Form RM-3 Certificate of Records Destruction FAQ
- What is an RM-3 form?
The RM-3 form is used by state agencies, localities, and political subdivisions in Virginia to document the destruction of records in compliance with the Library of Virginia's guidelines. It ensures that records are destroyed legally and systematically once they are no longer needed and have met their retention requirements.
- How do I submit an RM-3 form?
RM-3 forms are submitted through an online system accessible on the Library of Virginia's website. To submit a form, go to the site, navigate to the records management section, find the RM-3 form link, and fill in the necessary information. After completing the form, it will route through designated officials for approval.
- Can I view completed RM-3 forms online?
Yes, completed RM-3 forms since 2021 are available online. You can view them by selecting the "Completed Form Search" option on the Library of Virginia's website. This feature allows you to search for specific forms using filters, such as forms from Virginia State University.
- Do I need to keep a copy of the RM-3 form after submitting it online?
No, you do not need to keep a copy of the submitted RM-3 form. The online system maintains a record of all submitted forms, and the Library of Virginia requires that these forms be preserved for 50 years after submission. The online platform's transparency eliminates the need for agencies to hold onto reference copies.
- What should I do if I have questions or encounter problems while filling out the RM-3 form?
If you have any questions or run into issues while completing the RM-3 form, you should contact your department's records manager or the designated records officer. They can provide guidance, clarify the process, and help resolve any problems you may encounter to ensure your form is filled out correctly and processed efficiently.