Source: http://publicreports.dpb.virginia.gov/rdPage.aspx?rdReport=vp_StratPlan102&run=Run&selAgency=202&selVersion=2018-20
Timestamp: 2020-06-04 16:25:51
Document Index: 42202039

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199: Administrative and Support Services 13701: Management of Public Records 13702: Management of Archival Records 13703: Historical and Cultural Publications 13704: Archival Research Services 13705: Conservation-Preservation of Historic Records 13706: Circuit Court Record Preservation 14201: Cooperative Library Services 14203: Consultation to Libraries 14206: Research Library Services 14301: State Formula Aid for Local Public Libraries 19901: General Management and Direction 19902: Information Technology Services 19915: Physical Plant Services
The Library Of Virginia [202]
The Library's primary funding source is General Fund appropriations. The majority of the Library's General Fund expenses represent transfer payments to local government for state aid to public libraries. Additionally, the Library earns special nongeneral fund revenue from storage fees charged to agencies and localities for document and records storage and from local circuit court records' preservation fees. The Library also receives federal grant funding through the Library Services and Technology Act (LSTA) of 1996. This grant promotes access to learning and information resources of libraries.
Initial Appropriation for the Biennium 30,097,055 8,927,623 30,217,850 8,927,623
Changes to Initial Appropriation 0 0 500,000 0
The Library of Virginia expects to see a steady increase in its customer base as the population grows and customers learn of increased availability of archival and bound resources from the collections, and especially due to the increase in the number of electronic resources Virginians can access remotely through FinditVA and the Library's website. Technology will become an even more critical factor for the Library in meeting customer needs in the future due to the burgeoning demand for online accessibility to Library information, resources, and services. A growing understanding of the requirements for the maintenance and storage of permanent records will continue to increase the number of requests for storage of original archival records and requests for consultation on records management and collection development.
Consumer Visitors to the Library of Virginia 67,840 67,000 Stable
Consumer Virginia library card holders 6,512 7,000 Increase
Consumer Users of Library’s web site 2,922,577 3,500,000 Increase
Consumer In person Library researchers 22,276 23,000 Increase
Consumer Exhibition visitors 17,500 20,000 Increase
Consumer Lecture, program, and event attendees 5,797 6,500 Increase
Local or Regional Government Authorities State and local government officials 1,835 1,835 Stable
Local or Regional Government Authorities Local governments and agencies 213 213 Stable
Local or Regional Government Authorities Governments of cities and towns 351 351 Stable
Local or Regional Government Authorities Circuit Court clerks 120 120 Stable
Local or Regional Government Authorities Regional authorities 114 127 Increase
Local or Regional Government Authorities State and local records officers 1,650 2,000 Increase
Local or Regional Government Authorities Museums, historical societies and cultural institutions 467 467 Stable
Non-Profit Agency (Boards/Foundations), Local library boards, foundations, and friends groups 210 210 Stable
Organization Public library systems 93 93 Stable
Organization Academic and special libraries 95 95 Stable
Organization State document depository libraries 11 11 Stable
State Agency(s), State agencies, boards, and commissions, 194 194 Stable
Student Students and teachers 105,990 110,000 Increase
ExLibris Users of North America (ELUNA), OCLC, VIVA, RLG, and the Richmond Academic Library Consortium Information Technology Management requires partners to meet the needs of our customers
Lyrasis Lyrasis is a library consortium that provides group discounts and consortial savings from more than 157 vendor partners, educational support, and access to library-specific technological advice.
National Endowment for the Humanities The Library is one of eight public and academic libraries receiving grant support to develop an Internet-based searchable database of US newspapers now in the public domain. The Library will provide the National Digital Newspaper Program with content from historically significant Virginia newspapers published in the commonwealth throughout its history
Cultural and educational institutions The American Civil War Museum, the Black History Museum of Virginia, Virginia Commonwealth University, the National Park Service, and the University of Richmond’s Osher Institute, to name only a few. The Library cosponsors numerous programs and projects with these institutions.
Organizations whose missions are closely tied to the Library's mission Among these groups are the Friends of the Virginia State Archives, the Virginia Genealogical Society, the Genealogical Research Institute of Virginia, the Virginia Chapters of the Afro-American Historical and Genealogical Society Inc., VIVA, the Mid-Atlantic Regional Archives Conference, Modern Richmond, the State Historical Records Advisory Board, the Society of American Archivists, the American Library Association, the Council of State Archivists, the National Association of Government Archives and Records Administrators, and the Virginia Association of Government Archives and Records Administrators..
James River Writers Festival Works closely with the Library’s Annual Literary Awards program
Museums across the state of Virginia The Library travels exhibitions to every part of the state, especially serving smaller venues with its Strong Men and Women and Virginia Women in History Programs.
Library consortia Other strategic partners include the state document depository libraries, the United States Government Printing Office, the Virtual Library of Virginia, the Richmond Academic Library Consortium, the Association of Southeastern Research Libraries, the Joint Subcommittee Studying the Public Records Act - (HJR 6) and the MidAtlantic Library Alliance (MALIA)
Library of Congress, the National Endowment for the Humanities, the Institute for Museum and Library Services, the Huntington Library, the American Antiquarian Society, and ProQuest/University Microfilms International These are partnerships initiated to make effective use of Library facilities and equipment and to access the expertise of highly specialized institutions.
ProQuest/University Microfilms, Ann Arbor, Michigan A public-private partnership that provides access to a variety of subscription on-line databases available in the public reading rooms and microfilm services for 200 daily and weekly Virginia newspapers.
All agencies of state and local government throughout the Commonwealth. Includes the circuit court clerks; the Circuit Court Clerks Association; and the Auditor of Public Accounts.
Civic Groups HandsOn Greater Richmond, HOME (Housing Opportunities Made Equal), Hope in the Cities, EnRichmond, the League of Women Voters, the Links, and the University of Richmond Bonner Center for Civic Engagement
Conservation-Preservation Vendors Etherington Conservation Services Conservation Center, the Backstage Library Work’s Digital Collection and Preservation Services Division
EBSCO A public-private partnership; provides information access and management solutions through group purchase of print and electronic journal subscriptions and e-commerce book procurement.
The Virginia Department of Education Collaborate on development of educational resources and promotions of same to schools across the Commonwealth
Virginia Humanities Continue to fund specific educational programs and research fellowships and partner with the Library through Encyclopedia Virginia
Science Museum of Virginia Collaborative partner on Nature Backpack and STEM training and programs with Virginia public libraries
Department of Conservation and Recreation Collaborative partner on nature backpack program with Virginia public libraries
Vendors – ExLibris, Internet Archive, EMCTBL, Nimble, Cisco, Lenovo, NMS, MediMicro, Microsoft and Pharos; Prefab; Equinox, and Mosio. There are a number of contracts with vendors that provide services and products, which are necessary to meet the needs of our customers. For example, technology vendors for infrastructure hardware, software, support and maintenance and service providers for services such as website preservation and internet connectivity. Prefab and Equinox serve LDND services of website, ILS and chat reference provision to select public libraries
Virginia Informational Technologies Agency (VITA). The Library has a close working relationship with VITA, the state’s central information technology agency, SAIC, their PPEA partner. The Library is currently working with VITA to ensure that decisions made by that agency are compatible with the Library’s responsibilities with regard to the retention of electronic public records.
Virginia library community Virginia’s ninety-one public library systems, local and state government agencies, the Virginia Library Association, the Virginia Public Library Directors Association, the Virginia Community College System, the Institute of Museum and Library Services, and Friends and Foundations of Virginia public libraries are among the Library’s partners in this service area.
YBP Library Services Provides acquisition services for books published by academic institutions and supporting collection management and technical services through a public-private partnership.
Virginia State Commissions and Commemorative Groups Work on interpretive and educational projects with state committees and special commissions including The World War I and II Commission, the Martin Luther King Jr. Memorial Commission, and the 2019 Commemoration Steering Committee.
Core constituent and Customer Groups Work with core constituents and library users such as heritage organizations, genealogical societies, and graduate programs throughout the state to collaborate on programs, develop resources, and improve service.
• Collections: Strengthen and preserve the Library's collections and expand accessibility for the benefit of users.
Develop, preserve, and provide access to the world’s most significant collection of books, manuscripts, public records, journals, newspapers, photographs, government documents, and other materials documenting the history and culture of Virginia as well as its unique place in American and world history. The Library is proactive in continuing to update its collections by purchasing new titles, subscriptions to periodicals in print and electronic format, manuscripts and rare books that come on the market through auctions and dealers, and by soliciting gifts from individuals and organizations. The Library conserves and preserves the materials in its collection and makes them accessible by cataloging, arranging, describing, creating finding aids, loaning materials to users through interlibrary loan, and by creating numerous access points in the Library’s reading rooms and on the Library’s web site.
