Records Management

Records management is the administrative term for the process of:

1. the maintenance of currently-active, administratively-useful, public records;
2. the disposition of public records that no longer serve administrative, legal, fiscal, or historical purposes; and,
3. the preservation of those records that have historical, legal, fiscal or administrative value or that must be preserved by law.

At Virginia Commonwealth University, records management is governed both by the state records management program, Public Records Act in the Code of Virginia and by VCU's Records Management policy. Responsibility for the state records management program under the Public Records Act is given to the State Library Board, which delegates the operation of the program to the staff of the Library of Virginia in Richmond. Each state agency is required to designate a records officer/records manager to be responsible for the operation of the records management program at that agency.

Barry Lanneau Jr is the University Records Officer and can be reached at (804) 828-1414 or by email at recman@vcu.edu.

For Freedom of Information Act (FOIA) or e-discovery requests, please contact Michele Howell at FOIAVCU@vcu.edu or visit go.vcu.edu/foia.

Records Management Training

All VCU staff and faculty members are encouraged to complete a records management training either in-person or on Blackboard. Please follow this link for more information and to register. You must have a VCU eID and password to register. Additionally, if you would like to request an on-site records training for your department, please submit your request using LANDESK Service Desk.

Certificate of Records Destruction (RM-3)

 Prior to the destruction of records, the University Records Officer must sign line 8 of the original RM-3 form:

• RM-3 Template (electronically fillable after downloading)
• RM-3 Example
• RM-3 Instructions: "Filling out the Certificate of Records Destruction" (Library of Virginia, 2013)
• Volume Equivalency Table

RM-3 Workflow

¹ The department Records Coordinator or any employee who can verify that the records represented on the form are eligible for destruction may sign line 7 and request approval unless your department specifies otherwise.

²  VCU Records Officer Mailing Address

VCU Records Management
BOX 843059

³ The department Records Coordinator or any employee who can verify that the records represented on the form were destroyed can sign line 9. An individual representing the vendor who performed the destruction may also sign line 9.

^4 ‌Library of Virginia Mail Options

Inter-Agency Mail (no cost)

202-02
Address 1 (800 E. Broad St)
Records Analysis Section
From VCU
State Mail

U.S. Portal Service (costs vary)

Library of Virginia
Records Analysis Section
800 E. Broad St., Richmond VA 23219