Privacy protected information is considered closed for 75 years after date of record creation. Types of records restricted include, but are not limited to: social security numbers, employee performance reviews, employee grievance materials, and attorney-client privileged documents. Restricted material has been sealed but has not been removed from the collection. Constituent corresponence must be be reviewed for privacy protected information before being used.
As of September 11, 2019, medical records will be open 125 years after the date of creation or after date closed, whichever is later. The Health Insurance Portability and Accountability Act (HIPAA) requires that individually identifiable health information of a decedent be protected for 50 years following the date of death of the individual (45 CFR 164.502(f)).
There are no use restrictions.
Records of the Virginia Secretary of Administration, 1995-2010 (bulk 2006. Accession 44691, State government records collection, The Library of Virginia, Richmond, Virginia.
XX.
The Office of Administration was established in 1966 as part of the Office of the Governor to assist the Chief Executive in carrying out his duties. Several agencies including the divisions of the Budget, Personnel, Engineering and Building and Planning reported to the Commissioner of Administration. In 1970, the Governor's Management Commission Study recommended the creation of six "Deputy Governors" to assist the Chief Executive in his managerial duties. Compatible functions of government were grouped under these administrative heads, who would serve as the Governor's top management team or "secretariats," as they are now called. Governor Linwood Holton's top priority for the 1972 session of the General Assembly was a proposal for a Governor's Cabinet, reorganizing state agencies into six major departments, each headed by a secretary appointed by the Governor. The office of the Secretary of Administration was created on April 8, 1972, by an act passed by the General Assembly. Governor Holton appointed T. Edward Temple, the Commissioner of Administration since 1970, as the first Secretary of Administration. When Temple took office on July 1, 1972, he was responsible for the divisions of the Budget, Personnel, Engineering and Buildings, Automated Data Processing, Justice and Crime Prevention, State Planning and Community Affairs, Council on the Environment, State Board of Elections and the Office of Special Programs. The Office has undergone a series of administrative reorganizations since 1972. On April 12, 1976, the Legislature combined the secretariats for administration and finance, effective July 1, 1976. On July 1, 1984, the offices were separated.
The Secretary of Administration is a member of the Governor's Cabinet, is appointed by the governor, and is subject to confirmation by the General Assembly. The Secretary of Administration oversees general government operations to ensure efficient and effective management of government resources. During Governor Tim Kaine's term , the Secretary of Administration was responsible for the direction of, or had jurisdiction over, 8 state agencies and boards as follows: Compensation Board, Department of Employment Dispute Resolution, Department of General Services, Department of Human Resource Management, Council on Human Rights, Department of Minority Business Enterprises, Public Broadcasting Board, and the State Board of Elections. These agencies mangage the state's real estate portfolio, serve as the state building official, administer employee policies and benefits, oversee procurement, provide laboratory services, promote business opportunities for Small, Women and Minority owned businesses, supervise elections, direct state funds to constitutional officers and public broadcasing entities and safeguard human rights, just to name a few of the important functions handled by agencies under the Secretary of Administration.
Viola O. Baskerville was appointed Secretary of Administration by Governor-elect Timothy Kaine in December 2005. Prior to her appointment, she served on the Richmond City Council starting in 1994 and was elected Vice Mayor by her council peers. In 1997, she was elected to the Virginia House of Delegates for the 71st District, where she served until she relinquished her seat in 2005 to pursue the Democratic nomination for Lieutenant Governor, but was unsuccessful in her bid. Secretary Baskerville received a Bachelor's degree from the College of William and Mary and was awarded a Fulbright Fellowship to study in Germany after graduation. She also earned a law degree from the University of Iowa College of Law. She is native of Richmond, VA and is married to Dr. Archer Baskerville. The couple has two sons, Timothy and Sean.
Kim Farrar and Richard Zorn served at Deputy Secretaries during the Kaine Administration.
Correspondence, reports, reviews, memorandums, decision briefs, legislative files and other working papers created and collected by the Office of the Secretary of Administration during the gubernatorial term of Virginia Governor Tim Kaine, 2006-2010. This collection consists of 13 records series which document the activities of the Office of the Secretary of Administration, as well as the agencies and boards which fall under its heading.
