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 »
Virginia’s historic records have always existed under the threat of floods, hurricanes, fire, and war. Sometimes the records were saved. Sometimes they were lost.
When the Botetourt County courthouse was gutted by a fire on 15 December 1970 no one at the time could foresee that such a horrible loss would spur the creation of legislation five years later that created a uniform system for records management in Virginia. The Virginia Public Records Act, passed in 1975, set in motion an effort not only to manage all the state’s records but also to preserve and copy vital historic records contained in local courthouses.
Preservation and duplication efforts continue today with The Library of Virginia’s (LVA) records managers and archivists. The Circuit Court Records Program (CCRP), which began in 1991, continues to not only preserve, digitize, and microfilm historic records from around the state but also to reach out to circuit court clerks in each locality, offering them professional support and financial assistance in the form of grants. To date, the CCRP has funded nearly 1,000 projects worth more than $15 million to preserve records in the circuit court clerks’ offices. Nineteen years later, access to Virginia’s historic records has never been wider with more than 5 million chancery court images now available online. Clerks also have the option of sending historic record collections to the … read more »