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Department Records Coordinator Assignment

Updated 

Summary

In accordance with university policy, every major budget (MBU) must have at least one Department Records Coordinator (DRC) and that person must complete Records Management 101 training.

Environment

University employees and faculty members including dual-employeed. Excludes Health System which has separate policies.

Solution

Major budget unit (MBU) department heads are responsible for designating university faculty and staff to serve as their unit's department record cooridator (DRC). University employees may also volunteer to be a DRC if you know this responsibility aligns with your job duties or that you have been tasked with the role by department leadership. 

 

The university's Records Management Office (RMO) provides training and manages the list of assigned DRCs. Designated faculty and staff must complete Records Management 101 training for inclusion on the DRC list. The RMO offers a self-paced option as well as scheduled live sessions. Completion of either one will fulfill the training requirement, but you are welcome to participate in both if preferred.

 

To register for:

The DRC list will be updated by the RMO after attendance in a live session. After successfully completing self-paced, please notify the RMO via IT service desk: https://go.vcu.edu/itsupport
The RMO will add your name, contact information, MBU and department representation to the DRC list and grant you access to the following resources:
  • Record Inventory access - Edit permission on your department's record inventory spreadsheet. See column G of Records Ownership at go.vcu.edu/records-ownership#gid=1906183290
  • Email List - Records Management Google Group to receive records management updates
  • RM-3 access - View permission in ImageNow to search and review record destruction approval forms (RM-3) submitted by your MBU and others over the last three full calendar years

 

Additional Information

Records Management policy - https://policy.vcu.edu/doctract/documentportal/08DA32A740D31ACEF3DE09FFC487DA40