12/24/2022 0 Comments Timely calendar![]() ![]() If one category of identifying information is present in a record, that record must be destroyed within six months of the expiration of its retention period. (iii) social security number (iv) driver's license number (v) bank account numbers (vi) credit or debit card numbers (vii) personal identification numbers (PIN) (viii) electronic identification codes (ix) automated or electronic signatures or (xii) passwords or (xiii) any other numbers or information that can be used to access a person's financial resources, obtain identification, act as identification, or obtain goods or services. What are “records with identifying information?”Ĭode of Virginia § 18.2-186.3C concerns records containing the following categories of identifying information: They may be destroyed on January 1, 2010, but no later than December 31, 2010. The series is closed at the end of CY 2007 and retained for CY 20. Retention and disposition: Retain 2 years after end of calendar year then destroy. FY 2007 accounts payable records may be destroyed at the start of FY 2011 (July 1, 2010) but no later than June 30, 2011.Ĭorrespondence/Subject Files: Other Officials - Other Correspondence The series is closed at the end of FY 2007 and retained for FY 2008, 2009, and 2010. Retention and disposition: Retain 3 years after end of state fiscal year then destroy. ![]() A fiscal year (FY) is the twelve-month period for which budgets are usually set. A calendar year (CY) is the normal chronological year from January 1 to December 31. In order to implement this section, you need to know whether records are maintained by calendar or fiscal year. The Library of Virginia interprets “timely manner” to mean that records scheduled for destruction will be destroyed no later than the end of the calendar or fiscal year in which the retention period expires. What does destruction of records in a “timely manner” mean? Each agency shall ensure that records created after Jand authorized to be destroyed or discarded in accordance with subsection A, are destroyed or discarded in a timely manner in accordance with the provisions of this chapter provided, however, such records that contain identifying information as defined in clauses (iii) through (ix), or clause (xii) of subsection C of §18.2-186.3 shall be destroyed within six months of the expiration of the records retention period. The text below was added to § 42.1-86.1, Disposition of public records:Ĭ. This applies to the disposition of public records created after Jby state agencies, localities, and political subdivisions.Ĭhanges made during the 2006 regular session amended the Virginia Public Records Act (VPRA) through Senate Bill 461. ![]()
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