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.
NEW!
RIM is testing out a new way of completing the RM3 as a spreadsheet instead of a Word document. At this time, you can complete the certificate as either a Word document or Excel spreadsheet. You do not need to complete both.
We welcome your feedback on the proposed spreadsheet.
Completing the Destruction Process - Spreadsheet [Pilot Program]
These instructions apply to UVA Academic (Agency 207) records. For UVA Medical Center (Agency 209) records, consult the Medical Center Records Management Office.
- Determine the appropriate record series and retention by searching the retention schedule database.
- Download the Certificate of Records Destruction (RM3) and email it as an Excel spreadsheet attachment to [email protected]. Review these detailed instructions before completing the RM3 form.
- Once the form is approved, you may destroy the records. Watch this video on preparing records for destruction.
Completing the Destruction Process - Word document
These instructions apply to UVA Academic (Agency 207) records. For UVA Medical Center (Agency 209) records, consult the Medical Center Records Management Office.
- Determine the appropriate record series and retention by searching the retention schedule database.
- Download the Certificate of Records Destruction (RM3) form and email it as a Word document attachment to [email protected]. Review these detailed instructions before completing the RM3 form.
- Once the form is approved, you may destroy the records. Watch this video on preparing records for destruction.