» Expand the collections
Expand the collections of the Library of Virginia to reflect the chronological and cultural breadth of the Commonwealth's rich historical legacy.
• Assess collections to insure that they meet the research and informational needs of users.
• Benchmark the collections of the Library of Virginia against other institutions with similar missions to document Virginia’s past in order to determine the collection areas unique to the Library as well as those where further development efforts will make the greatest impact without duplicating the work of other repositories.
• Collect to maintain the most comprehensive historical record of the Commonwealth’s history and culture throughout its past and up to the present time with an emphasis on an inclusive representation of the full range diversity among her citizenry.
» Maintain the highest standards of conservation, preservation, and security
Maintain the highest standards of conservation, preservation, and security in caring for the print and archival collections of the Commonwealth.
• Maintain a rigorous program of collections assessment and conservation to maintain a high degree of preservation throughout the collections.
• Identify rare, high value, fragile, and frequently used collection items and create microfilm and digital copies to ensure their availability on the premises, through inter-library loan, and online without compromising the preservation and security of the originals.
• Develop a detailed Collections Disaster Response Plan covering the broad range of potential catastrophes as well as specific guidance in responding to each.
• Monitor best practices and continue to update and provide a collections security training program for staff.
» Expand access to resources
Expand access to the Library’s physical and digital resources through on-site, inter-library loan, and digital access programs.
• Assess the collections to insure that they meet the research and informational needs of users.
• Identify and make effective use of the latest technologies to enhance access to collections and resources.
♦ Number of items from the Library's collections served to users in print, manuscript, microform, and digital formats.
• Service: Deliver courteous, accurate, and efficient information services to our customers.
The Library seeks to excel in all areas of its service to the citizens of Virginia and patrons around the world. The Library strives to deliver accurate, timely, and friendly service in the areas of information reference, archives and records management, education, consultation related to the Library's archival collections, and consultation services with Virginia's public libraries. Service is a key part of the Library's vision to "engage Virginia's past to empower its future" by helping Virginia's citizens understand and appreciate the significance of Virginia's history, culture, and literary heritage.
» Engage and educate citizens
Engage and educate citizens and attract new customers through outreach and interpretive programs.
• Provide interactive and stimulating programs, workshops, social media and other forms of outreach to educate the public about the Library's resources and collections.
• Assess outreach programs that promote understanding of the collections and information content at the Library.
• Periodically assess changes in the demographic and cultural landscape of the Commonwealth in order to engage and serve new and emerging communities.
» Improve the quality of information resources and library services
Improve the quality of information resources and library services in Virginia's public libraries.
• Provide advice, assistance and counsel to public library staff, trustees, and supporters to improve services and develop useful collections of library materials.
• Consistently perform environmental scans for services, assets and innovations that may best serve Virginia public libraries.
♦ Circulation of public library materials.
» Enhance the effectiveness of Virginia's records management program
Enhance the effectiveness of Virginia's records management program by providing agencies with information and training materials on the proper handling of public records.
• Increase awareness of the records management program by offering training to agencies and presenting at professional workshops and conferences.
» Provide assistance to Virginia's public libraries
Provide assistance to Virginia's public libraries in order to foster quality library services to all Virginians.
• Promote and encourage attendance at library development workshops, training sessions and access to professional development opportunities for library staff of all ranks, including the annual library director meeting.
• Provide individualized assistance and consultation for library staff and stakeholders as needed on topics such as state reporting compliance, certification, stakeholder education and board management
• Serve as ex officio members on corresponding Virginia Library Association committees to ensure consistency of message and avoid duplication of efforts.
• Consistently evaluate and involve Virginia public library staff in identifying training needs.
» Achieve and maintain a high level of customer satisfaction.
Achieve and maintain a high level of customer satisfaction by increasing the efficiency and effectiveness of customer service.
• Assess the needs of major customer groups and constituencies through ongoing collaboration and interactions.
• Continue to review our public service plan to focus on quickly and effectively addressing customer's information needs.
• Provide continuing training on customer service skills.
• Measure customer satisfaction through online and in-person surveys at point of service delivery.
• Identify and make effective use of the latest technologies to enhance access to collections and resources,
♦ Percent of satisfied customers
• Organizational Excellence: Position the Library to effectively embrace new challenges and increasing responsibilities.
The success of the Library of Virginia depends on a strong foundation that supports all employees and nurtures a flexible leadership culture. We must develop a staff that shares a set of core values around service, efficiency, open government, and professional ethics.To achieve organizational excellence we must be responsive, adaptable, and integral to the communities we serve.
» Increase earned, non-general and general fund revenues
As an organization that relies on public tax-payer support as well as the contributions of private individuals, corporations and foundations, the Library of Virginia will ensure that both public and private support are allocated to the areas of greatest need and that such support is aligned with Library's mission and vision for the future. Increasing our revenues will allow the Library to better serve our customers by expanding collections, increasing access to our collections, and delivering programs and exhibitions that demonstrate the power and depth of our unique collections.
• Work closely with the Library of Virginia Foundation to coordinate efforts and improve marketing to attract and cultivate patrons and potential donors.
• Develop a legislative agenda to advance the Library's key role in promoting citizen engagement with Virginia's government, history and culture and in promoting consulting services to public libraries and state and local agencies.
• Identify and write proposals for grant opportunities that will support and enhance the funding of our collections, access and program projects.
• Promote the Library's records storage services and continue to search for cost effective strategies to increase revenue from the program.
♦ Per cent of records destroyed within 6 months of receipt of record destruction form (RM-3)
♦ Percent change in earned and grant revenue
» Encourage a culture of continuous improvement and accountability
For the Library of Virginia to move forward we must plan carefully and utilize our resources wisely to our users' best advantage. We must reexamine our business processes and reevaluate the benefits of our programs so that we are working in the most efficient and cost effective manner..
• Continue to improve the on-boarding program to foster an understanding of Library culture and build a foundation of knowledge about our mission, vision, goals and objectives, and the organizational structure, functions, and policies.
• Develop and implement a training program to build leadership and management capacity.
• Reinforce the practice of program and organizational assessment to all staff.
• Identify a core set of metrics to support the mission, vision, and strategic plan.
» Maintain and enhance an efficient and effective technology infrastructure.
Maintain and enhance an efficient and effective technology infrastructure.
• Plan for projected growth and cost-effectively implement new systems as appropriate to provide improved access and additional secure storage.
• Continually enhance security of systems and information with hardware and software solutions to prevent breaches and data loss, as well as strong security policies documented and enforced by a dedicated Information Security Officer.
• Efficiently manage and support infrastructure, systems, software and data, including patches, updates, upgrades, access and migration.
• Investigate and implement new technologies and methods for providing storage, access and data presentation, including increased use of social media, cloud services, remote hosting, and tablet support.
• Educational Readiness and Achievement: Engage and educate parents, teachers, and learners through programming designed to enhance early literacy readiness and to provide access to quality education resources for prekindergarten and K12 children.
This goal is critical in fulfilling the Library's mission to provide Virginians with access to the most comprehensive information resources and to elevate levels of educational preparedness and attainment of Virginia's citizens.
Education: Elevate the levels of educational preparedness and attainment of our citizens.
» Increase the number of children and teens who are served by public libraries through out-of school programs and summer reading programs.
Increase the number of children and teens who are served by public libraries through out-of school programs and summer reading programs.
• Partner with state agencies and community groups to maximize exposure and efficacy in service to Virginia young people through programs, support, and consultation.
• Provide training to youth services librarians and staff to engage and retain children and teens in programs and attendance
• Continue the Nature Backpack program in concert with the Virginia Dept of Conservation and Recreation and the Virginia Science Museum.
• Continue STEAM learning opportunities through STEAM hubs and STEAM Kit programs to Virginia Public Libraries
• Continue Summer Feed and Read programs with the Department of Education, providing enrichment and incentive to feeding programs.
♦ Number of participants in summer reading program and out-of-school programs
» Support caregivers as a child's first teacher.
Increase the capacity of caregivers to provide children with rich experiences that enable them to enter kindergarten ready to learn.
• The Library of Virginia will provide training and opportunities for library staff to enable caregivers to be a child's first teacher.
