Summary
Environment
University-wide. Excludes Health System which has separate policies.
Solution
University records may be reformatted from original format to a format of the department's choosing. The department will choose an appropriate format as the official record and once they have reformatted the records, the previous format will become convenience copies.
The previous format records (convenience copies) do not need to be reported on the Certificate of Records Destruction (RM-3) form but should be properly destroyed within the required retention of the official record.
The new format (official records) will need to be retained to meet required retention by both the Library of Virginia and any superseding regulations; then reported for destruction via the Certificate of Records Destruction (RM-3) form and later destroyed when approval has occurred.
Possible Exceptions Limiting Reformatting:
- A contract or agreement states that reformatting of the original document(s) is prohibited
- A superseding policy or regulation states that reformatting of the original document(s) is prohibited
Additional Information
Records Management Policy - https://policy.vcu.edu/doctract/documentportal/08DA32A740D31ACEF3DE09FFC487DA40
Records Management Training:
- Talent Sessions (Live Training) - https://vcu.csod.com/ui/lms-learning-details/app/event/8631f218-2113-4f82-ae7c-cfc66a935cb8
- Talent Self-Paced - https://vcu.csod.com/ui/lms-learning-details/app/curriculum/147898a3-d9fb-4a15-be59-dc13cdbcc6bb
- Canvas Self-Paced - https://go.vcu.edu/canvas
Records Retention Schedules - go.vcu.edu/records-ownership#gid=1906183290