On June 20, 1960, Governor J. Lindsay Almond, Jr. requested that the Virginia Advisory Legislative Council study the laws relating to the disposition, retention and microfilming of current State records with the view of recommending needed legislation. In addition, Governor Almond requested that a study be made of the desirability of establishing a central record center for the storage of noncurrent records pending their microfilming or disposal.

In accordance with this request, the Councill undertook consideration of the matters set forth therein. Due to the policy questions involved, the Council decided to make the study itself. Considerable information was collected concerning the statutes of other states dealing with records management.

Randolph W. Church, the State Librarian, appeared before the Council at its request and outlined the work of the Library in assisting agencies in records management and microfilming. He stated that there is a need for legislation to permit the Library to deal more effectively with the problems of records management and submitted a draft bill for consideration of the Council. That bill is largely the model records management bill prepared by the Council of State Governments' Committee of State Officials on Suggested State Legislation.

The principal effects of the adoption of this legislation in Virginia would be to grant authority to the State Library to maintain and operate a records center to meet the needs of the localities for storage of records; to provide a direct appropriation to the State Library to encourage microfilming of the State agencies' records by the Library; to give complete control over destruction of unnecessary records of State agencies to the State Librarian, Comptroller and Agency head acting in concert, and to grant the State Librarian authority to require certain procedures governing records management throughout the State government.

Because of the far-reaching effect which this bill would have on the operation of every department and agency of State government, the Council set a hearing to provide these departments and agencies an opportunity to make known their views concerning the proposed bill. All were furnished a copy of the proposed legislation and were asked to submit their reaction to each section in writing.

The hearing was set for December 7, 1960, and the Council invited all agencies and departments to appear before the Council in order to give their views concerning the proposed legislation. The State Librarian was also invited to be present at this meeting.