Senate Bill No. 506

(By Senator Minear)


[Introduced February 20, 1995; referred to the Committee
on Government Organization; and then to the Committee on Finance.]

A BILL to amend and reenact section seven, article eight, chapter five-a of the code of West Virginia, one thousand nine hundred thirty-one, as amended, relating to the department of administration; public records management and preservation; and requiring an informational data bank for all agencies that provide aid and service to the adult and child citizens of West Virginia.

Be it enacted by the Legislature of West Virginia:
That section seven, article eight, chapter five-a of the code of West Virginia, one thousand nine hundred thirty-one, as amended, be amended and reenacted to read as follows:

§5A-8-7. Duties of administrator.

The administrator shall, with due regard for the functions of the agencies concerned:
(a) Establish standards, procedures, and techniques for effective management of records.
(b) Make continuing surveys of paperwork operations and recommend improvements in current records management practices including the use of space, equipment and supplies employed in creating, maintaining, storing and servicing records.
(c) Establish standards for the preparation of schedules providing for the retention of state records of continuing value and for the prompt and orderly disposal of state records no longer possessing sufficient administrative, legal or fiscal value to warrant their further keeping.
(d) Select the state records which are essential and determine their category pursuant to this article. In accordance with the rules and regulations promulgated by the administrator, each person who has custody or control of state records shall: (1) Inventory the state records in his custody or control; (2) submit to the administrator a report thereon containing such information as the administrator directs and containing recommendations as to which state records are essential; and (3) periodically review his inventory and his report and, if necessary, revise the report so that it is current, accurate and complete.
(e) Obtain reports from agencies as are required for the administration of the program.
(f) Implement and put into place a central informational database for all agencies in this state that provide aid and services to adult and child citizens of West Virginia, including, but not limited to, any kind of public assistance such as welfare, S.S.I., medicaid, workers' compensation, school lunches or any other kind of assistance and any new assistance program put into place in the future. Any agency that provides any of the services referred to herein is required to check the informational database for every applicant who applies for assistance to determine if the applicant is receiving assistance of any kind from any other agency or source, in order to monitor replication of assistance or to certify the eligibility of that applicant for the assistance sought.

NOTE: The purpose of this bill is to establish an informational data bank for all state agencies that provide aid and services to West Virginia citizens.
Strike-throughs indicate language that would be stricken from the present law, and underscoring indicates new language that would be added.