W. Va. Code R. § 64-32-13

Current through Register Vol. XLI, No. 50, December 13, 2024

Section 64-32-13 - Record Preservation

13.1. When an authorized reproduction of a vital record has been properly prepared by the State Registrar and when all steps have been taken to ensure the continued preservation of the information, the record from which the authorized reproduction was made may be disposed of by the State Registrar. However, the State Registrar may not dispose of the record until the quality of the authorized reproduction has been tested to ensure that acceptable certified copies can be issued and until a security copy of the document has been placed in a secure location removed from the building where the authorized reproduction is housed. The State Registrar shall maintain the security copy in such a manner to ensure that it can replace the authorized reproduction should the authorized reproduction be lost or destroyed.

13.2. The State Registrar shall offer the original documents from which the authorized reproductions are made to the section of Archives and History of the Division of Culture and History - hereinafter known as the "State Archives". The State Archives may retain permanently the records provided if they adhere to the restrictions in the vital statistics law related to access to the records. If the State Archives does not wish to place the records in its files the State Registrar may destroy the documents in accordance with W. Va. Code and rules of the State Archives. The destruction shall be by approved methods for disposition of confidential or sensitive documents.