• The Library of Virginia will introduce the 1000 Things Before Kindergarten program, ensuring children have rich experiences that enable them to enter kindergarten ready to learn.
• Collaborate with other agencies, such as the Virginia Department of Health, Smart Beginnings, HeadStart and VSQI Day Care programs to market the program.
The LVA provides informational, educational, and research services and products for the citizens of the Commonwealth, state and local government, non-profit organizations, and individual users around the world. LVA’s services include:
Consulting services and training on the retention, storage, and conservation of records to 564 state and local agencies and nearly 1,500 records officers to ensure that they manage Virginia’s public records in accordance with the Virginia Public Records Act.
Access to government records and other collections through an array of guides, finding aids, and catalogs in a variety of formats, including searchable databases and digital collections on the Web.
Information and reference services on a wide array of subjects accessible both in-person and through contacts by mail, e-mail, and telephone.
Educational products and programs that provide both in-person and online resources and training, including digital content, traveling exhibitions, publications, and programming for K-12 educators, students, and life-long learners.
Extensive consulting services to Virginia's ninety-three public library systems and to other libraries in areas such as library administration, planning for excellence, children’s and youth services, trustee responsibilities, and technology.
The Library will continue to adapt its products and services to the needs of a public that is increasingly accessing information online by mounting more digital content as well as adjusting on-site services to best meet the needs of patrons who visit our physical locations.
The demand for digital access to collections and information is increasing exponentially as reflected in the increasing usage of databases and other LVA resources. The Library continues to support this growth by devoting significant resources to increasing the number of items/pages preserved through microfilming and digitization, and looking for ways to more quickly make born-digital electronic records accessible.
The Library of Virginia partners with the Virginia Department of Health Bureau of Vital Statistics and the Division of Motor Vehicles to make birth, death, marriage and divorce records more readily available to properly authorized citizens through local DMV offices.
According to research published in the journal, American Scientist, 95% of learning occurs outside of the classroom. Furthermore, this learning outside the classroom is critical to success in the classroom. Virginia recognized the importance of learning outside the classroom and provided for a system of library service to both enhance and support formal education. The Library of Virginia and the 93 public library systems provide a variety of services to support educators as well as more informal learning opportunities. The Summer Reading Program helps students maintain and improve reading skills over the summer. The Library also initiated and has continued a Summer Food Program, recognized as a governor's project for the Commonwealth of Virginia, by partnering with the USDA, the Virginia Department of Health, and No Kid Hungry. The Library of Virginia also partners with the Virginia Department of Conservation and Recreation and the Science Museum of Virginia to create nature-themed backpacks designed to help families and youth groups explore nature and learn science concepts while visiting a Virginia state park.
Find It Virginia provides students with a core set of resources available at school, at the library, and at home. These are heavily used by K-12 students in completing homework assignments. Find It Virginia also provides online homework help in math, reading and writing.
Authorized Maximum Employment Level (MEL) 198
Salaried Employees 122
Wage Employees 24
Contracted Employees 1
Changes in Customer Behavior and Use
The expectations of our current and future customers - the public, government, and other libraries and culture-heritage organizations - will significantly shape the Library's programs and budgets through the 21st century. Many of the reference services that users expected from us in the past are now provided by other online content sites. While the Library's in-person visitation has remained stable, online visitation has exploded. As with other cultural institutions nationwide and internationally, the Library must reconsider the role of the physical library and adjust services accordingly. This will mean a significant transformation of the Library's public service areas to accommodate different expectations and needs as well as further investment in technology to satisfy online users.
The content of government records is rapidly moving toward "born-digital" formats, and users are increasingly demanding digital access to collections and information. The issues of storage, migration, and access are continuous needs due to the often changing electronic formats. Since 2010, the number of these records has grown by 427 percent, to a current total of over 60 million. Library analysis estimates another 100 percent increase over the next five years.
The Library relies extensively on an Integrated Library System (ILS) and Digital Asset Management System (DAMS) to store, track and provide access to our collections. These major systems serve as the basis of the most important collection management protocols, from location control and materials acquisition to metadata, digital files and electronic archival records to public searching and accessibility. The Library has received funding for applications and related positions and has recently implemented a new ILS and is in process of replacing our DAMS with a new, more robust and security compliant system. The new systems will work together, provide searchability across multiple databases, and will provide a platform for digital preservation.
The Library continues to experience a staffing shortage that cuts across all areas of the Library. Currently 38 percent of our 198 authorized positions are vacant. Approximately 24 percent of our staff are eligible for unreduced retirement and 36% of the current full-time staff can elect to retire with a reduced retirement benefit. Our vacant positions combined with potential retirements over the next five years in our professional librarian and public service areas, presents a serious challenge for transference of institutional knowledge. Plus external salary pressures, especially in Information Technology, are making it increasingly difficult to retain talented staff without additional funding for necessary salary adjustments.
The agency also continues to face challenges with skill gaps, training budgets and meeting the needs of the citizens of the Commonwealth. In addition, federal funds (from the Library Services and Technology Act (LSTA) administered by the Institute for Museum and Library Services (IMLS)) appear to be in jeopardy due to budget proposals at the federal level. This LSTA funding currently supports the salaries of 18 full-time equivalent positions, including almost half of the Information Technology Division. The loss or significant reduction of these funds (currently $3.9 million annually) would be devastating to the Library of Virginia, as well as to our constituents, and to public libraries throughout the state and all citizens using their services.
The collections have grown exponentially since the Library's move to the new building in 1997, through legislative mandate, purchase, and donations. The Library's printed collection has grown to 3,000,000 books, periodicals, newspapers, pamphlets, government publications, microforms, and other materials .Since the move in 1997 the archival collections have expanded from 73,000 cubic feet (approximately 109 million manuscript items) to nearly 86,000 cubic feet (or approximately 129 million items) today. Taken as a whole, the Library of Virginia's holdings comprise the most comprehensive collection devoted to Virginia history, government, and culture in the world, documenting the unique role that Virginia has played in the evolution of the American experience.
The Library's primary focus is on improving in-person and online customer service, reorganizing staff to create efficiencies in its workforce, planning for physical changes to our public spaces for both visitor convenience and security, while also reviewing our collection plan. The Library expects changes in its in-person service model requiring the refitting of all public spaces. Likewise, anticipation of future user needs will require changes to the Library's organizational structure, especially in light of workforce realities. Long-term plans for expanding collections storage capacity are being explored to ensure the longer term preservation of the Commonwealth's records.
The Library has also explored and initiated partnerships and collaborations with other organizations with similar missions. By sharing expertise and resources, the Library and its partners can more efficiently and successfully carry out their work in areas such as civic engagement, information access, crowdsourcing, and educational programming.
IT Investments underway include:
Electronic records/Digitization: This continuing project focuses on LVA’s mandated responsibility to store and make accessible permanent archival materials received in all formats. Born-electronic and digitized records are collected, processed, cataloged, stored and made available. The technology needs related to these functions continue to grow at an accelerating pace as the creation and use of electronic resources continues to increase at a significant rate.
Virtual Environment Growth: To save money and increase efficiency and availability, LVA’s virtual environment has grown and will continue to grow to meet user needs for fast, seamless, anytime access to Library resources.
IT Plans include:
ILS/DAM Replacement: In June, 2019, LVA’s Integrated Library System was replaced with more robust, secure and fully-integrated ILS and discovery layer systems. The implementation of a new Digital Asset Management system is underway. The new Unified User Interface will allow users fully-searchable system-independent access to Library resources through a single interface and a digital preservation system will be fully implemented.
Infolinx Box Management System Upgrade: LVA’s box management system for archival material and the State Records Center storage facility is over 7 years old. The Library will be undertaking a significant upgrade within the next 12 months to add functionality and improve security.
Infrastructure Upgrade: The Library’s technical staff will be upgrading all of the out-of-scope network infrastructure switches that support LVA’s archival systems, staff and public services needs. Major funding for this endeavor is provided by the federal government’s e-rate Universal Services Fund.
BYOD Support: The Library’s Reading Rooms currently provide WIFI service to patrons, so we encourage them to “bring your own device”. As the number of different devices that patrons use continues to grow, the requirement for hard-wired PCs may decrease, but patrons will expect their devices to seamlessly connect to LVA applications for their research. The Library’s applications need to be continually updated to meet these changing needs.
The Library recognizes the challenges with staffing, workforce retirements, skill gaps, training budgets, and meeting the needs of the citizens of the Commonwealth. We employ a predominately professional and para-professional staff who are required to have advanced education and specialized training. Turnover has remained relatively low; however the average age of our staff creates the potential for a large segment to retire in the next five years. The loss of institutional knowledge is and will be the most difficult issue to overcome. Although we are taking the initiative to train, educate, and enhance staff performance, we cannot replace the years of knowledge once a staff member retires.
