catch_line":"Availability of public records created prior to January 1, 1901","url":"\/42.1-91.1\/","token":"42.1\/7\/42.1-91.1","metadata":false}],"previous_section":{"id":86822,"structure_id":12940,"section_number":"42.1-84","catch_line":"Repealed","url":"\/42.1-84\/","token":"42.1\/7\/42.1-84","metadata":false},"next_section":{"id":84716,"structure_id":12940,"section_number":"42.1-86","catch_line":"Essential public records; security recovery copies; disaster plans","url":"\/42.1-86\/","token":"42.1\/7\/42.1-86","metadata":false},"metadata":false,"official_url":"https:\/\/law.lis.virginia.gov\/vacode\/42.1-85\/","history_text":"

This law was first created in 1976. The record of its establishment is cataloged in chapter 746 of that year\u2019s edition of \u201cActs of Assembly,\u201d the annual state publication listing all changes made to the Code of Virginia in that year. Unfortunately, the 1976 \u201cActs\u201d aren\u2019t available online. It has been modified 4 times. Those modifications are cataloged by \u201cThe Acts of Assembly,\u201d a state publication, by year and chapter. Those modifications that can be read on the General Assembly\u2019s website will be linked accordingly. Those modifications are as follows: in 1990, chapter 778; in 1994, chapter 64<\/a>; in 1998, chapter 427<\/a>; in 2006, chapter 60<\/a>.<\/p>","references":false,"refers_to":false,"permalink":{"id":221195,"object_type":"law","relational_id":66498,"identifier":"42.1-85","token":"42.1\/7\/42.1-85","url":"\/42.1-85\/","edition_id":1,"permalink":0,"preferred":1},"url":"\/42.1-85\/","token":"42.1\/7\/42.1-85","dublin_core":{"Title":"Records Management Program; agencies to cooperate; agencies to designate records officer","Type":"Text","Format":"text\/html","Identifier":"\u00a7 42.1-85","Relation":"Code of Virginia"},"html":"\n\t\t\t\t\t\t

A.<\/span> The Library of Virginia shall administer a records management program for the application of efficient and economical methods for managing the lifecycle<\/span> of public records<\/span> consistent with regulations and guidelines promulgated by the State Library Board<\/span>, including operation of a records center or centers. The Library of Virginia shall establish procedures and techniques for the effective management of public records<\/span>, make continuing surveys of records and records keeping practices, and recommend improvements in current records management practices, including the use of space, equipment, software, and supplies employed in creating, maintaining, and servicing records. <\/i><\/a><\/p><\/section>\n\t\t\t\t\t\t

B.<\/span> Any agency<\/span> with public records<\/span> shall cooperate with The Library of Virginia in conducting surveys. Each agency<\/span> shall establish and maintain an active, continuing program for the economical and efficient management of the records of such agency<\/span>. The agency<\/span> shall be responsible for ensuring that its public records<\/span> are preserved, maintained, and accessible throughout their lifecycle<\/span>, including converting and migrating electronic records<\/span> as often as necessary so that information is not lost due to hardware, software, or media obsolescence or deterioration. Any public official<\/span> who converts or migrates an electronic record<\/span> shall ensure that it is an accurate copy of the original record<\/span>. The converted or migrated record shall have the force of the original. <\/i><\/a><\/p><\/section>\n\t\t\t\t\t\t

C.<\/span> Each state agency<\/span> and political subdivision of this Commonwealth shall designate as many as appropriate, but at least one, records officer to serve as a liaison to The Library of Virginia for the purposes of implementing and overseeing a records management program, and coordinating legal<\/span> disposition<\/span>, including destruction, of obsolete records. Designation of state agency<\/span> records officers shall be by the respective agency<\/span> head. Designation of a records officer for political subdivisions shall be by the governing body or chief administrative official of the political subdivision. Each entity responsible for designating a records officer shall provide The Library of Virginia with the name and contact information of the designated records officer, and shall ensure that such information is updated in a timely manner in the event of any changes. <\/i><\/a><\/p><\/section>\n\t\t\t\t\t\t

D.<\/span> The Library of Virginia shall develop and make available training and education opportunities concerning the requirements of and compliance with this chapter for records officers in the Commonwealth. <\/i><\/a><\/p><\/section>","plain_text":" CODE OF VIRGINIA\n\nRECORDS MANAGEMENT PROGRAM; AGENCIES TO COOPERATE; AGENCIES TO DESIGNATE RECORDS\nOFFICER (\u00a7 42.1-85)\n\nA. The Library of Virginia shall administer a records management program for the\napplication of efficient and economical methods for managing the lifecycle of\npublic records consistent with regulations and guidelines promulgated by the\nState Library Board, including operation of a records center or centers. The\nLibrary of Virginia shall establish procedures and techniques for the effective\nmanagement of public records, make continuing surveys of records and records\nkeeping practices, and recommend improvements in current records management\npractices, including the use of space, equipment, software, and supplies\nemployed in creating, maintaining, and servicing records.\n\nB. Any agency with public records shall cooperate with The Library of Virginia\nin conducting surveys. Each agency shall establish and maintain an active,\ncontinuing program for the economical and efficient management of the records of\nsuch agency. The agency shall be responsible for ensuring that its public\nrecords are preserved, maintained, and accessible throughout their lifecycle,\nincluding converting and migrating electronic records as often as necessary so\nthat information is not lost due to hardware, software, or media obsolescence or\ndeterioration. Any public official who converts or migrates an electronic record\nshall ensure that it is an accurate copy of the original record. The converted\nor migrated record shall have the force of the original.\n\nC. Each state agency and political subdivision of this Commonwealth shall\ndesignate as many as appropriate, but at least one, records officer to serve as\na liaison to The Library of Virginia for the purposes of implementing and\noverseeing a records management program, and coordinating legal disposition,\nincluding destruction, of obsolete records. Designation of state agency records\nofficers shall be by the respective agency head. Designation of a records\nofficer for political subdivisions shall be by the governing body or chief\nadministrative official of the political subdivision. Each entity responsible\nfor designating a records officer shall provide The Library of Virginia with the\nname and contact information of the designated records officer, and shall ensure\nthat such information is updated in a timely manner in the event of any changes.\n\nD. The Library of Virginia shall develop and make available training and\neducation opportunities concerning the requirements of and compliance with this\nchapter for records officers in the Commonwealth.\n\nHISTORY: 1976, c. 746; 1990, c. 778; 1994, c. 64; 1998, c. 427; 2006, c. 60.","edition":{"id":1,"name":"2025","slug":"2025","date_created":"2026-06-21 22:39:22","date_modified":"2026-06-21 22:39:22","current":1,"order_by":1,"last_import":null}}