Annual Lists, 1828-1907.

Scope and content:

Contains ledgers featuring lists of patients present at Western State Hospital during the course of a given year. The annual lists contain the patient's admission number, name, occupation, date of admission, sex, age, social relation, education, nativity, place of residence, number of attacks, cause of illness and its duration, date of removal or death, cause of death, and at times, notes about family medical history. The hospital used calendar years until September 1847, when they switched to a fiscal year format that began on 1 October and ran until 30 September of the following year. The annual lists for 1878-1907 are numbered and it appears that the first through sixth volumes are missing, since the numbering begins at volume seven. In the first volume, patient information for the years 1828-1830 is recorded in admission register format, but it is recorded in annual list format for the remaining years, 1831-1845. (It is possible that this volume could have started out as the first admission register, with its information transferred to that ledger at a later date). Clothing inventory lists for patients and servants during 1830-1831 are also included in this volume. Additional information on clothing and linen inventories can be found in Series III. Financial Records, Subseries L. Supply Inventories. The final volume (1910-1913) contains three alphabetical lists of patients present during July 1910, January 1911, and January 1913. The annual lists contain much of the same information found in the biennial lists and admission registers, so researchers should utilize all three types of records.

Access and use

Location of collection:
Library of Virginia
The Library of Virginia
800 East Broad Street
Richmond, VA 23219
Contact for questions and access:
POC: Archives Reference Services
Phone: (804) 692-3888
Parent restrictions:

As of September 11, 2019, medical records will be open 125 years after the date of creation or after date closed, whichever is later. The Health Insurance Portability and Accountability Act (HIPAA) requires that individually identifiable health information of a decedent be protected for 50 years following the date of death of the individual (45 CFR 164.502(f)).

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. Restricted material may include, but is not limited to: patient lists, patient admission registers, treatment registers and medical record files. Please contact Archives Research Services for further information.

Parent terms of access:

Confidential or personally identifiable health information less than 125 years of age that may be encountered during research will not be recorded, published, publicized, or re-disclosed to any other party for any purpose. 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 also agree that no direct or indirect contact will be made with the individuals to whom any 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).

For preservation purposes, please use microfilm for Admission Registers, 1828-1896 (Miscellaneous Reels 6295-6297).

Contents