To address some of these issues, the Library provides training and educational opportunities as funding is available for interested employees. Cross training is also recommended as a means for employees to gain new skills and make them more competitive for internal vacancies. Our strategic planning process involves a large number of staff across all areas of the Library on planning committees to address issues such as how we deliver service to patrons, work space planning, leadership and development training along with traditional training opportunities. We review each recruitment opportunity to ensure we are recruiting positions that will assist in meeting our strategic goals. We review our retention strategies including teleworking and alternative/flexible schedules as a means to reduce turnover.
Library of Virginia’s collections are stored in environmentally controlled archives storage areas utilizing the latest technology to provide the environmental conditions and security measures necessary to preserve and protect the collections, while providing for public access to the maximum extent possible.
When the Library moved to a new building in 1997, the digital era was in its infancy. People who needed information usually had to go somewhere to get it. With the advent of smart phones, tablets, and digital access to almost everything, expectations have changed. Our ongoing review of the agency’s strategic plan has brought us to an awareness that the physical arrangement of the public spaces of the Library of Virginia Building does not adequately support the programming and access needs of our visitors. The idea behind transforming our space is a focus on the evolving needs of our users and on the impact that the Library can have on the vitality of the downtown community around us. We have completed some small scale renovations to develop a more attractive and customer-focused research and learning environment. We will continue to work towards a physical environment that can adapt quickly to changing needs and be a dynamic presence that attracts people of different ages and backgrounds to downtown to experience all that we have to offer.
Management of Public Records [13701]
Under the Virginia Public Records Act, the Library of Virginia has the responsibility for managing the records generated by all agencies and branches of state and local government. The Library consults with a network of 1,486 records officers across the state to develop retention schedules for agency documents; trains agency records officers in records management principles (including the latest electronic records management issues), practices, legislative requirements, disaster planning, and business recovery; operates a State Records Center that offers secure, low-cost storage for inactive records and security microfilm; provides confidential shredding services for the destruction of outdated records; and arranges for the transfer of records with permanent historical value to the state archives.
This service area aligns with the agency’s objectives to strengthen and preserve the Library’s collections and expand accessibility for the benefit of the user. As such, the management of public records is critical in fulfilling the Library’s mission to provide citizens with the most comprehensive information resources about their history and government and to preserve Virginia’s historical and cultural legacy. The effective and efficient management of Virginia’s public records ensures government information will be retained and available to Virginians when they need it and records of historical significance will be permanently preserved.
§ 42.1-1 The Library of Virginia
§ 42.1-85. Records management program
Development and promulgation of records retention and disposition schedules: A retention schedule describes the records created and held by an agency or administrative unit, establishes a timetable for the life cycle of the records series, prescribes an ultimate disposition for the records, and serves as the legal authorization for the disposition of public records. All agencies of government must have a current retention schedule in place to ensure proper records management. The Library is developing standards and guidelines for the secure storage of public records that are generated in digital format. The stipulations found in agency retention schedules apply to electronic as well as paper records, but retaining electronic files for future use in an age of rapidly changing technology poses numerous new issues and challenges, such as e-discovery.
Consulting services and training: The Library provides guidance and assistance on the effective and efficient management of public records to all state and local agencies and their designated records officers. The Library offers training for state and local records officers, in Richmond and at selected locations across Virginia, and online, in the basic principles of records management, the management of electronic records, legal requirements, and vital records/disaster planning.
Records storage, access, and destruction services: The Library operates the State Records Center, located in Henrico County, which provides secure, climate-controlled storage for inactive public records and for low-use archival records. Agencies pay fees that are competitive with those charged in the private sector to store their records in the Records Center until the retention period for the record series has expired. The State Records Center staff pick up and deliver agency records at no charge within the Richmond Service Area. The staff will pick up records outside of the Richmond Service Area for a quoted fee. They will deliver requested records via a commercial courier for those agencies outside of the Richmond Service Area with the cost of delivery charged to the agency. The State Records Center offers secure shredding services, to ensure that official records are destroyed safely and confidentially at the end of their life cycle.
Records retention and disposition schedules including standards for electronic records COV § 42.1-85A Required 358,000 0
Records consulting services and records management training COV § 42.1-85A, COV § 42.1-85D Required 10,237 0
Records storage including pick-up and delivery COV § 42.1-85A Discretionary 0 409,770
Increased demand for training and consultation services, due to the legislative requirements of the Health Insurance Portability and Accountability Act (HIPAA) and the Family Educational Rights and Privacy Act (FERPA), as well as media coverage of records-related scandals such as Enron/Arthur Anderson, passage of the Sarbanes-Oxley Act, and the recent e-discovery-related changes to the Federal Rules of Civil Procedure.
Expand confidential destruction services at the State Records Center to include computer media such as hard drives and tapes.
Promote higher degree of compliance in fulfilling the proper treatment of records as defined by appropriate Records Retention and Disposition Schedule once the period of retention has been met.
Insufficient staff to provide all the consulting, training, and scheduling needs of state and local agencies and to fulfill all the mandates of the Virginia Public Records Act. More staff available to consult with and train state and local agencies would likely lead to better records management practices and more efficient transfers of archival records. This would help lessen the backlog of unprocessed material mentioned in the Management of Archival Records service area (13702).
Initial Appropriation for the Biennium 368,237 409,770 368,237 409,770
Management of Archival Records [13702]
The management of archival records implements the Virginia Public Records Act by providing preservation and enhanced access to approximately 123 million original archival records of Virginia’s state government, circuit courts, citizens, counties, cities, and towns. The program ensures that microfilm and other media copies of permanent records meet national standards for long-term preservation. This service area (and corresponding budget allocation) is closely related to Service Area 13704, Archival Research Services, which manages the remaining two-thirds of the archival program dealing with state records and private papers.
This service area aligns directly with the Library’s mission to provide citizens with access to the most comprehensive collection of archival information about Virginia and its history. The effective and efficient management of Virginia’s public records ensures that government information will be retained and available to Virginians when they need it and that local records of historical significance will be permanently preserved and accessible.
§ 42.1-86 Essential Public Records
Access to archival records: In order to provide researchers with access to the valuable archival records from Virginia’s local and state governments and private individuals and entities, Library staff must organize the collections, place them in a logical arrangement, create accurate finding aids, and enter authoritative online catalog records into searchable databases for easy retrieval.
Preservation and conservation: Original archival materials frequently come to the Library showing the results of years of custodial neglect. Preservation or conservation treatment is frequently required before the material can be accessed by the public.
Consultation on archival records management: Staff provides expert consultation services to state agencies, the citizens and private institutions of the Commonwealth, circuit courts, counties, cities, and towns on the management of archival records, including the inventory, assessment, conservation, storage, and security requirements for records deposited in the Library or held within local courthouses and other facilities.
Quality control: The Library’s security storage service provides quality control inspection of microforms of permanent records produced from a variety of sources and the monitoring of conditions suitable for long-term storage of electronic and other preservation media.
Access to archival records COV § 42.1-86 Required 67,280 561,000
Preservation and conservation of archival records COV § 42.1-86, COV § 42.1-87A Required 66,000 485,000
Consulting on management and care of archival records COV § 42.1-87A Required 66,000 481,000
Quality control of storage center environment/microforms COV § 42.1-87A Required 0 241,122
The increase in the number of electronic records created by governmental bodies requires careful planning for storage, monitoring for degradation, maintenance of integrity, and software compatibility – all issues for which there is not a ready answer and will require increasing amounts of research, education, funding, and staff time.
The Technology Trust Fund established by Section 17.1-279 of the Code of Virginia encourages development and implementation of land records automation plans and for clerks of court to provide remote access to land records throughout the Commonwealth. Archival preservation and storage of these important permanent records will be a focus in future planning for this service area.
Continuing transfer of traditionally formatted [i.e., paper] archival materials requires staff time, supplies for archival housing, and storage space. Rapidly decreasing storage capacity within LVA facilities requires careful monitoring.
Adequate and consistent funding is needed for processing, conserving, storing and making available archival materials.
The growing prevalence of alternative formats [digital, electronic, video, sound] present new and often costly challenges to staffing and supply needs. Maintenance and specialized storage requirements are issues that must be faced. The rapid increase in “born-digital” archival materials presents an enormous challenge – the issues of storage, migration, and access are continuous needs due to the uncertain stability of fragile electronic formats.
