Requirements for Destruction of University Records
The University of Virginia is a state-supported institution; as such University records are subject to the Virginia Public Records Act (VPRA). Per the requirements of the VPRA, you must confirm all of the following before destroying University records:
- the record type appears on a records retention and disposition schedule, and the record's retention period has expired;
- a completed Certificate of Records Destruction (RM3) form has been approved by the University Records Officer; and
- there is no pending litigation, audit, investigation, or Virginia Freedom of Information Act request for the records.
Instructions for Completing the Destruction Process
To obtain approval to destroy Agency 207 (University academic area) records, complete the Certificate of Records Destruction (RM3) form and email it as a Word document attachment (no need to print or get signatures at this point) to firstname.lastname@example.org. Barring any major issues, you typically will be approved within 1-2 business days. Agency 209 (UVA Medical Center) offices should consult the Health System's Records Management website.
To determine the appropriate record series, search the retention schedule database.