Class descriptions

Below are descriptions of the classes offered at various times by the University Records Management Office (URMO). Some, not all, of these classes will be offered each semester. Classes also can be customized for your specific department or group meetings.


The Big Picture

Records Management for ALL (2 hours)

Don’t see a specific records management training for your work, but still want to know what records to keep and when to destroy? The Records Management Office can help with this general training session about the management of University records. Learn or review the basics of the Virginia Public Records Act and the policies on records management at the University of Virginia. This session will review specific retentions for the records you manage, as well as procedures for print reduction and use of electronic records, and how to manage your storage space. Also see a demo of the URMA (University Records Management Application) system, used to track your records for retention and location. (Recommended for all University personnel in areas not covered by a specific RM for training.)

Records Management for FACULTY (1 hour)

Not sure how long to keep those student exams or papers? What about faculty search records? This one-hour training will answer all these questions and more. Keep only what you need to keep and destroy those University records you no longer need in compliance with University Policy and the Virginia Public Records Act. This training will review the retention requirements for records faculty use and create while working at UVA, including grade sheets, evaluations, faculty searches, student work and research-related records. Also see a demo of the URMA (University Records Management Application) system, used to track your records for retention and location. (Recommended for all faculty and/or faculty assistants.)

Records Management for FINANCE/FISCAL ADMIN (2 hours)

Do you work in fiscal administration or with University financial records? Not sure what you need to keep and what to destroy? The Records Management Office can help with this focused training session. Learn or review the basics of the Virginia Public Records Act and the policies on records management at the University of Virginia. This session includes review of specific retentions for fiscal records, procedures for reducing printing and use of electronic records, and how to manage your storage space. Also see a demo of the URMA (University Records Management Application) system, used to track your records for retention and location.  (Recommended for all fiscal administrators, techs and financial services personnel.)

Records Management for HUMAN RESOURCES (2 hours)

Do you work with personnel records, search committees, or hiring of faculty and staff? Not sure what you need to keep and what to destroy? The Records Management Office can help with this focused training session. Learn or review the basics of the Virginia Public Records Act and the policies on records management at the University of Virginia. This session includes review of specific retentions for human resources records, procedures for reducing printing and use of electronic records, and how to manage your storage space. Also see a demo of the URMA (University Records Management Application) system, used to track your records for retention and location. (Recommended for all HR facilitators, and HR support staff.)

Records Management for INFORMATION TECHNOLOGY (2 hours)

This session will help LSPs, LSAs and IT personnel assist their users with the proper retention and management of electronic records in compliance with the Virginia Public Records Act and the policies on records management at UVA. This session includes review of specific retentions for IT-related records and how to manage your storage space and reduce risk associated with electronic information. Also see a demo of the URMA (University Records Management Application) system, used to track your records for retention and location. (Recommended for all LSPs, LSAs and IT personnel.)

Records Management for RESEARCH (2 hours)

Do you work with sponsored programs? Do you manage student records in your department? Not sure what records to keep and when to destroy? The Records Management Office can help with this focused training session about the management of academic and research-related records. Learn or review the basics of the Virginia Public Records Act and the policies on records management at UVA. This session includes review of specific retentions for research records (including data sets, data collection instruments, proposals and financial records), and academic records; as well as procedures for print reduction and use of electronic records, and how to manage your storage space. Also see a demo of the URMA (University Records Management Application) system, used to track your records for retention and location. (Recommended for all research administrators, lab managers and financial services personnel and student services personnel. This class is particularly useful for those working with clinical trial research, sponsored research, and University-funded research of a scientific/medical nature, as opposed to historical research.)

Records Management for STUDENT SERVICES (2 hours) 

Do you work with students? Not sure which records to keep and when to destroy? The Records Management Office can help with this focused training session about the management of student-related records. Learn or review the basics of the Virginia Public Records Act and the policies on records management at UVA. This session includes review of specific retentions for student records (including school/department student records and scanning records to ImageNow/SIS); as well as procedures for print reduction and use of electronic records, and how to manage your storage space.  Also see a demo of the URMA (University Records Management Application) system, used to track your records for retention and location. (Recommended for all student services personnel and student services offices.)

Records Management Refresher & Next Steps (2 hours)

Have you had records management training in the past and want to refresh your skills? This session will provide intermediate-level records personnel with tips to keep moving in the right direction. In addition to a refresher on the basics, you’ll learn the various records management roles and responsibilities at UVA, how to construct file plans for paper and electronic records, how to obtain buy-in from colleagues and support from supervisors, and tips for proper procedures and training co-workers. (Recommended for those who have previously attended a "Records Management for..." training.) 


Project/Task-Specific Classes

Email Management (2 hours)

Too much email in your inbox? Not sure what to keep and what to trash?  Not sure how to use your email client (Outlook) or want to learn some tips and tricks to better manage the flood of email?  Come to this training to learn about email as a public record, email deletion, appropriate content for email distribution, handling attachments, and avoiding email clutter.

Electronic Records Management – Shared Drive Clean-up and Management (2 hours)

Do you keep information in electronic format, managing it on a shared drive? Does your shared drive have really old information stored or files you never access? This class will provide you with a road map for cleaning up your hard drive and shared drive, and a review of what you should store electronically and where. This class will review the classifications of data sensitivity and the policies for the storage of highly and moderately sensitive information.

Paperless Office? Digital Imaging Guidelines and ImageNow Use (2 hours)

Would you like to work in a paperless office? Come to this class to learn about your responsibilities in reformatting paper records to electronic images and managing them in compliance with federal, state and UVA rules and regulations. Also discuss the use of "ImageNow/Perceptive Capture" for HR and student information, or other document management systems used across Grounds. Included is a review of the state requirements for electronic information, UVA policies, scanning of paper records and long-term storage of electronic information.

Piles of Files? Organizing Your Records (2 hours)

Not sure how to organize you paper and/or electronic files? Learn about strategies for developing a filing system that works for you. Includes information about inventories, analysis of your filing system, organization strategies, storage concerns and management, and organizing electronic records.

Personal Records Management (2 hours)

Not sure how long to keep those receipts, or the statements from your credit cards? Learn the standard time periods to keep your personal records, as well as the preservation of personal electronic records, including digital photographs. Includes retention of personal financial records, email, electronic records, digital photographs and other types of personal records.


URMA (University Records Management Application)

URMA Hands-on Training 

This class will provide a hands-on demonstration of URMA and give participants a chance to practice tasks including record creation and updating, searching, creating a “pick-list” for transfer of records to a storage vendor, label creation, and the disposition (RM3 form) process. (Open to those who have previously attended a Records Management training. Prior to class, attendees must obtain supervisor authorization to use the URMA system.)

URMA Hands-on Training for Research

Do you want to see the University Records Management Application (URMA) in action? This class will provide a research-specific, hands-on demonstration of URMA and give participants an opportunity to practice tasks including record creation and updating, searching, creating a “pick-list” for transfer of records to a storage vendor, label creation, and the disposition (RM3 form) process. (Open to those who have previously attended a Records Management training. Prior to class, attendees must obtain supervisor authorization to use the URMA system.)