This collection is arranged into the following series:
The
The
The
The Virginia General Assembly's
This series is housed in 15 boxes and is arranged alphabetically by agency. These files include correspondence (consituent and internal), along with subject files and supporting materials such as reports and other working papers. Several state agencies operated under the Office of the Secretary of Administration and were referred to as assigned agencies. The assigned agencies of the Office of the Secretary of Administration documented here include the Compensation Board, Department of Employment Dispute Resolution, Department of General Services, Department of Human Resource Management, Council on Human Rights, State Board of Elections and the Division of Selected Agency Support Services.
Notable files include those related to the State Board of Elections and the implementation of the Virginia Election and Registration Information System (VERIS), as well as files pertaining to the Virginia Administrative Dispute Resolution Act (VADRA), which are found in the Dept. of Employment Dispute records. Other significant files include those under the Dept. of Minority Business Enterprise that document issues involved with the Small, Women-owned and Minority Businesses (SWAM) procurement initiative designed to ensure that historically under unitilized business gain access to state contracting opportunities.
This series is housed in 5 boxes and is arranged in loose chronological order. This series contains constituent correspondence pertaining to the agencies overseen by the Office of the Secretary of Administration. This series includes correspondence that was originally addressed to Governor Kaine, but were referred to the Secretary of Administration for response on behalf of the Governor, as well as letters addressed directly to the Secretary. Includes incoming correspondence from the general public, as well as from businessmen and civic leaders, college and university officials, and state and federal government officials and legislators, including correspondence from members of the Virginia General Assembly. Also includes some outgoing responses.
The majority of the correspondence in this series is from 2006 and includes workflow tracking forms from Constituent Services. The 2006 correspondence is arranged by outgoing correspondence number, which corresponds roughly to chronological order. The remainder of the correspondence is in chronological order. Major topics of concern include the proposed demolition of the Eight and Ninth Street office buildings, voting issues (absentee, electronic, voting equipment), state employment issues (compensation, health insurance), and procurement issues (SWAM).
This series is housed in 6 boxes and includes incoming and outgoing correspondence of the Secretary of Administration Viola Baskerville, as well as subject files. Correspondence files are arranged chronologically and subject files are arranged alphabetically. The majority of the correspondence is this series is from other Cabinet Secretaries, but this series also contains correspondence from the Governor's Chief of Staff, and state boards and agencies, including the Office of the Attorney General. The subject files accumulated by the Secretary of Administration document budget reductions, the federal stimulus, and other matters with which the Secretary was involved.
This series is housed in 1 box and is arranged chronologically. This series consists of copies of decision briefs directed to Governor Timothy Kaine on which the Secretary of Administration was asked for approval related to agencies/issues under the SOA, and original decision briefs directed to the Secretary of Administration. This series documents the Secretary of Administration and Governor's response to requests from agencies for budget appropriations from various funds, for executive orders, for authorization for the purchase or transfer of property, and for approval of agreements or statements.
The decision briefs to the Governor include a description of the request, the recommendation and signature of the Director of the Dept. of Planning and Budget, Richard D. Brown or the requesting Secretary, the concurrence of the Secretary of Administration and the Secretary of Finance Jody M. Wagner, which can either be to Recommend, Recommend with modification, or Deny, and their signatures, and the approval, approval with modification or denial of the Governor and his signature. The briefs also include background information, a discussion of the issues involved, and legislative citations. These records may also include supporting documentation such as correspondence, reports, and copies of code citations.
The decision briefs to the Secretary of Administration similarly include a description of the request, the recommendation and signature of the agency head making the request, the approval, approval with modification, or denial of the Secretary and her signature. These briefs also include background information, discussion, conclusion and references, and may include supporting documentation such as correspondence, copies of code citations, and publications. Most of the briefs sent directly to the Secretary of Administration were made in 2009 and the majority of those briefs document requests for exemption from the state printing prohibition.
