Records Management FAQ

Records Management FAQ

  1. What is records management and why is it important at the university?

    Records management involves organizing, storing, securing, and disposing of records in a way that ensures efficiency, compliance with laws, and the preservation of historical information. It's vital for the University to maintain transparency, comply with legal requirements, and preserve its legacy.

  2. Who is responsible for records management at the university?

    All university employees are responsible for understanding and following the records management policy. Specific roles, such as departmental records managers and records coordinators, are designated to oversee the process more closely.

  3. What types of records does the university manage?

    The University manages a wide range of records, including but not limited to academic, financial, personnel, and student records. These can exist in various formats, from paper documents to digital files and systems.

  4. How does the university distinguish between temporary and permanent records?

    Temporary records are those destined for disposal after a certain period, as their value is deemed limited. Permanent records are preserved indefinitely due to their ongoing historical significance, as determined by retention schedules managed by the Library of Virginia and State Archives.

  5. What steps should be taken to dispose of temporary records?

    Before disposing of temporary records, employees must submit the RM-3 form, "Certificate of Records Destruction," to the Library of Virginia, ensuring compliance with the prescribed retention schedule.

  6. How are permanent records preserved?

    Permanent records are transferred to the designated archival repository, where they are maintained in secure and suitable conditions for long-term preservation. This ensures that valuable historical records remain accessible for future generations.

  7. Can records be destroyed immediately after they are no longer needed for daily operations?

    Not all records can be destroyed immediately after use. The disposal of records, especially temporary ones, must adhere to the retention schedule approved by the Library of Virginia. This ensures legal compliance and proper documentation management.

  8. How are electronic records managed differently from paper records?

    Electronic records, like their paper counterparts, are managed according to a retention schedule. However, specific considerations for security, access, and data integrity apply to digital formats. The university employs systems and protocols to ensure electronic records are preserved and protected appropriately.

  9. What is a retention hold and when is it applied?

    A retention hold is a directive to preserve records beyond their scheduled disposal date, typically applied in response to legal actions, like FOIA requests or subpoenas. Holds prevent the destruction of records that may be relevant to ongoing investigations or litigation.

  10. How does the university handle confidential or sensitive records?

    Confidential and sensitive records are handled with the utmost care, following strict protocols for access, storage, and confidential disposal to protect privacy and comply with legal requirements. This includes securing personal, financial, and academic information.

  11. 11. How can employees learn more about their role in records management?

    Employees are encouraged to participate in training sessions offered by the university, review the records management policy, and consult with departmental records managers or the University Records Manager for guidance on specific duties and best practices in records management.