The Resource Records of the Virginia Secretary of the Commonwealth

Records of the Virginia Secretary of the Commonwealth

Label
Records of the Virginia Secretary of the Commonwealth, 1996-2006
Title
Records of the Virginia Secretary of the Commonwealth
Inclusive dates
1996-2006
Creator
Contributor
Subject
Genre
Language
eng
Summary
  • The Secretary of the Commonwealth, Records, are housed in 290 boxes. The collection is arranged into ten (10) series. Series have been designated for: I Appointment Calendars; II. Correspondence and Supporting Documentation; III. Executive Papers; IV. Registration of State Agency Logos, Devices and Slogans; V. Clemency: Pardon Files; VI. Clemency: Pardon Files-Denied; VII. Extradition Requisitions and Renditions; VIII. Notary Public Register; IX. Restoration of Rights Files; and X. Restoration of Rights Files-Denied. These records include affidavits, agendas, appointment calendars, certificates, executive orders, invitations, judicial records, legal files, letters (correspondence), medical records, memorandums, notes, oaths, petitions, transcripts, warrants and writs. These records primarily document the clemency activities of the Warner Administration (2002-2006)
  • Series I. Appointment Calendars: Secretary, 2002-2005 (accession 42418) is housed in four boxes and contains invitations to Secretary Rimler and related materials pertaining to various events, speaking engagements, meetings and conferences. Secretary Rimler or one of her assistants, Marilyn Mandell or Jo Ann Pulliam, noted on the invitation if she planned to attend. Events attended by Secretary Rimler often include additional registration and contact information. The files are generally arranged chronologically by the date of the engagement, though some invitations/conference materials appear to have been filed separately. (Extent: 28 folders)
  • Series II. Correspondence and Supporting Documentation: Office of the Secretary, 2001-2005 (accession 42418) is housed in six boxes and consists of incoming and outgoing correspondence and supporting documentation from the Office of the Secretary of the Commonwealth. The files are arranged alphabetically by topic. The majority of the correspondence consists of constituent correspondence and thank you notes and letters. Notable documents include: memorandum dated 21 July 2002 from Robert M. Blue, Counselor, to Governor Mark R. Warner, summarizing current Virginia law and processes for restoring the right to vote, process for restoring the right to vote in other states, and the policy change recommendations of Blue, Anita Rimler and Secretary of Public Safety, John Marshall; correspondence between Rimler and Delegate Brad Marrs pertaining to his Freedom of Information Act requests concerning the Warner Administration's policies on the restoration of rights (fall 2004); and meeting agendas, notes and documents for HJR 159 (2002), the Joint Subcommittee to Study the Operations, Practices, Duties and Funding of the Commonwealth's Agencies, Boards, Commissions, Councils, and other Governmental Entities. (Extent: 2.10 cubic feet)
  • Series III. Executive Papers, 2002-2006 (accession 42418) is housed in 11 boxes and documents certain official actions of Governor Mark R. Warner during his administration as recorded by the Secretary of the Commonwealth. The files are arranged alphabetically by type of record. Records include gubernatorial appointment announcement letters, lists of appointments submitted to the General Assembly for confirmation, Executive Orders, gubernatorial and judicial appointment oaths, board resignation letters and writs of election. The announcement letters are from the Governor to Secretary Rimler requesting that she prepare a commission of appointment. They are arranged chronologically. The lists of appointments were compiled five times a year (during General Assembly session, June, August, October and December) and were submitted to the General Assembly for confirmation. The gubernatorial and judicial appointment oaths and board resignations are arranged by date and then by first letter of surname. (Extent: 3.68 cu. ft.)