This series is housed in 10 boxes and is arranged chronologically by date of approval or disapproval of the memo. This series contains environmental impact reports and studies created by state agencies prior to beginning construction projects. Section 10.1-1188 et seq., of the Code of Virginia requires that any state agency, institution or branch of government proposing to undertake a "major state project" prepare an environmental impact report. A "major state project" is defined as construction of a facility costing $100,000 or more, or the acquisition of land for which construction is contemplated. The Governor's approval of the report is required before any funds are expended. This responsibility has been delegated to the Secretary of Administration pursuant to Executive Order Number 88 (01).
The report packets include the memorandum of approval (or approval with stipulations or disapproval); comments by the Department of Environmental Quality (DEQ) that include a description of the project, environmental impacts and mitigation, and regulatory and coordination needs; and various other memos and correspondence. The DEQ comments take into consideration the impact on water quality and wetlands, erosion and sediment control and stormwater management, air quality, solid waste and hazardous waste management, natural heritage resources, wildlife resources, historic and archaeological resources, forestry and tree protection, geologic and mineral resources, energy conservation, transportation, the Chesapeake Bay Preservation Act, and local and regional concerns. Other agencies such as local governments, regional planning district commissions, the Department of Conservation and Recreation, Dept. of Historic Resources, Department of Transportation, Department of Game and Inland Fisheries and the Virginia Marine Resources Commission were also consulted and asked to comment on any potential problems.
The projects range from small renovations and additions, to large scale construction efforts. The majority of the projects took place on university or community college campuses, at state parks, and at Department of Transportation facilities. There are also a significant amount of projects involving the Statewide Agencies Radio System (STARS) Project under the purview of the State Police.
This series is housed in 1 box (2 folders) and is arranged chronologically. This series contains disclosures, correspondence and other supporting documentation for reporting patentable or copyrightable subject matter in accordance with Virginia's Intellectual Properties Policy set forth by Executive Memorandum 4-95. This policy states that any employee of an executive branch agency who invents or produces a potentially marketable or commercially valuable creation, process, device, technique, or method during working hours, within the scope of employment, or when using state-owned or controlled facilities is required to disclose that information. These records also include requests to release intellectual property rights and to license copyrighted material. The disclosure forms contain descriptions of the inventions which include among others an integrated forest service resource information sytem and an application that provides a method for teleworkers to account for their activities. This series only includes records for 2008 and 2009 - records for 2006 and 2007 were not transferred.
This series is housed in 10 boxes and is arranged chronologically and by record type thereunder. This series includes legislative proposals, legislative action summaries, and other miscellaneous legislation-related documents which explain in detail various bills brought before and voted upon by both the Senate and the House of Delegates. These legislative files document General Assembly activity involving the agencies assigned to the Secretary of Administraion and include input from agency heads as to how legislation might effect agency operations. The legislation in this series contains information on a variety of subjects, the most prevalent being health care, voting, and campaign finance.
Legislative Proposals are provided by individual agencies under the Secretary of Administration and include a statement of need for legislatiion within which ideas and suggestions for agency specific legislation are documented. The proposals also include fiscal and other impacts of the legislation. Legislative Action Summaries include a bill summary and other background information on the legislation and indicate whether or not the Secretary supported the bill, supported the bill with amendment, opposed the bill, or took no position on the bill. Most summaries contain comments and reasons for support or opposition. Also included may be Fiscal Impact Statements that detail the monetary affects that any legislation may have, and Drafting Requests to the Division of Legislative Services for draft legislation.
This series is housed in 2 boxes and is arranged by record type and chronologically thereunder. This series includes correspondence and supporting documentation, board meeting records, applications and contracts which document the activities of the Virginia Public Broadcasting Board. The Public Broadcasting Board is the channel through which public television and radio stations (including the radio reading service) receive state financial support. The board provides grants and contracts to stations that enable them to implement instructional programs and other community interest programming. The majority of the correspondence is related to grants and funding issues, including those related to budget reductions in 2009, and also includes other budget and financial information, grant proposals and grant reports. The board meeting files contain agendas, draft minutes and other related documentation for several board meetings, but they do not include records for all board meetings. This series also includes applications for community service grants for public radio, applications for community service grants for public television, and applications for operating grants for radio reading services, as well as instructional telecommunications services contracts and monthly contract statements of funds expended.
