West Virginia Code of State Rules Agency 100 - Records Management And Preservation Board
West Virginia Code of State Rules – Agency 100: Records Management and Preservation Board
Overview:
Agency 100 of the West Virginia Code of State Rules (CSR) governs the rules adopted by the Records Management and Preservation Board (RMPB). The RMPB oversees the preservation, management, and access of public records created by county governments, particularly records maintained by county clerks across West Virginia.
This board plays a critical role in ensuring that essential historical, legal, and governmental records are properly maintained and accessible to the public now and in the future.
Key Functions of the RMPB under Agency 100 Rules:
Records Management and Preservation Grants:
Administration of grant programs to assist county offices in improving storage, digitization, and preservation of public records (CSR §100-1).
Establishes criteria for funding, eligible projects, and application procedures.
Standards for Record Storage and Access:
Sets minimum storage conditions, security requirements, and disaster preparedness protocols for public records.
Encourages digitization and use of electronic systems while maintaining archival integrity.
Records Retention Guidelines:
Promotes uniformity in retention schedules and ensures compliance with legal requirements for document preservation and destruction.
Coordination with the State Archives and History Section of the Division of Culture and History.
Oversight and Compliance:
Provides technical support and training to county clerks and records officers.
Monitors compliance with preservation standards and effective records management practices.
Selected Chapters in Agency 100:
| CSR Section | Title |
|---|---|
| §100-1 | Grant Program Rules for Records Management and Preservation |
| §100-2 | Records Standards and Storage Requirements |
| §100-3 | Application Procedures and Eligibility Criteria |
| §100-4 | Reporting and Compliance by County Clerks |
(Note: The actual chapter numbers may vary slightly depending on updates. The list above is representative of common topics covered under Agency 100.)
Legal Authority:
The RMPB operates under West Virginia Code §5A-8-20, which establishes the board and authorizes it to implement records preservation programs for county-level documents.
Purpose and Impact:
To ensure the long-term preservation and accessibility of critical legal and historical documents.
To modernize and standardize how public records are managed at the county level.
To protect public trust by improving accountability and transparency in local recordkeeping.
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