Destruction of Records (#1985)
How do I get permission to destroy records once they have exceeded their retention period in the records schedules?
For official records you need to complete a Certificate of Records Destruction (RM-3 Form), have it approved by an administrator in your office and by the University Records Officer. Complete instructions and downloadable forms are located the Libary of Virginia's Records Management Forms page. If you have questions while completing the form, please contact the University Records Manager (rsdavis@vcu.edu or 8-2103) for assistance before sending, as most questions can be answered before a form is submitted. Once you receive the approved form back, you may destroy the records. Please note you need to send the original RM-3 to the Library of Virginia upon destruction of the records–including a signature and destruction date.
Where can I find an RM3 Form/Approval for Destruction of records?
The form is located on the Destruction of Records page, along with easy to follow instructions. If you have questions about the form please contact the University Records Management Office (rsdavis@vcu.edu or 8-2103) before submitting your form for approval.
When can I destroy records?
Each records series listed in the Records Retention and Disposition Schedules is approved by the Library of Virginia and has specific instructions for how long the records need to be retained by your office. Identify the records series of the records you wish to destroy and calculate if the records have met their retention period. If you have questions on retention please contact the University Records Manager (rsdavis@vcu.edu or 8-2103).
How do I destroy records?
After your office has received an approved Certificate of Records Destruction (RM-3) from the University Records Manger you may destroy records using any normal recycling (shredding/pulping) method. Non-confidential electronic records should be "wiped" from the storage media or by the manual destruction of the storage media (CD, DVD, Hard drive).
Who should I contact about recycling or document destruction?
VCU Environmental Conservation provides recycling and document destruction services. For more information about available services, contact Steve Heinitz at (804) 828-2487 or contact the FMD Customer Services Center at (804) 828-9444
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