This series is housed in 11 boxes and is arranged alphabetically by subject. This series includes correspondence, decision briefs, leases, legal records and reports that document the funding, maintenance and operation of certain state builidngs as well as other real property issues handled by the Department of General Services. This series includes files related to the renovation of the State Capitol and files inherited from the previous administration related to the Governor's Real Estate Initiative. Many files document the disposition of certain state property, including the Ballard property in Norfolk and the St. Asaph property in Alexandria, while others involve the proposed demolition and renovation of the Eighth and Ninth Street office building and the opposition to the demolition by the Alliance to Conserve Old Richmond Neighborhoods (ACORN).
This series is housed in 2 boxes and is arranged alphabetically. This series includes correspondence, meeting records, programs, reports, visitor registers, and budget and planning information that document the commissioning of the Civil Rights Memorial in Capitol Square and preparations for the Civil Rights Memorial Dedication and Unveiling and the accompanying educational symposium. Much of this work was carried out by the Capitol Square Civil Rights Memorial Foundation, which was established to memorialize and honor the courage and fortitude of those Virginians involved in the Civil Rights Movement. The memorial sculpture acknowledges and celebrates those who fought to desegregate Virginia's schools.
This series is housed in 2 boxes and is arranged alphabetically. This series includes correspondence, agreements, and meeting records, which include agendas, minutes, budgetary information, and presentation materials that document the work of the Fort Monroe Federal Area Development Authority (FMFADA). Located along the Chesapeake Bay within the city limits of Hampton, Fort Monroe was an Army base that was desinated for closure pursuant to the 2005 Defense Base Closure and Realignment Commission Report. When the base closed, the land, buildings, and infrastructure assets transferred to the Commonwealth and this necessitated a redevelopment and reuse plan. FMFADA, a politial subdivision of the Commonwealth of Virginia and local redevelopment authority, was established to determine how best to manage the historic resources, preserve and protect the open space, and ensure the economic sustainability at Fort Monroe. FMFADA was comprised of 18 members, including Hampton residents, state government officials (including the Secretary of Administration), legislative members, and outside experts.
This series is housed in 1 box and is arranged alphabetically. This series includes correspondence, reports, news clippings and presentations that document efforts to digitize and index the Virginia Freedmen's Bureau records as part of the Virginia Freedmen Project. The Bureau of Refugees, Freedmen, and Abandoned Lands, also known as the Freedmen's Bureau, was established by the War Dept. by an act of Congress on March 3, 1865, and was responsible for the supervision and management of all matters relating to refugees and freedmen and of the lands abandoned or seized during the Civil War. Between 1865-1872, the Bureau united families, legalized marriages, and provided relief services including food, shelter, education, job training and placement, and legal services. These records, including those of the Virginia Field Offices, were filmed by the National Archives and Records Administration (NARA) and afterwards the film was scanned by the Genealogical Society of Utah (GSU) in order to create digital images. The Virginia Freedmen's Project, led by the Black History Museum and Cultural Center of Virginia in conjunction with researchers from the Virginia Family History Centers, recruited, trained and coordinated volunteers to extract and index information from the scanned images in an effort to make these records more readily accessible to researchers. The Virginia project served as a pilot for subsequent projects in other Southern states.
This series is housed in 3 boxes and is arranged alphabetically. This series includes correspondence, reports, agreements, expenditure analyses, SWAM procurement plans, and memoranda of understanding that document the implementation of the Virginia Restructured Higher Education Financial and Administrative Operations Act of 2005. This act provided public colleges and universities with more operational and administrative autonomy than other state agencies in exchange for a renewed commitment to meet higher education goals and performance measures. The Restructuring Act required all institutions to develop six-year academic, financial and enrollment plans to meet state goals. The Secretary of Administration's interest in the project was for the most part related to procurement (DGS), staff turnover (DHRM) and SWAM (DMBE) issues.