Summary
Before destroying records, employees must complete a certificate of records destruction form (RM-3) with signed approval by the university's Records Officer in accordance with state law and university policy. Records must NOT be destroyed until the Records Officer's signed approval has been received. This reference provides an example of a completed RM-3.
Environment
University employees, faculty members and hospital employees. All record formats including paper, digital and physical media.
Solution
Detailed instructions on the request and approval process are available at Submit a Records Destruction Request (RM-3).
This image serves as a completed RM-3 example.
Additional Information
- Video version, "Completing the Certificate of Records Destruction" - https://vcu.mediaspace.kaltura.com/media/Module+8+-+Completing+the+Certificate+of+Records+Destruction/1_l24aalhz
- Virginia Public Records Act - https://law.lis.virginia.gov/vacode/title42.1/chapter7/
- VCU Records Management policy - https://policy.vcu.edu/doctract/documentportal/08DA32A740D31ACEF3DE09FFC487DA40
- VCU Records Ownership - https://go.vcu.edu/records-ownership
- VCU Where Can I Store My Data? https://dms.vcu.edu
- VCU Records Inventory - Permanent/Historically Significant - https://docs.google.com/spreadsheets/d/1bDpO-4Q2yZGHhoux_hW6hpdn22xksWejl-iZ_1iv1Sg/
- VCU Computer and Media Decommissioning form - https://go.vcu.edu/compdecomm
- Record destruction request form (RM-3) - https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=d292ec36-fd51-4e14-ab89-9cf99b43cf09&env=na3-eu1&v=2