With the increasing demand for the online availability of records from the collection, there is an increasing demand for staff to provide ready access through the Internet and other technological means, as well as the necessity for maintaining material in an age of rapidly changing technology.
Consultation and research assistance is affected by changing local and national economic conditions. Increased costs of gasoline, for example, can result in fewer visits to localities by Library staff. Since an important funding source for this service area is revenue generated by fees collected at the time of recording of certain legal documents, programs and services are being impacted by a decline in recording activities.
The accelerating growth of e-media will require a digital records center for the secure storage of inactive state and local digital records.
Our archival backlog continues to grow as insufficient staffing levels cannot keep up with processing of archival records.
Initial Appropriation for the Biennium 199,280 1,768,122 199,280 1,768,122
Historical and Cultural Publications [13703]
The Library of Virginia’s historical and cultural outreach program, which dates back to 1905, coordinates the agency’s publishing activities as well as its exhibitions, educational outreach, and other public programming. The program includes coordination of the Library’s lectures, book talks, symposia, and workshops; publication of the Library’s magazine Broadside, and other print publications; K-12 programs including an annual teacher’s symposium, the Brown Teacher’s Research Fellowship, and specialized tours and programs for core library constituencies and organizations; an extensive on-site and traveling exhibition program; content development for the Library’s Web site Virginia Memory, development of resources and digital content for Document Bank of Virginia, the Library’s K-12 portal for teachers and students; and content for other online partnerships such as Encyclopedia Virginia; and research support and content development for and in collaboration with other state agencies and commissions.
This service area directly fulfills the Library’s mission to preserve the legacy of Virginia’s culture and history, thereby significantly contributing to public access to the most comprehensive information resources for and about Virginia. This service area also meets the Library’s strategic objective to offer stimulating educational programs to educate the public about the Library's resources and collections and to promote civic engagement with the citizens of the Commonwealth.
§ 42.1-3.1. (v) Do such other things as it deems proper to promote education in the realm of history and library and archival science throughout the Commonwealth.
§ 42.1-11. Editing and publishing state records and other special matter; list of publications.
Historical, literary, genealogical, and other programs including research workshops, publications, literary events and symposia that promote Library resources, train researchers to use our collections, highlight important literature by Virginians, and promote civic engagement with Virginia residents on important national and state issues. Also includes high-quality exhibitions that highlight the Library’s extensive holdings and explore important facets of Virginia's history and culture by using the most effective techniques to translate that content to a broad audience and K-12 students.
Production and editorial assistance with the agency’s multiple informational print and digital publications, including the Library’s E-newsletter, annual reports, brochures, exhibitions, and research notes and guides for researchers, educators, government, and the general public.. Also includes the publication of Broadside, The Library of Virginia’s quarterly magazine which captures the exciting work of the Library’s and Foundation’s staff members, highlights the rich collections of the Library, provides timely notice and marketing for Library programs and events, and aids private fundraising for every facet of the Library mission. Also includes development of a wide range of web resources for students, teachers, and researchers for inclusion on the Virginia Memory website and Document Bank of Virginia websites, offering essays, research guides, documents, and pictorial materials that can be used in part to support Virginia’s Standards of Learning.
Historical, literary, genealogical, and cultural research workshops, symposia, and other programs including exhibits COV § 42.1-11, COV § 42.1-3.1 Discretionary 175,161 344,207
Develop,edit, and publish content in various media and publications COV § 42.1-11, COV § 42.1-3.1 Discretionary 160,000 0
Program development requires greater collaboration across Library departments and with outside partners to maximize the audience reached and the quality of our product.
Consortia will increasingly become the most effective way to coordinate and develop wide-ranging, complex educational and content initiatives, such as the Library's current partnership with Encyclopedia Virginia.
The Library's strategic plan calls for more robust statewide programming; interest in traveling exhibits and in distance-access to lectures and other public programs will continue to grow and will require additional resources and innovation in content delivery.
Citizens’ and government’s growing need for e-access to Library resources requires an ever-increasing need to convert traditional print materials to electronic format.
Keeping pace with this product demand will substantially increase pressures on the Library’s budget, in some cases requiring dual-format or “born-digital” publication.
Developing, designing, and mounting additional materials to the Library’s website creates substantial additional demand on the Library’s publications and information-technology programs.
The rapid pace of technological change will also require that the Library designate sufficient budget resources in order to re-position its publication and educational programming initiatives.
This change will likewise require significantly enhanced training in digital-content development and revised staffing assignments, so that multiple departments can together address a variety of specialized tasks formerly completed within a smaller group.
Initial Appropriation for the Biennium 335,161 344,207 335,161 344,207
Archival Research Services [13704]
The Library’s research services program implements the Virginia Public Records Act by providing protection and enhanced access to original state and local government and Virginia-related personal, business, organization, and church archival items in the Library collections. It also provides research assistance and collection access to the general public, specialized researchers, media, other information providers, and to Virginia state and local governmental agencies seeking information from approximately 123 million original archival items in the Library collections dating from the earliest settlement of Virginia to the present.
The service area aligns directly with the Library’s mission and strategic objective to provide access to the Library's comprehensive collection of archival information about Virginia and its citizens.
§ 42.1-11 Editing and publishing state records and other special matter; list of publications.
Provide convenient, accurate, and customer-friendly service to patrons seeking access to information resources and the archival records that make up the documentary heritage of the Commonwealth. Provide this service both in-person and through contacts by mail, e-mail, online chat, telephone and fax.
Produce and disseminate collection guides, reports, and finding aides, research notes, bibliographies, and authoritative online catalogue records to facilitate the fullest access to information and the valuable materials in the collections of the Library of Virginia.
Processing, arrangement and description of original archival items to promote access to this material by researchers within the Commonwealth and around the world.
Develop the resources and collections of the Commonwealth, not only the Code-mandated collection of Virginia state agency records, but also Virginia-related, non-governmental materials that compliment those collections and provide a more intimate/human face to history by documenting the thoughts and daily activities of individual Virginians.
Assistance with accessing information resources and archival records COV § 42.1-86, V§ 42.1-3.1 Required 669,000 0
Produce and disseminate collection guides, finding aides, etc. COV § 42.1-86, COV § 42.1-11 Required 100,000 0
Process, arrange, and describe original archival materials COV § 42.1-86, COV § 42.1-111, COV § 42.1-1 Required 303,307 64,115
Develop resources and collections of the Commonwealth COV § 42.1-86.1, COV § 42.1-11, COV § 42.1--1(3), COV § 42.1-11, COV § 42.1-11 Required 100,000 0
Streamlining and simplifying access to information and staff expertise is being implemented through a new service plan. At the same time, changes to the physical layout of the Library's public spaces are ongoing.
Increased creation of electronic records requires careful planning for storage, monitoring for degradation, maintenance of integrity, and software compatibility – all issues for which there are no ready answers and will require increasing amounts of research, education, funding, and staff time.
The assumptions and expectations of users of information have changed significantly with the rise of Google and online research products such as Ancestry,com Customers not only expect a more seamless research experience but also frequently (and incorrectly) assume that most information is online.
The increasing demand for the online availability of records from the collection has brought about an increasing demand for staff to create access points as well as the necessity for maintaining this material in an age of rapidly changing technology. It also highlights the need to seek collaborations and partnerships with other information providers.
Consultation and research assistance is affected by changing local and national economic conditions. Increased costs of gasoline, for example, can result in fewer visits to the Library by families traveling on vacation. The same conditions can contribute to increased contacts by mail, telephone, fax, e-mail and online chat.
Continuing transfer of traditionally formatted (i.e., paper) archival materials requires staff time, supplies for archival housing and storage space. Funding for materials and rapidly decreasing storage capacity within Library facilities are issues which continually need attention.
The advent of alternative formats (digital, electronic, video, sound) present new and often costly challenges to staffing and supply needs. Maintenance and specialized storage requirements are issues that must be faced. The rapid increase in born digital archival materials presents an enormous challenge: the issues of storage, migration, and access pose continuous concerns due to the uncertain stability of fragile electronic formats and constantly changing technology.
