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Commission hears FOIA guidance update; staff reminds commissioners to retain records three years
Summary
Planning commission received a staff briefing on new FOIA standard operating guidance requiring commissioners to maintain public records for three years, to use county accounts for public business, and to perform an initial sorting of retrieved emails with FOIA officer support.
At the March 14 work session staff briefed the Planning Commission on updated Freedom of Information Act (FOIA) standard operating guidance (SOG) and records-retention expectations.
Presenters told commissioners the SOG clarifies personal responsibilities for public-records requests: commissioners "must maintain their records for 3 years after the end of the calendar year" according to the Library of Virginia retention schedule, and they should conduct public-business communications on county email and Teams accounts to ensure those records are preserved and searchable. Staff…
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