The Virginia Public Records Act requires all state agencies to properly maintain public records. Original documents must be retained based on the Library of Virginia’s Retention Schedules.
Procedures for Completing the RM-3 form and Destruction of Records
- A Certificate of Records Destruction form (RM-3) is completed by the department and signed by the approving official for the area. The form is completed using the LOV’s schedules on the Library of Virginia’s website.
Completed forms are forwarded to the Records Officer at Box 6923 through campus mail.
- The Records Officer reviews, signs (section 8), and returns the form(s) back to the department.
- After the destruction of the records, section 9 of the form is completed and the original form is returned to the Records Officer at Box 6923. It is acceptable for section 9 to be signed by someone in the department or the person who actually shreds the documents.
- The Records Officer forwards the original form to the Library of Virginia.