VCU Records Management

For further information and assistance, please contact:

R. Scott Davis
Technology Services
Box 843030
Email

Important Links

About Records Management

Records management is the administrative term for the process of:

  • The maintenance of currently-active, administratively-useful, public records
  • The disposition of public records that no longer serve administrative, legal, fiscal, or historical purposes
  • The preservation of those records that have historical value or that must be preserved by law or for other reasons

The fundamental purpose of the VCU Records Management program is to ensure that Virginia's records retention requirements are fulfilled, as mandated by state law; to provide for the legal and efficient disposal of non-permanent, non-current records after the retention period has expired; and to preserve permanent (archival) records of enduring administrative, legal and/or historical value.

The disposition of state agency records is governed by the Public Records Act (Code of Virginia) and the responsibility for overseeing the state's Records Management program is given by law to the Records Management Division of the Library of Virginia. Each state agency is required to appoint a designated Agency Records Manager. At VCU the Agency Records Manager is R. Scott Davis.

All University offices create various kinds of records --- correspondence, financial records, and memoranda, to name just a few. These records may be in paper or electronic format. Some records will ultimately be placed within the VCU Library for permanent retention; many others must be retained for a specified number of years as required by state law; and some can be disposed of as soon as they are no longer needed. However, a records disposal form must be completed and approved before any records can be destroyed.

General Records Schedules & Destruction of Records

In practical terms, the provisions of the Public Records Act govern the majority of materials created in or received by Institute offices and the law mandates further that no material that falls under the definition of public records may be destroyed without permission. There are penalties under the law for persons destroying records without authorization, and the Institute can be held liable should a court discover that public records needed in a trial were destroyed without permission.

To ensure that public records are destroyed only after their usefulness to the office that created them has ended, and that there are no legal, administrative, or historical reasons for the preservation of the records, the Library of Virginia (LVA) has established a procedure for review of records that are being considered for destruction. A Certificate of Records Destruction (RM-3) must be completed. An authorized person in the office holding the records must sign the form, certifying that the records listed "have been retained for the scheduled retention period, that required audits have been completed, and that no pending or ongoing litigation involving these records is known to exist." In addition, the form must then be reviewed and approved by VCU's Records Manager before records can be destroyed.

Before initiating the disposal process, it is useful to review the state's General Records Schedules to determine the minimum period of retention for the type of record that is being considered for destruction. The Library of Virginia has authorized schedules for various types of records that are commonly created by state agencies. In each schedule, there is a brief descriptive title of the type of records, and information about the period for which these records must be retained. Records series are listed alphabetically within each General Schedule and are easy to locate.

The General Schedules most commonly used at VCU are:

Other schedules currently in effect are:

Frequently Asked Questions

I need more filing space in my office. How do I know if records are eligible for disposal? What should I do with important or permanent records that I no longer need to keep in my office?

Non-current records of permanent historical, legal, administrative, or other long-term value should be transferred to the VCU Library for permanent retention as soon as they no longer serve a purpose in your office (Note that contract vendors or the Virginia Records Center may need to be used in many cases). Remember, valuable records can be damaged or lost through improper storage.

Minimum retention periods for records that do not need to be permanently preserved are determined by the Library of Virginia Records Management Division and are published in general records retention schedules (listed above). If you are uncertain about the disposal status, contact the VCU Records Manager for assistance.

I have determined that my routine files can be discarded. What next?

Important: You must complete the entire approval process before you dispose of records.

  • Fill out the Certificate of Records Destruction (also referred to as RM-3). This form requires information from the appropriate records schedule (see list above), the inclusive dates of the material, and other basic information. If you need help filling out the form, contact the VCU Records Manager.
  • The form must be signed by your department head or other authorized person in your department
    AND
    The form must be reviewed and signed by the VCU Records Manager.
  • Do not discard the records until you have received confirmation of final approval from the Records Manager.

Do I have to fill out a disposal form in order to discard copies of University-wide announcements, duplicates, etc.?

No. These items are referred to as "nonrecords." They include "convenience, courtesy or information only copy of a record, such as a reading file or duplicate copies which are disposed of after use." You do not have to complete a disposal form for these items.

I'm confused and this process seems complicated. How can I get help with evaluating my records or with filling out the disposal form?

Contact the Records Manager by email or by calling 8-2103.

Who should I contact about recycling or document destruction?

VCU Environmental Conservation provides recycling and document destruction services. For more information about available services, contact Steve Heinitz at (804) 828-2487 or contact the FMD Customer Services Center at (804) 828-9444.

VCU Records Disaster Plan

Every state agency is required to have a plan to ensure the preservation and recovery of public records in the event of an emergency.

 

701 W. Broad St., Box 843059
Richmond, VA 23284
(804) 828-1177
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