Records Destruction (RM3)

Records Destruction

Per the requirements of the Virginia Public Records Act (VPRA), you must confirm all of the following before destroying University records:

  • the retention period for the record series, as specified in the retention schedule database, has expired;
  • there is no pending litigation, audit, investigation, or Virginia Freedom of Information Act request for the records; and
  • a completed certificate of records destruction (RM3) form has been approved by the University Records Officer.

Process Overview

Determine the appropriate record series and retention by searching the retention schedule database.

Download and complete the certificate of records destruction (RM3) and email it as an Excel spreadsheet attachment to [email protected]. Copy the approving official as evidence of their approval. RIM will respond with approval or instructions to correct.

Once the form is approved, you may destroy the records. For assistance destroying paper records, contact Facilities Management.

Once complete, add the destruction date and email the completed form back to RIM. RIM will report destruction to the state as required by law.

UVA Health

These instructions apply to UVA Academic (Agency 207) records. For UVA Medical Center (Agency 209) records, contact Records Management Coordinator Amber King.

Completing the Form

  1. Enter information about the individual and department submitting the form.
    • Enter the name and computing ID of the person completing the form on line 6.
    • Enter the department name or department code and the associated cost center on line 8.
    • Enter the name and computing ID of the approving official on line 10. Whenever possible, the person filling out the form and the approving official should not be the same person. The approving official is typically a supervisor or manager who can affirm that the records are eligible to be destroyed.
  2. Enter one series of records per line on lines 14-28. Use the retention schedule database to look up the series information, if necessary.
    • Select the three-digit schedule number from the drop-down list.
    • Enter the series title as found in the retention schedule database.
    • Select the six-digit schedule number from the drop-down list.
  3. Enter the earliest date of the records. The date will auto-format.
  4. Enter the latest date of the records. The date will auto-format.
  5. Enter the quantity of records, preferably measured in boxes or cubic footage for paper; electronic records should be measured in megabytes, gigabytes, etc.
  6. Select the method of destruction from the drop-down list.
  7. Check the box at the top/right of the form. This affirms that the records have met their stated retention.