Policy 2001: Retention and Storage of Presidential Records
Subject: Retention and Storage of Presidential Records
Virginia Polytechnic Institute and State University
Policy and Procedures
Date: January 22, 1999
This policy provides guidance on the management of public records created
by the president of Virginia Polytechnic Institute and State University.
This policy will cover the retention, storage, and disposition of these
historically significant records to ensure their safekeeping.
Any original document created by the president, or for the president's
use and/or signature is a public record. The Library of Virginia, acting
under the authority granted by Chapter 7 of the Virginia Public Records
Act (revised July 1994), has issued general schedules for the retention
of public records. General Schedule 101-8.a; Administrative Records, Correspondence
and Subject File for Agency Head or Board states:
"Official correspondence of the college or university presidents,
chancellors or persons with similar authority, excluding routine housekeeping
correspondence. Retain five years after creation or until no longer needed
for administrative purposes, then transfer to Description Section, LVA
for permanent retention."
Virginia Tech has the authority to permanently store its own records because
it has a Records Center in the Department of Records Management Services
and an Archival section within the University Libraries.
2.2 Electronic Records.
The disposition of a record is the same no matter the format, whether paper,
film, or electronic. If an electronic document has been printed on paper,
the paper document becomes the copy of origin (original record copy). Electronic
messages (email) are public records when they are used to transact public
business or as the official correspondence of Virginia Tech (see §
42.1-77 of the Virginia Public Records Act for specific criteria).
Original public records from the president will be stored in the president's
office for five years or longer as administratively required. Should it
become necessary to transfer a portion of the current president's records,
to better manage the newer records, the material will be stored in the
University Records Center. The records will remain stored in the president's
office and/or the Records Center until the conclusion of the president's
3.2 Transfer to the Records Center and the University
After the conclusion of the president's term, all remaining presidential
records will be transferred to the Records Center. The past president's
records will remain in the Records Center until the conclusion of the current
president's term in order to maximize the president's accessibility to
the material. The Records Center will begin transferring the past presidential
records to the University Archives when it has received all of the current
president's records. The University Archivist will coordinate with the
University Records Manager for the time and manner of the transfer.
6. Approval and Revisions
Approved January 22, 1999, by Executive Vice President, Minnis E. Ridenour.