Administrative Information

Access Restrictions

The Virginia Freedom of Information Act (Code of Virginia, 2.2-3705.5) and the Virginia Health Records Privacy Act (Code of Virginia, 32.1-172.1:03) establish guidelines for restricting access to medical and other confidential forms of information in order to protect personal privacy. Protected health information (PHI) as defined under the Privacy Regulations issued under the Health Insurance Portability and Accountability Act (HIPAA) includes, but is not limited to, personally identifiable information such as names, addresses, and social security numbers. The Virginia Public Records Act (Code of Virginia, 42.1-78) includes a provision for closing all privacy protected information for 75 years from the date of creation. In accordance with this legislation, the Library of Virginia can and will restrict, in whole or in part, access to any privacy protected medical information or any other confidential information contained in these records.

Privacy protected information will be sealed or redacted upon request of the material, and the records may be available for research in their altered form. When redaction is deemed implausible by library staff due to the type, size, or condition of the records, the records will be completely closed. All records more than 75 years old are open for research.

Use Restrictions

If a request for copies is made for material containing protected health information (PHI) or any other form of confidential information, it is also understood that this information will be redacted from the copies, if it is possible to do so. If redaction is not possible, the records will be withheld. Researchers must have no direct or indirect contact with any individual(s) to whom any accidentally-encountered personal or confidential information relates. Improper use and/or re-disclosure of privacy protected information is a breach of confidentiality which could result in the loss of access to the archival collections housed and maintained by The Library of Virginia, and could result in legal penalties (Code of Virginia, 18.2-186.3).

Preferred Citation

Records of the State Mental Health, Mental Retardation and Substance Abuse Services Board, 1903-1996. Accession 42741, State government records collection, The Library of Virginia, Richmond, Virginia.

Acquisition Information

Transferred by the Virginia Dept. of Mental Health, Mental Retardation and Substance Abuse Services, 100 Bank St., Richmond, Virginia, 10 July 2006.

Historical Information

The Dept. of Mental Health, Mental Retardation and Substance Abuse Services traces its beginnings to the first institution in the New World designed for the treatment of the mentally ill, which opened in Williamsburg in 1773. Now known as Eastern State Hospital, it was followed by Western State Hospital, in Staunton (1828), Central State Hospital, in Petersburg (1870), and Southwestern State Hospital, in Marion (1887). Other instutions under the control of this department are: Catawba Hospital, opened in 1908; Central Virginia Training Center, Lynchburg, opened in 1911; DeJarnette Center, Staunton, opened in 1932; Northern Virginia Mental Health Institute, Falls Church, opened in 1968; Northern Virginia Training Center, Fairfax, opened in 1973; Piedmont Geriatric Hospital, Burkeville, opened in 1967; Southeastern Virginia Training Center, Chesapeake, opened in 1975; Southern Virginia Mental Health Institute, Danville, opened in 1977; Southside Virginia Training Center, Petersburg, opened in 1960; Southwestern Virginia Training Center, Hillsville, opened in 1976; and the Virginia Treatment Center for Children, Richmond, opened in 1962.

On April 3, 1942, the General Assembly passed an act establishing the Department of Mental Hygiene and Hospitals. The name of the department was changed to the Department of Mental Health and Mental Retardation by the General Assembly on March 20, 1973. It became the Department of Mental Health, Mental Retardation and Substance Abuse Services in 1987. The Department is responsible for providing a comprehensive system of services that is responsive to the mental health, mental retardation, drug abuse and alcohol dependency needs of the citizens of the Commonwealth. The Department has developed many programs to fulfill its responsibilities, including treatment, counseling, hospitalization, and rehabilitation services.

Organizationally, the department is under the Secretary of Health and Human Services. At the head of the department is a commissioner who serves at the pleasure of the governor. He or she receives overall policy and direction and guidance from the Mental Health, Mental Retardation and Substance Abuse Board. Prior to 1903, each state hospital had its own Board of Directors which dealt directly with the General Assembly. In 1903, the individual Boards of Directors were each replaced by a three-person group called the Special Board of Directors. The Special Boards of each hospital (and beginning in 1910, the Epileptic Colony as well) answered to the newly-created General Board of Directors of State Hospitals. The General Board connected all of the state-run mental health institutions for the first time. In 1937 the individual Special Boards were abolished, and the General Board was renamed the State Hospital Board. This board consisted of seven members who were responsible for the management of all the state-run hospitals. This board was required to meet at least once each year at each hospital. In later years, the Board met on a monthly or twice-monthly basis. The State Hospital Board became the State Mental Health and Mental Retardation Board in 1973, and then the State Mental Health, Mental Retardation and Substance Abuse Services Board in 1987.

Scope and Content

Contains meeting minutes, chronological files, department publications, manuals and investigative reports that document the activities of the Virginia Mental Health, Mental Retardation and Substance Abuse Services Board and the many institutions under the heading of the Virginia Department of Mental Health, Mental Retardation and Substance Abuse Services.

Arrangement

This collection is arranged into the following series: