Tag Archives: records management

- Adam Raised a Kaine: Archiving the Records of a Governor


Governor Tim Kaine, Roger Christman and Amber Amato, Governor's Cabinet Room, 14 January 2010.  Photo courtesy of the Library of Virginia.

Today, the Library of Virginia made the first batch of email from Governor Timothy M. Kaine’s administration (2006-2010) available online.  The initial release consists of 66,422 of the approximately 1.3 million emails the Kaine administration transferred to the Library four years ago.  It has taken a small but dedicated staff of Library archivists and IT professionals nearly three years to bring this project to fruition.  Access to the collection, information on related content and the nuts and bolts of processing this collection are available at http://www.virginiamemory.com/collections/kaine/.

“We are proud to be the first state government archives in the United States to make the emails of a previous administration freely available to the public online,” said Librarian of Virginia Sandra G. Treadway.  The Library can’t take all the credit.  We could not have achieved this distinction without the assistance of the Kaine administration records officers.  Records don’t magically appear at the Library at the end of a gubernatorial administration.  During those four years, the Library partners with the Office of the Governor to ensure that the official state records that document the activities of a governor’s administration are preserved and transferred to the Library.  The work of the Kaine records officers make today’s email release possible.


Electronic Data Archive Policy, 2007-12-07/15:07:35, kparis.pst, Email Records from the Office of the Governor (Kaine: 2006-2010), Library of Virginia, Richmond, VA.

At the beginning of the Kaine administration in 2006, Virginia State Archivist Conley Edwards (now retired), did … read more »

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- LVA and CCRP Assist Hampton Circuit Court Clerk.

 LVA archivists in the Hampton Courthouse records room.

On Tuesday June 14, a team of archivists were in Hampton to assist circuit court clerk Linda Batchelor Smith in completing a records inventory of the court’s record room and to transfer selected archival records to the Library of Virginia (LVA) Archive. This visit is but one part of the Circuit Court Records Preservation Program’s (CCRP) effort to assist clerks and records officers statewide in managing their records more efficiently.

 A records inventory is a tool employed by archivists and records managers to gain intellectual control over a group of records and to help institute more efficient records-keeping practices. Once an inventory is completed, a records analyst will apply relevant records retention and disposition schedules – documents that inform record keepers how long they must keep and maintain certain types of records.

The LVA is charged by the Virginia Public Records Act (PRA) with publishing these records retention and disposition schedules .  The PRA also authorizes the LVA’s role in ensuring that public records are maintained and available throughout their life cycle. The Library presents workshops, monitors the disposal of non-permanent records, and assists with the transfer of permanent records to the Archives.

Besides helping to better identify hundreds of years of records, the consultation in Hampton also resulted in the transfer of approximately 120 drawers of pre-1913 law and chancery case files to the … read more »

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