Initial Appropriation for the Biennium 1,172,307 64,115 1,172,307 64,115
Conservation-Preservation of Historic Records [13705]
The Library of Virginia’s conservation-preservation program provides for the repair, stabilization, cleaning, reformatting, and storage of significant manuscript, printed, pictorial, art, and other special collections. The program increases access and enhances the Library’s collections through professional stewardship of a vigorous conservation-preservation program comprising several public-private partnerships as well as maintaining a professional conservator on staff. Partnerships with Etherington Conservation Services, of Greensboro, North Carolina, extend the effectiveness of our in-house conservation program by offering an wide array of specialized conservation laboratory services that broaden the Library’s ability to address incredible range of conservation issues encountered through such vast and diverse collections, while the partnership with H-F Group Bindery Services for collection-specific binding, boxing, and other protective measures for archival collections as well as books, periodicals, and other printed materials.
Several other preservation partnerships pertain to the Library’s efforts to offer digital access to collection items in order to ensure that original items are not damaged through frequent use and handling as well as to broaden the availability of the Library’s collections through online access. The partnership with Backstage Library Work's Digital Collection and Preservation Services Division, of Bethlehem, Pennsylvania, for highly technical microfilm, digitization, and other archival-quality reformatting services available onsite and in specialized facilities, and the American Antiquarian Society, of Worcester, Massachusetts, to duplicate by microfilm Virginia-related manuscript and newspaper collections located in their collections. Other cooperative programs focused on newspaper-preservation include a public-private partnership with ProQuest/University Microfilms of Ann Arbor, Michigan, for the detailed reformatting and preservation of Virginia newspapers, as well as the Library’s association with the National Digital Newspaper Project, a long-standing collaboration between the Library of Congress and the National Endowment for the Humanities to establish an electronic resource, to stabilize, conserve, reformat, and provide online access to Virginia newspapers;
The Library also provides consultation and coordination services for the Capitol, the Executive Mansion, the Supreme Court, and Capitol Square agencies for the care, conservation, and exhibition of painting, sculpture, and other artwork.
This service area aligns with the agency’s objectives to strengthen and preserve the Library’s collections and to expand accessibility for the benefit of the user. The service area also meets several of the Library’s primary strategic objectives by increasing and enhancing the Library’s collections through professional stewardship of a vigorous conservation-preservation program, managing and preserving Virginia’s public records according to the highest archival standards and practices, and utilizing the latest technology and the highest technical standards to safeguard the Commonwealth’s irreplaceable historical and cultural collections.
§ 42.1-87. Archival Public Records
Full-service Conservation Laboratory facilities, for the mending, stabilization, de-acidification, and cleaning of manuscript and printed paper items.
Full-service Reformatting Laboratory facilities, for the preservation reformatting of Library collections to film, microform, and electronic format.
Full-service Media Services for the quality control, inspection, and secure archival storage of microform, photographic, electronic, audio, and video materials.
Full-service consultation and coordination for conservation-preservation of the Commonwealth’s painting and sculpture collections.
Conservation laboratory services including mending, stabilization, de-acidification, and cleaning of manuscript and printed paper items. COV § 42.1-86, COV § 42.1-87 Discretionary 66,061 0
Reformatting laboratory services including preservation reformatting of Library collections to film, microform, and electronic format. COV § 42.1-86, COV § 42.1-87 Discretionary 90,000 0
Media services including the quality control, inspection, and secure archival storage of microform, photographic, electronic, audio, and video materials COV § 42.1-86, COV § 42.1-87 Required 7,000 0
Consultation and coordination for conservation-preservation of the Commonwealth’s painting and sculpture collections. COV § 42.1-1 (4), EXECUTIVE MEMORANDUM 1-98 (GOV. GEORGE ALLEN) Required 12,000 0
Customer demand for online historical resources increased with the Commonwealth’s four-hundredth anniversary, placing additional pressure on conservation-preservation workflow and resources. This demand is expected to continue to increase due to the growing computer literacy of the public at large and their expectations for increased digital access to the Library’s assets.
The demand will likewise require significantly enhanced training in conservation-preservation and reformatting procedures and revised staffing assignments, so that multiple departments can together address a variety of specialized tasks formerly completed within a smaller group.
The growth of product demand will also significantly increase the Library’s reliance on public-private partnerships, which with adequate funding will provide several opportunities to increase services substantially while effectively investing resources.
Citizens’ and government’s increasing demands for e-access to Library resources require that web-mounted collections are first conserved, then scanned, organized by meta-data, archived electronically, and later migrated to other digital platforms.
Keeping pace with this product demand substantially increases pressures on the Library’s traditional conservation-preservation budget.
Significantly escalating the number of conserved and reformatted materials available on the Library’s website places substantial additional demand on the Library’s information technology infrastructure.
The rapid pace of technological change will require that the Library designate sufficient budget resources in order to maintain its conservation-preservation infrastructure.
In addition, the breadth of expertise now required for the laboratory conservation of rare materials, the preservation of that material by specialized microform and digital reformatting for ready access, and the safe, secure storage of the resulting electronic files all necessitate a range of knowledge and experience never before required on such a scale. Moreover, the expertise needed is highly marketable, which in turn raises critical issues related to recruitment and retention.
Increased agency and public demands for electronic access via the web to archival collections will increasingly impact on the staff time, agency’s technological infrastructure, and available funds for conservation-preservation. Traditional formats will continue to be created and need attention but funding for mounting and making accessible as well as permanently maintaining electronic records has not been added to our budget.
Initial Appropriation for the Biennium 175,061 0 175,061 0
Circuit Court Record Preservation [13706]
The Library of Virginia’s Circuit Court Records Preservation (CCRP) program provides grant funding to assist localities in the preservation, organization, processing, reformatting, and access to Circuit Court records.
This service area directly fulfills the agency’s goal to strengthen and preserve the Library's collections and expand accessibility for the benefit of users. The service area also meets several of the Library’s primary strategic objectives by increasing and enhancing the Library’s collections through professional stewardship of a vigorous conservation-preservation program, managing and preserving Virginia’s public records according to the highest archival standards and practices, and utilizing the latest technology and the highest technical standards to safeguard and provide access to the Commonwealth’s irreplaceable historical and cultural collections.
§ 17.1-275 Fees collected by clerks of circuit courts
Grants program to fund the onsite assessment, organization, processing, reformatting, and public access to Circuit Court Records.
Grants program to fund the onsite assessment, organization, processing, reformatting, and public access to Circuit Court Records. COV § 17.1-275.A.2 0 1,012,045
Customer demand for reformatted materials, particularly to electronic media, will guide much of the Library’s thinking as it revamps its Circuit Court Program to provide these much-needed services.
The Library will also assess and enhance its Circuit Court Grants Program in order to be as responsive as possible to changing needs ranging from basic archival services such as collection inventory to wide public access to digital collections.
Virginia’s Circuit Courts sustained significant budget reductions in 2002, 2008, 2009 and 2010 that have not been restored. At the same time citizens’ and government’s increasing need for rapid e-access to information, especially court records, places considerable pressure on already stretched fiscal and staff resources, which in turn will affect the Library’s Local Records Program—with far higher needs for consultation, archival, and reformatting services.
In particular, digital scanning is growing at an unprecedented pace. Circuit Court Land Records, for example, are being fully scanned and made available online at a remarkable rate. This will also lead to significantly heightened expectations for other major scanning efforts.
Traditional paper records, however, remain very much a part of each Circuit Court and increasingly consume valuable space and staff attention. Thus these older materials will still require organization, processing, reformatting and space.
The rapid pace of technological change coupled with the Library’s long-standing archival responsibilities will require that the Library somehow designate sufficient budget and staff resources to address its now two-fold mission to care for electronic and paper records.
In addition, the breadth of expertise now required for collecting, organizing, and archiving electronic records requires skill sets never before required on such a scale, which in turn raises critical issues related to recruitment and retention.
Initial Appropriation for the Biennium 0 1,012,045 0 1,012,045
Cooperative Library Services [14201]
The Library of Virginia, as the state library agency for the Commonwealth, is charged with fostering cooperation and networking among the state’s public, academic, special, and school libraries.
The Library fulfills this function in a myriad of ways: participating in consortia such as the Richmond Academic Library Consortium and the Virtual Library of Virginia initiative; participating as a net lender in a statewide interlibrary loan program; and planning, preparing materials for, and training library staff in all manner of professional development. The Library’s primary cooperative activity consists in providing Virginia citizens (including kindergarten through high school students) with round-the-clock access to a cluster of information databases known as Find It Virginia that offer a wide array of information on current events, world and American history, education, health, business, government, and the media – to name only a few. The Library negotiates the licenses for, manages, maintains and markets these databases, which would not otherwise be available to Virginians.
This service area is critical in fulfilling the Library’s mission to provide Virginians with access to the most comprehensive information resources and to be the lead library agency in the state, fostering cooperation among all libraries including the ninety-one public library systems, K-12 teachers and students, and the community colleges.
