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This page answers the most frequently asked questions we receive about the Document Services Division branches.

WHAT RECORDS ARE STORED IN THE COUNTY ARCHIVES & RECORDS CENTER?

Public records initiated by the Board of Supervisors, committees, commissions, authorities, and agencies from 1870 to the present are maintained in compliance with Virginia mandates governing the retention, disposition, utilization, and preservation of these records.
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HOW CAN THESE RECORDS BE REFERENCED?

Archives & Records Center staff has the capability to respond to reference requests via: fax machine 703-642-2832, telephone 703-658-3775, mail courier service for County personnel, and personal visitation to the Springfield facility. To reference items, you must have an accession number, box number, and file folder title or case number. Please contact the agency for this information. Archives and Records personnel will not give out this information and cannot access any records without it. In addition, personal identification is requested of every user when referencing public records.
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HOW LONG DOES IT TAKE TO RETRIEVE A RECORD?

It is the goal of the County Archives to have the requested documents in the "County mail stream" within 24 hours of receipt of request. This does not apply to extremely large orders, although every attempt will be made to process a large order as quickly as possible. If a request is initiated by agency staff prior to noon on weekdays, documentation should be returned to the Government Center that afternoon for distribution by Mail Services the following day. A request initiated in the afternoon is picked up by Mail Services the next day for distribution the following day. A visitor to the Record Center should expect to receive documentation during that visit after filling out a request form. If the patron telephones the Record Center before a visit with the requested information, the documentation, under normal conditions, should be ready by the time the individual arrives.
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WHAT DO I NEED TO DO IN ORDER TO TRANSFER RECORDS TO THE RECORD CENTER OR ARCHIVES?

1. Use a standard record center size box to store your records (L15"xW12"xH10"). Other boxes will be stored only upon special arrangement with Archives and Records and you must obtain prior approval before using such boxes. County agencies can order Boxes from the record center at 703 658-3775. Currently, there is no charge for the boxes, but this is subject to change.
2. Click the underlined text to receive the electronic PDF version of the Record Transfer Form and the Instructions for filling out Record Transfer Form. Print out the Record Transfer form and Instructions from the electronic PDF version or obtain a fax copy of the Record Transfer Form from Archives & Records by calling 703-658-3775.
3. Properly fill out the form. Help is available from the instructions above. Make as many photocopies as necessary of the form to complete the transfer
.
4. In the form, be sure to put the current date, total number of boxes in shipment, your agency name and location, person responsible for the transfer and telephone number where this person can be reached. Have the agency director or designee sign and date the transfer form. You will be asked to resubmit the form if you have not included this signature.
5. In the main body of the form, list the number of boxes. List an adequate description of the records. DO NOT USE ACRONYMS. Spell out the name of the records. Try to have only one record series per transfer. List the inclusive dates of the record series. Without dates, we cannot determine when they are eligible for disposal.
   Example 1: 1-12 Candidate campaign contributions and expenditure reports 1987-1989
   Example 2: 1-40 Civil Cases 1990
6. Limit each transfer to no more than 50 boxes at a time. If you have 150 boxes, make out three transfer lists, and list the boxes for each transfer.
   Example: 1-50 then 51-100 then 100-150.
   Exceptions to this 50 box limit will be made only upon consultation with the County Archivist or Assistant County Archivist.
7. FAX the transfer list to Archives and Records: 703-642-2832
8. Once the fax is received, Archives and Records will review the transfer and determine if space is available at our facility. If space is available, we will issue an accession number for the transfer and send you barcode labels to place on the boxes.
9. The boxes should be numbered 1 of total number of boxes in shipment.
   Example: 25 boxes in shipment, 1 of 25, 2 of 25 etc.
   Your office is responsible for maintaining the index to track what is in each box. Once the labels arrive, the labels are matched with the corresponding box numbers and placed on the end of the box. The label should be placed on an end of the box with hand holes. (DO NOT place a label on the top, bottom or side of a box)
10. Once the labels are placed on the boxes, give Archives and Records a call at 703-658-3778 to arrange for a pick up of the boxes.

WHAT DO I NEED TO DO TO DISPOSE OF RECORDS?

1. Check the Locality retention and disposition schedules issued by the State to determine if your records are eligible for disposal. These schedules can be found at: http://www.lva.lib.va.us/whatwedo/records/sched_local/index.htm Also determine if the records need to be burned/shredded or can simply be disposed of or recycled. If the record(s) contain privacy related information, information that links names with addresses or social security numbers, or specific information related to a case etc., then the record(s) must be burned or shredded before it can be disposed of. Contact us if you are unsure about the record(s) status or have any questions.
2. Fill out the printable "Certificate of Destruction" form from: http://www.lva.lib.va.us/whatwedo/records/forms/index.htm and sign on line 7. Send the original to:
   

   County Archivist
   Fairfax County Public Library
   Archives and Records
   6800-A Industrial Rd.
   Springfield, VA 22151

3. Once the destruction notice is received, the County Archivist reviews and signs it, notifying the agency that the records can now be destroyed. If the records are stored at the Record Center, we will send you a destruction notice for your signature once your records meet the appropriate retention requirements.
4. If the records need to be shredded because of confidential or privacy related information, and there are too many boxes to do in-house or you don't have access to a shredder, then give us a call to make arrangements for a destruction pick up. There is no charge at this time for the pick up, but this is subject to change. If you dispose of confidential information regularly, it may be beneficial to purchase your own shredder.

HOW DO I GET MY RECORDS MICROFILMED?

1. If you have the money allocated in your budget, you can get records reformatted to microfilm using the County microfilm contract. This contract is established through the County's Department of Purchasing and Supply Management for 16 and 35mm filming as well as optional scanning services.
2. You can obtain a copy of the entire contract by contacting Purchasing and Supply at 703-324-2163.
3. Contact the current vendor directly for reformatting services. Once the records are on film and the film verified, the original records can then be destroyed. Follow the procedure for disposal of records, except that now there is no requirement for retention of the paper copies since the film copies now become the original and are subject to the appropriate retention period. On the destruction certificate, state the records have been filmed.
4. With filming completed the vendor stores the records, at cost to the agency, until they receive the destruction certificate or they return the records to the agency. The record center does not store paper records that have already been microfilmed.