  • Series IV. Registration of State Agency Logos, Devices and Slogans, 2000-2005 (accession 42418) is housed in five boxes and documents the registration of logos, state mottos or slogans of state agencies through a form signed by the Secretary of the Commonwealth. This series includes records from the final two years of the administration of Governor James S. Gilmore (2000-2001) and the Warner Administration (2002-2005). The files are arranged chronologically by date filed and registered. Nearly all of the records concern the registration of Virginia Lottery scratch-off tickets and each application form contains an example of the ticket. (Extent: 1.58 cu. ft.)
  • Series V. Clemency: Pardon Files, 2002-2005 (accession 42513) is housed in five boxes and documents the pardons granted by Governor Mark R. Warner during his term (2002-2006). Each pardon file usually includes a copy of pardon letter, parole board investigation, Virginia Criminal Information Network reports, Executive Clemency Review Form, recommendation letters or other supporting documentation, and in the case of medical furloughs or pardons, medical records. The files are arranged alphabetically by name. This series contains confidential and privacy-protected information. Access is restricted for 75 years after date of creation per Code of Virginia 42.1-78. (Extent: 1.58 cu. ft.) RESTRICTED
  • Series VI. Clemency: Pardon Files-Denied, 1996-2006 (accessions 42418, 42513 and 42630) is housed in 63 boxes and documents the pardons denied by Governor's George F. Allen (1996-1998), James S. Gilmore (1998-2002) and Mark R. Warner (2002-2006). The files are arranged into four subseries: Allen and Gilmore and Warner, 1996-2002; Medical Denials, 1996-1998; Warner, 2003-2006; and Capital Punishment files, 2002-2006. The files are arranged alphabetically (1996-2002 and 2005-2006) and chronological by date of last action taken such as a denial letter or request to pardon board for an investigation (2003-2004). In some instances there are two files - one filed by date of last action and a second file by date of denial. Capital Punishment clemency files are arranged chronologically by date of execution or action taken by Governor. This series contains confidential and privacy-protected information. Access is restricted for 75 years after date of creation per Code of Virginia 42.1-78. (Extent: 21.76. cu. ft.) RESTRICTED
  • Series VII. Extradition Requisitions and Renditions, 2002-2005 (accessions 42418 and 42513) is housed in 49 boxes and consists of extradition requisitions and renditions issued during the final days of Governor James S. Gilmore's term (January 2002) and Governor Mark R. Warner's administration (2002-2006). The files are arranged into two series: requisitions and renditions. A requisition documents Virginia's request of another state to return a fugitive to Virginia's jurisdiction. A rendition documents another state's request of Virginia to return a fugitive to the requesting state's jurisdiction. The files are arranged by year and alphabetical therein. This series contains confidential and privacy-protected information and some information may be redacted. (Extent: 16.8 cu. ft.) RESTRICTED
  • Series VIII. Notary Public Register, 2002-2005 (accession 42418) is housed in one box and consists of an annual printout that documents the registration of persons appointed to be notaries public by the Secretary of the Commonwealth between 2002 and 2005 and the date they were appointed. (Extent: 0.35 cu. ft.)
  • Series IX. Restoration of Rights Files, 1996-2006 (accessions 42418 and 42513) is housed in 137 boxes and documents the restoration of rights that were granted by Governor Mark R. Warner (2002-2006). Also included are files for a few restoration of rights granted by Governors George F. Allen (1996) and James S. Gilmore (1998-2002) that were not previously transferred to the Library of Virginia. The files are arranged into two subseries: Allen and Gilmore, 1996-2002 and Warner, 2002-2006. Each file includes a copy of the restoration of rights certificate, original application, recommendation letters, parole information, and police record checks. The files are arranged by year and alphabetically by name therein. This series contains confidential and privacy-protected information. Access is restricted for 75 years after date of creation per Code of Virginia 42.1-78. (Extent: 47.60 cu. ft.) RESTRICTED