Licensing agreements that provide access for Virginia libraries and citizens to a series of powerful research databases known as Find It Virginia. Included in this grouping are a wide array of learning and eLibrary databases with citations and full texts of newspaper, journal, and magazine articles, bibliographies, research papers, business reports, radio transcripts, and many other Internet resources. None of these are available to individuals on their own, but are made possible through federal IMLS funding administered by the Library.
Materials, planning, and training workshops for a statewide Summer Reading Program for children and young adults
Literacy/Early Childhood Education is provided through materials, planning and training for caregivers to become a child’s first teacher, including 1000 Things Before Kindergartens and Every Child Ready to Read.
The Library participates as a net lender in a statewide and national interlibrary loan network, sharing the Library’s resources with readers and researchers across the state and the country and obtaining for government officials, agencies, and LVA patrons works that the Library does not own. This service helps libraries in Virginia avoid duplication and maximize the buying power of their extremely limited fiscal resources.
Access for Virginia libraries and citizens to a series of powerful research databases known as Find It Virginia. COV § 42.1-1(7) 20 U.S.C. ch. 72, subch. II § 9121 (9); § 9141 (a2) Required 3,000 2,000,000
Statewide Summer Reading Program for children and young adults made available through Virginia’s local public libraries COV § 42.1-1(7) 20 U.S.C. ch. 72, subch. II § 9121 (5); § 9134 (6 a, b); § 9141 (a1) Required 3,000 200,000
Literacy/Early Childhood Education COV § 42.1-1(7) 20 U.S.C. ch. 72, subch. II § 9121 (6); § 9134 (6c); § 9141 (a1) Required 2,000 150,000
Net lender in a statewide and national interlibrary loan network COV § 42.1-1(9) Discretionary 0 100,000
Increased focus on out of school learning particularly with partners such as the Science Museum with emphasis on STEM and STEAM learning
Increased focus on Literacy/Early Childhood Education is provided through materials, planning and training for caregivers to become a child’s first teacher, including 1000 Things Before Kindergartens and Every Child Ready to Read.
Increased focus on adult lifelong learning needs, from adult basic education needs, English as a Second Language Learning needs, and on-going enrichment.
Declining funding at local, state, and national level
Initial Appropriation for the Biennium 8,000 2,643,222 8,000 2,643,222
Consultation to Libraries [14203]
The Library’s library development and networking program provides expert consultation and advice to libraries across the Commonwealth in areas such as library administration and management, services to children and youth, trustee development, support groups such as friends of libraries, technology, planning, networking, and library construction. The primary constituency for these services are the ninety-one public library systems in Virginia, but services are also provided to school library media specialists, local governments and boards, state agency libraries, library foundations, and professional organizations.
This service area fulfills the Library’s mission and goals by providing assistance and counsel to foster well-managed public libraries offering high quality services.
Training for new library directors, for developing skills of mid-level managers, and for library foundations and friends groups
Provide statistical reporting software (Bibliocollect and Bibliostat)
Provide the Virginia Public Library Trustee Handbook and the Planning for Library Excellence standards document.
Training for new library directors, for developing skills of mid-level managers, and for library foundations and friends groups COV § 42.1-1(7) 20 U.S.C. ch. 72, subch. II § 9121 (6); § 9134 (6c); § 9141 (a3A) Required 50,000 210,669
Provide statistical reporting software (Bibliocollect and Bibliostat) COV § 42.1-1(7) 20 U.S.C. ch. 72, subch. II § 9121 (9) Required 50,000 150,000
Provide the Virginia Public Library Trustee Handbook and the Planning for Library Excellence standards document. COV § 42.1-1(6), COV § 42.1-1(7) 20 U.S.C. ch. 72, subch. II § 9121 (6); § 9134 (6c); § 9141 (a3A) Required 50,000 100,000
Increased focus on new library directors and developing skills of mid-level managers
Training focused on the 2014 Competency Index for the library field
The Library has limited staff resources to devote to library development activities. With additional staff, services could be expanded in areas that would greatly assist public libraries.
The Library’s library development and networking activities are entirely dependent on the federal LSTA program. Should this funding stream cease, Virginia’s library development program would have to seek state funding or be drastically curtailed.
The impending retirement of the baby boom generation is expected to create a shortage of librarians, particularly librarians with management experience to serve as library leaders, as fewer young people are entering the profession at the present time.
Changing demographics, particularly the aging of Virginia’s population and its increasing diversity.
Technological changes that cannot always be predicted have a profound effect on library services and library planning.
An independent study has recommended changes that impact services including continuing education, standards, training needs, and funding.
Initial Appropriation for the Biennium 278,590 460,669 278,590 460,669
Research Library Services [14206]
This service area comprises those technical and public service components necessary to provide sophisticated management of a growing collection of over 2.8 million published volumes of monographs, serials, and newspapers, digital resources, state and federal documents, as well as unique and rare collections of prints, maps, photographs, engravings and other works of art and make information from and about these Library holdings readily available to the general public, specialized researchers, media and other information providers, and to Virginia state and local governmental agencies. Services included are the cataloging of the general and special library collections, physical management and delivery of the collection to customers on demand, direct and indirect research services for those seeking information from or about the collection, administration and management of the Virginia State Documents Depository System, and participation in the Federal Depository Library Program.
This service area is critical in fulfilling the Library’s mission to provide Virginians with access to the Library's comprehensive information resources and aligns with the Library's strategic objective of achieving and maintaining a high level of customer satisfaction. It also directly fulfills the agency’s goal to strengthen and preserve the Library's collections and expand accessibility for the benefit of users. The service area also meets several of the Library’s primary strategic goals by increasing and enhancing the Library’s collections through professional stewardship of a vigorous conservation-preservation program, managing and preserving Virginia’s public records according to the highest archival standards and practices, and utilizing the latest technology and the highest technical standards to safeguard and provide access to the Commonwealth’s irreplaceable historical and cultural collections.
§ 42.1-10 The Library of Virginia
Research services: Logical arrangement, accurate finding aids, authoritative online catalog records, and responsive reference, retrieval and delivery services make it possible for users to access and obtain information from the valuable materials in the collections of the Library of Virginia.
Collection development: Staff seeks currently published and rare materials worldwide that are published about Virginia or written by Virginians, as well as published material that contributes to an understanding of Virginia’s people, history and culture.
Collection guides, reports, and finding aides, research notes, and bibliographies: These products are produced by the staff to describe and aid in the use of collections, as well as provide periodic information on recently received materials.
Documents Depository Program: The State Documents Depository Program provides the citizens of the Commonwealth with free access to publications produced by state government agencies, boards, commissions and other government entities by collecting and distributing publications to 11 designated depository libraries around the state. The Library also serves as a depository library for federal publications, receiving, processing, and providing access to 46 percent of all printed and electronic publications issued by the federal government.
Consultation and research assistance: This service takes place both in-person and through contacts by mail, e-mail, telephone and fax. Because of the specialized knowledge acquired in many areas, such as rare books, staff can provide information requested, copies of sources requested, or make referrals to additional resources.
Research services COV § 42.1-1(6) Required 1,390,515 0
Collection development COV § 42.1-1(3), COV § 42.1-10 Required 399,000 323,098
Collection guides COV § 42.1-1(3) Required 300,000 0
Documents depository program COV § 42.1-1(3) Required 150,000 0
Consultation and research assistance COV § 42.1-1(6) Required 460,000 0
Streamlining and simplifying the Library's registration procedures and access to information and staff expertise will be implemented through a new service plan. At the same time, planning for changes to the physical layout of the Library's public spaces will be ongoing.
Anniversaries such as the World War I and II commemorations and the approaching commemoration of the founding of Virginia House of Burgesses in 1619, as well as the increasing popularity of genealogy continue to generate demand for the use of library historical resources, reference services, and specialized knowledge.
Customer demand for reformatted materials, particularly to electronic media, will guide much of the Library’s thinking as demand of online accessibility
The exclusive ownership of many commercial reference and content databases by private companies with constantly rising fee structures has an enormous impact on information availability and services. Dwindling budgets and rising costs have limited the number and types of databases that the Library can make available to citizens.
The growing availability of alternative formats (digital, electronic, video, sound) present new and often costly challenges that impact budgetary, staffing and supply needs. The increasing demand for the online availability of material from the collection has affected the acquisition of sources in traditional formats. Online resources have a continuing cost that is higher than materials acquired in traditional formats.
