Adopted by the 1994 Session of the General Assembly, Senate Joint Resolution No. 96 established a nine-member joint subcommittee to study the reorganization of the Virginia State Library and Archives. The subcommittee was also directed to "inventory the collection of historical art work" in the State Capitol, to develop recommendations regarding its restoration and preservation, and to submit its findings and recommendations to the Governor and the 1995 Session of the General Assembly.

To meet these study directives, the subcommittee's work necessarily included a review of the history, mission, and duties of the Virginia State Library and Archives. In addition, the subcommittee focused on the designation and application of funds for the Library and Archives, including federal, state, local, and private funds, and the economic impact of the Library and Archives on tourism in the metropolitan Richmond area. Also warranting subcommittee consideration were the organization and funding of state libraries and archives in other states. Finally, the subcommittee focused on the financial and policy implications of creating separate organizational structures for the State Archives and The Library of Virginia.

Founding and History

The Commonwealth's state library traces its roots to the 17th century and the Council of Virginia, a colonial governmental entity whose varied duties necessitated the collection and storage of books and records. The concept of a state library received legislative attention in 1779 with the introduction of Thomas Jefferson's "Bill for Establishing a Public Library." Although Jefferson's bill failed, the issue was revisited in 1823, when the General Assembly authorized the creation of a library under the executive branch. The state library board was created in 1902, and the Secretary of Education was made responsible for the State Library in 1976. Having operated under a variety of titles, the Virginia State Library and Archives was renamed The Library of Virginia in 1994.

In the colonial period, records were housed in the state houses in Jamestown and Williamsburg, and briefly at the College of William and Mary. In 1828, the new Capitol in Richmond was designated as the home of the State Library. In 1892, the General Assembly authorized the construction of a separate state library building; this facility was replaced about 50 years later by the current library building. Supported by Virginia Public Building Authority revenue bonds, construction for the new Library building began in September 1993, with a scheduled completion date of early 1996.

Governance and Mission

The Library Board, whose 15 members are appointed by the Governor for five-year terms, is empowered to promulgate rules and regulations for the government and use of The Library. As the designated official custodian and trustee for the Commonwealth of all public records transferred to it, the Library Board is responsible for archival records management. Overseeing the operation of The Library of Virginia is the State Librarian. The Librarian requests appropriations, approves expenditures of Library funds, and appoints the State Archivist.

The mission of The Library of Virginia is threefold: to be the library agency of the Commonwealth; to act as the state's archival agency; and to serve as the reference library at the seat of government. Reflecting this multifaceted mission is The Library's organizational structure, which today includes an Administrative Services Division, the Archives and Records Division, the General Library Division, the Library Development and Networking Division, and the Publications and Cultural Affairs Division. The Library received over $19.5 million and $22.6 million in state general and special fund appropriations in each respective year of the 1994-1996 fiscal biennium. Federal trust fund moneys for The Library exceeded six million dollars.

The scope of The Library's collection is determined by the Library Board upon the recommendation of the State Librarian. The collection of research and reference resources, rare books, and periodical literature is within the purview of the General Library Division. It is estimated that the division's collection of rare books, documents, prints, and periodicals exceeds 1.4 million items.

Perhaps one of the most significant duties of The Library in its role as the Commonwealth's chief library agency is the distribution of state and federal library funds to the local libraries across Virginia. The Library Development and Networking Division is responsible for the distribution of these library funds. The division also promotes coordination between libraries across Virginia in such programs as library construction, literacy initiatives, and continuing education.

As a reference library, The Library of Virginia is authorized to establish a catalogue of all books, pamphlets, and other materials owned and used for reference by all other agencies of the Commonwealth. Enhancing this reference function is the Commonwealth's statutory policy promoting the networking of all public, academic, special, and school libraries.

As the Commonwealth's archival agency, The Library of Virginia retains a plethora of official papers that document Virginia history and government. Preserved in its archives are the correspondence and records of each Virginia Governor; official publications of cities and towns; state agency publications and annual reports; various family and circuit court records, either as microfilm or hard copy; election records; adoption records; and original recorded wills. The Archives and Records Division assists state and local agencies in records management and preservation, responds to research requests, and is responsible for the circuit court records retention and preservation program. The division's holdings include over 52,000 cubic feet of court records, tax documents, government records, and personal papers and maps.

The Publications and Cultural Affairs Division publishes the "Virginia Cavalcade," a quarterly magazine, as well as other documents, and promotes reading appreciation through the Virginia Center for the Book.

Staffing and Funding

The Library's staff is comprised of librarians, conservators, historians, archivists, technicians, and computer specialists, as well as a variety of administrative, clerical, security, and custodial personnel. The Library's maximum employment level now stands at 154. Current staffing and management practices are largely the product of numerous studies and internal reviews conducted in the last 10 years. The Library's present organizational and staffing structure -- combining library and archival functions in one state agency -- reflects practices that can be traced to The Library's founding. The placement of archival functions varies across the country, however, as states have assigned this duty to other state agencies as well as to independent state archival agencies.

The Library’s appropriation for fiscal year 1995, from all sources, totaled $22.5 million. Testimony before the joint subcommittee indicated that budget constraints hamper The Library’s ability to preserve its collections and to advance new technologies that increase accessibility for citizens throughout Virginia. The Library of Virginia currently ranks 23rd among the Commonwealth’s public libraries in library materials expenditures, and ninth when compared to Virginia’s state university libraries.

Conclusions and Recommendation

Any reorganization of the library and archival functions of The Library of Virginia requires careful consideration of a variety of issues. Examination of recent funding levels -- and the efficiency of their application -- is necessary to determine any need to redefine The Library's organizational structure. Further study is also needed to develop recommendations that will help ensure the fulfillment of The Library’s multi-faceted mission and the Archives' ability to preserve and restore its holdings. The joint subcommittee should continue its examination of the organizational structure of the Library of Virginia and should consider, among other things, Library funding and staff levels; current and projected storage and space needs and preservation efforts; the progress of construction of the new Library facility and the proposed Record Center; the inventory and preservation needs of The Library’s historic art works; and the efficacy and appropriateness of establishing the Archives as an autonomous state agency, separate from The Library. Therefore, the subcommittee makes the following recommendation:

RECOMMENDATION: That the joint subcommittee studying the future of The Library of Virginia be continued.