  • Series X. Restoration of Rights Files - Denied, 2003-2006 (accessions 42418 and 42513) is housed in 10 boxes and documents the restoration of rights applications that were denied by Governor Mark R. Warner (2002-2006). Each file includes a copy of the original application, rejection letter, recommendation letters, parole information, and police record checks. The files are arranged by year and alphabetically by name therein. This series contains confidential and privacy-protected information. Access is restricted for 75 years after date of creation per Code of Virginia 42.1-78. (Extent: 3.50 cu. ft.) RESTRICTED
Note
Agency history record describes the history and functions of the Virginia Secretary of the Commonwealth. (Search Virginia Secretary of the Commonwealth as author).
Member of
Action
  • Accessioned
  • Described
  • Accessioned
  • Described
  • Accessioned
  • Described
Biographical or historical data
The Office of the Secretary of the Commonwealth has evolved from early colonial times when there existed a Secretary of the Colony. Thomas Nelson held the position of the first Secretary of Virginia in 1776. Early Secretaries were elected by the public. An Act of the General Assembly in 1920 changed the election to a joint vote of the General Assembly. In a 1930 Act the duties of the Secretary were redefined with the Secretary of the Commonwealth serving as the ex officio secretary of the Governor, as custodian of many official State records, and as keeper of the Greater and Lesser Seals of the Commonwealth. The office of the Secretary has gradually acquired other functions, such as: service of out-of-state civil process; appointment and regulation of notaries public; and registration and oversight of lobbyists. The Office became a gubernatorial appointment subsequent to a 1958 Act of the Assembly. The Secretary of the Commonwealth is under the jurisdiction of the Governor's Office. The Secretary is appointed by the Governor for a term of four years. Currently the Secretary of the Commonwealth is responsible for gubernatorial appointments, clemency and restoration of civil rights requests and extraditions. Additional activities include: serving as ex officio Secretary to the Governor; serving as keeper of the seals of the Commonwealth; compiling and publishing the annual Blue Book; commissioning and regulating notary publics, including the publication of a Notary Handbook and conduct of disciplinary hearings; promulgating the lobbying disclosure requirements, registration of lobbyists, and recording of lobbying reports; servicing the civil process of out-of-state defendants and other parties; and authenticating and certifying the records of the courts and of any state agency.
Cataloging source
VIC
Citation source
Salmon, John S., comp. A GUIDE TO STATE RECORDS IN THE ARCHIVES BRANCH OF THE VIRGINIA BRANCH OF THE VIRGINIA STATE LIBRARY AND ARCHIVES. Richmond: Virginia State Library, 1985
Label
Records of the Virginia Secretary of the Commonwealth
Link
http://ead.lib.virginia.edu/vivaxtf/view?docId=lva/vi00968.xml
http://library.link/vocab/branchCode
  • The Library of Virginia
Cumulative index finding aids
  • Inventory
  • Inventory
Extent
100
Governing access note
Clemency Files (pardon files, pardon files-denied) and Restoration of Rights Files (restoration of rights files, and restoration of rights files-denied) contain confidential and privacy-protected information. Access is restricted for 75 years after date of creation per Code of Virginia 42.1-78. Extradition Requisition and Rendition files may contain confidential and privacy-protected information
Immediate source of acquisition
Jonathan Young, Office of the Secretary of the Commonwealth
Organization method
Organized into the following series: I. Appointment Calendars; II. Correspondence and Supporting Documentation; III. Executive Papers; IV. Registration of State Agency Logos, Devices and Slogans; V. Clemency: Pardon Files; VI. Clemency: Pardon Files-Denied; VII. Extradition Requisitions and Requisitions; VIII. Notary Public Register; IX. Restoration of Rights Files; and X. Restoration of Rights Files-Denied.
http://library.link/vocab/recordID
001582543
Terms governing use
There are no use restrictions other than those access restrictions cited above.
Type of unit
cu. ft. (290 boxes)

Subject

Genre

Member of

Library Locations

    • Library of VirginiaBorrow it
      800 East Broad Street, Richmond, VA, 23219, US
      37.5415632 -77.4360805
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