Initial Appropriation for the Biennium 2,699,515 323,098 2,699,515 323,098
State Formula Aid for Local Public Libraries [14301]
This service area is responsible for administering, according to a formula specified in the Code, the Commonwealth’s financial assistance program for the state’s public libraries that meet the Code definition for eligibility.
This service area is critical in fulfilling the Library’s mission to provide Virginians with access to the most comprehensive information resources and aligns with the Library’s goal to foster quality library service in the Commonwealth.
§ 42.1-46. Library policy of the Commonwealth
§ 42.1-47. Grants for development of library service
The State Aid grant program, with responsibility for distributing the $16.3 million state aid appropriation.
Administer the state aid to local libraries COV § 42.1-47 Required 17,233,584 0
Library service in the Commonwealth will be affected if the state aid appropriation changes, whether increased or decreased.
The Himmel and Wilson consultants' study of public libraries in Virginia, "Inventing the Future of Public Library Service in Virginia", includes several recommendations affecting library products and services.
Several critical statewide library issues related to the state-aid formula (such as equalization, full funding, and collaboration/cooperation, library director certification, and internet filtering) are likely to be addressed by future legislation, requiring changes to current services.
At the present time, the state-aid formula is not fully funded by the General Assembly, causing hardships for libraries across Virginia.
Requirements and guidelines for state aid may be affected if the General Assembly acts on several of the recommendations contained in a 2001 JLARC study of state aid in the Commonwealth.
Initial Appropriation for the Biennium 16,483,584 0 16,733,584 0
Administrative and Support Services [199]
See Service Areas 19901, 19902 and 19915.
Initial Appropriation for the Biennium 8,377,320 1,902,375 8,248,115 1,902,375
General Management and Direction [19901]
This service area provides the management and administrative support essential to being a well-managed agency of the Commonwealth. The functions included in this service area are Library Board, Executive Management, Human Resource Management, Fiscal Services, Public Information Services, and Photographic and Digital Imaging Services.
These services align directly with the Library’s mission by providing the human, fiscal and physical resources necessary to support the other service areas according to best-management practices and standards.
§ 42.1 The Library of Virginia
Provide employment, benefits, employee relations, training and compensation services to the Library staff and management as well as consultative services to public libraries directors throughout Virginia. These services support the staff and management of the Library and the public libraries of Virginia and ensure that they are well-equipped to deliver programs and services that will preserve the culture and history of the Commonwealth.
Provide comprehensive accounting, budget, financial reporting, procurement and support programs, managing fiscal resources of the Library within the guidelines and requirements promulgated by the Commonwealth and in compliance with Federal program regulations.
Provide agency brochures, the Library’s E-newsletter,, the bill tracker of legislation affecting libraries and the Library of Virginia, the annual report, news releases and the Library’s Web site and events line.
Provide photographic and digital imaging services including digital imaging, photography, traditional printing, microfilm prints and digital prints of maps, archival materials, papers, drawings, documents, photographs, plates, rare books, and the Commonwealth's art collection.
Provide employment, benefits, employee relations, training and compensation services COV § 42.1-1 Required 404,000 0
Provide financial, procurement, and support services services COV § 42.1-1 Required 1,379,000 0
Provide information to the public COV § 42.1-1 Required 200,000 0
Provide photographic and digital imaging services COV § 42.1-1 Required 555,000 0
Increasing customer demands, both internal and external
Increasing reporting and regulatory requirements
Uncertain state and federal funding levels
State and federal mandated requirements
Initial Appropriation for the Biennium 2,742,156 688,960 2,742,156 688,960
Information Technology Services [19902]
Information Technology Services provides the technology infrastructure and technological management to allow users of Library information easy, highly available and efficient access to data and systems without compromising systems security. IT supports efforts to preserve information through the use of Library technology and provides data storage and redundancy, preservation and security of digital and electronic records. IT also provides high-speed internet access and public wireless network connectivity; database applications development; website development and maintenance; social media support; policy and procedures development and implementation; and project planning and implementation support.
This service area directly aligns with the Library’s mission of preserving the culture and history of Virginia and providing access to information resources about Virginia. It aligns with the Library’s goals related to collections, service and organizational excellence to use appropriate technology and high technical standards to safeguard and provide access to Virginia’s historical collections and information resources. This service area also aligns with the long-term objectives established by the Council on Virginia’s Future, to “be recognized as the best managed state in the nation” and to “protect, conserve, and wisely develop our natural, historical, and cultural resources”. Finally, it aligns with the governor’s objectives to encourage innovation and to make government accessible and efficiently managed, as well as VITA’s requirements that technology bring business value through constituent service, operational efficiency and strategic alignment.
§ 42.1-79.A Records Management function
§ 42.1- 86.01 Records may be retained in electronic medium
Easy, efficient access to Library collections, high speed internet access and public wireless connectivity
Secure, redundant data storage and preservation
Management and maintenance of Library’s technology infrastructure, including public Reading Rooms
Technical support, including administration of the Library's integrated library and digital asset management systems
Information security policy development and implementation; business recovery and planning.
Electronic and digital records management and policy development
Technology consulting, internal project management, and project planning and implementation
Internal project management, project planning and implementation.
Database and website applications, development, and maintenance.
Social media support and management of multiple listservs
Easy, efficient access to Library collections, high speed internet access, and public wireless connectivity COV § 42.1-79.A Required 240,000 0
Secure, redundant data storage and preservation COV § 42.1-79.A Required 210,000 500,000
Management and maintenance of Library’s technology infrastructure, including public Reading Rooms. COV § 42.1-79.A Required 120,000 215,000
Technical support, including administration of the Library's integrated library and digital asset management systems COV § 42.1-79.A Required 340,000 104,106
Electronic and digital records management and policy development COV § 42.1-79.A Required 250,000 0
Information security policy development and implementation; business recovery and planning COV § 42.1-79.A, COV § 42.1-86 Required 200,000 0
Technology consulting. internal project management, project planning and implementation COV § 42.1-79.A Discretionary 50,000 0
Database and website applications development and maintenance COV § 42.1-79.A Required 914,000 0
Social media support and management of multiple listservs COV § 42.1 Discretionary 60,599 0
The demand for new services and more access continues to increase from both internal and external customers.
Improved and broader access to data, securely and at faster speeds requires technology upgrades at an escalating pace, as well as quick adoption of new ways to present data.
Growth and complexity of electronic resources necessitates new services to be provided, such as policy/procedure/guideline development, project management for new digitization projects, and electronic records retention and archival preservation standards and services.
Long-term and permanent secure retention of electronic records requires new models to be tested and implemented (and sometimes invented).
Recurring costs after initial investment in equipment, software and the Library’s infrastructure.
Uncertain funding at the state and federal level.
Inadequate funding to meet the challenges of rapidly expanding electronic/digital record storage, security, access and long-term preservation needs. Funding priorities include both new and expanded technology and additional technical staff.
Potential funding cuts and/or cost increases would likely reduced customer services.
Increasing customer demands also impact service as adequate staffing levels must be maintained.
State-mandated requirements and high costs along with a continuing escalation of costs make affordability a major issue, especially given the state's reluctance to fund these increases, not let agencies with the necessary infrastructure make their own more favorabel and affordable technology decisions. Also, inflexibility in using state higher education and federal procurement contracts that often provide more favorable price points drive up costs and lower efficiencies. The situation is further complicated by the need for VITA to generate revenue and technology decisions influenced by a private profit-driven company.
Initial Appropriation for the Biennium 2,513,804 819,106 2,384,599 819,106
Physical Plant Services [19915]
Ensures that clean, safe, and sanitary conditions are maintained in all agency offices, collection storage areas and public areas in the Library’s facilities, including The Library of Virginia Building and the State Records Center, and manages the lease agreement with the Department of General Services.
These services align directly with the Library’s mission by providing facility management resources necessary to support the other service areas according to best-management practices and standards.
Operate and maintain the agency’s facilities, including the Library of Virginia Building and the State Records Center using the latest technology to provide the environmental conditions and security measures necessary to preserve and protect the rare and priceless collections of the Library, while providing the public access to the maximum extent possible.
Provide housekeeping services for the Library Building and the State Records Center
Operate and maintain the agency facilities COV § 42.1 Required 2,806,360 344,000
Provide housekeeping services COV § 42.1 Required 315,000 50,309
Collections storage reaching capacity due to the rate of new accessions
Uncertain state funding levels
Initial Appropriation for the Biennium 3,121,360 394,309 3,121,360 394,309
SP - Run Date: 06/04/2020 12:25:50
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