Requirements for Destroying 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 retention period for the record series, as specified in the retention schedule database, 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.
Steps for Completing the Destruction Process
Note: These instructions apply to Agency 207 (UVA Academic) records. For Agency 209 (UVA Medical Center) records, please consult the Health System's Records Management website.
- Determine the appropriate record series and retention by searching the retention schedule database. Questions on how to get the best out of your search? Check out this video.
- Download the Certificate of Records Destruction (RM3) form, fill it out through the end of section 9, and email it as a Word document attachment (no need to print or get signatures at this point) to firstname.lastname@example.org. Detailed instructions for completing the RM3 form can be found in written form or via this training video.
- Once the form is approved, you may destroy your records. Watch a video on the proper steps to prepare records for destruction here!