Submit a Help Request (804) 828-2227 | itsc@vcu.edu

Organization Cleanup and Retention

[Printer Icon] Print this article

To ensure Blackboard is in compliance with state and University records management requirements, we ask that you review organization(s) that you manage annually and notify the Blackboard support team of organizations that are no longer necessary.  Whether the organization is still in use or not, please review its content and be sure to purge content that is eligible for destruction in accordance with state retention requirements and in a timely manner.  Several examples are listed below.  Prior to destruction of public records, a completed RM-3 form must be submitted to and approved by the Records Management Office. Extra copies do not need to be reported on the RM-3. If there is a hold in place for an ongoing audit, investigation, litigation, FERPA or FOIA request, records cannot be destroyed until the hold has been lifted.  Not sure if your organization content constitutes a public record or has historical value?  Please contact the Records Management Office at recman@vcu.edu.

Organizations that have been inactive for more than 2 years will be deactivated by the Blackboard support team and archived for 5 years prior to being permanently deleted.  If the retention requirements of inactive organization content exceeds the Blackboard archive schedule, organization builders are responsible for migrating their content to a long term storage alternative prior to archival and notifying the Blackboard support team that the organization and its content are no longer in use.  The Blackboard support team will report record destruction for organization content that has been archived for 5 years prior to deletion on behalf of the organization builder.

​​Relevant record series may include, but is not limited to:

GS-101 - 100305: Agendas, Schedules and Informational Documentation for Meetings
This series documents the publishing of public notices of meetings, proposed schedules, along with materials reviewed or used by the board/commission/conference. May also include other items presented to the board/commission/conference or introduced by board/commission/conference members. Does not include materials used by regulatory boards in decision making. Refer to records series 100338 and 100339 for Minutes.
Retention: Retain 3 year(s) after end of calendar year
Disposition: Non-confidential Destruction
Citation: COV 2.2-3707

GS-101 - 100339: Minutes of Meetings of Other Boards /Commissions/Conferences/Committees
This series documents proceedings of meetings of informal or ad hoc advisory boards/councils/commissions/committees. Includes materials used to make or support decisions. Refer to records series 100341, 100363 and 100364 for Notes or Recordings of Minutes.
Retention: Retain 3 year(s) after end of calendar year
Disposition: Non-confidential Destruction

GS-101 - 100342: Office Instructions or Procedures
Documents the internal guidelines, policies or instructions for the operation of an office or completion of a function.
Retention: Retain until after superseded, obsolete, or rescinded
Disposition: Non-confidential Destruction

GS-101 - 100352: Presentation Materials
Documents materials created for use in briefings, demonstrations, classes or seminars (e.g., slides, overheads, flip charts, handouts). Does not include commercially available materials.
Retention: Retain until after no longer administratively useful
Disposition: Non-confidential Destruction

GS-101 - 100356: Project Documentation Files: Other Files
Documents design, development, control or monitoring of a specific project or group of projects.
Retention: Retain until after superseded, obsolete, or rescinded
Disposition: Non-confidential Destruction

GS-101 - 100362: Recordings, Audio and Visual: Other Recordings
Documents the production of audio or visual recordings, not used for security of considered historically significant. Does not include commercially available material or recordings used in lieu of minutes or as temporary transcripts of minutes.
Retention: Retain until after no longer administratively useful
Disposition: Non-confidential Destruction

GS-101 - 100363: Recordings of Electronically Held Meetings of Boards/Commissions/Conferences/Committees Having Regulatory or Decision Powers
This series documents proceedings of electronically held meetings. Includes audio or visual recordings. Refer to records series 100338 for Minutes.
Retention: Retain 3 year(s) after event
Disposition: Non-confidential Destruction
Citation: COV 2.2-3708

GS-101 - 100364: Recordings of Electronically Held Meetings of Boards/Commissions/Conferences/Committees Without Regulatory of Decision Powers
This series documents proceedings of electronically held meetings. Includes audio or visual recordings. Refer to records series 100338 and 100339 for Minutes.
Retention: Retain 3 year(s) after end of calendar year
Disposition: Non-confidential Destruction
Citation: COV 2.2-3708

GS-101 - 100340: Motion Pictures: Agency Produced or Sponsored
Motion pictures or videos prepared by or for agency for a specific purpose. Does not include commercially available material.
Disposition: Permanent, In Agency

GS-103 - 012185: Recruitment, Hiring, Interview and Selection Records
This series documents the process and result of recruiting, selecting, and hiring. This series may include, but is not limited to: applications of selected and rejected applicants, position descriptions, copies of announcements and advertisements, selection criteria, evaluations, interview notes, tests, work samples, and rankings.
Retention: Retain 3 year(s) after event
Disposition: Confidential Destruction

GS-103 - 100476: Attendance Records: Education/Training
This series documents attendance at classes, meetings, and seminars for training or continuing education purposes. This series may include, but is not limited to: logs, registers, and sign-in sheets, but excludes attendance records maintained for payroll purposes.
Retention: Retain until after no longer administratively useful
Disposition: Non-confidential Destruction

GS-103 - 100501: Training Records Not Required for Certification or Qualification
This series documents employees' attendance in classes, conferences, courses, meetings, seminars, workshops, and any other training or educational initiative not required for licensing, certification, or qualification. This series may include, but is not limited to: logs, registration forms, attendance approval, attendance records, and reports.
Retention: Retain 3 year(s) after event
Disposition: Non-confidential Destruction

GS-103 - 100503: Applications and Resumes: Unsolicited
This series documents the receipt of unsolicited applications or resumes for which no position has been announced. This series may include, but is not limited to: applications and resumes.
Retention: Retain until after no longer administratively useful
Disposition: Confidential Destruction

GS-111 - 101069: Academic Departments: Class Rolls and Grade Sheets
This series documents that students registered for specific courses, attendance and grades given. This series may include, but is not limited to: grade reports.
Retention: Retain 3 year(s) after end of semester
Disposition: Confidential Destruction

GS-111 - 101072: Academic Departments: Course Syllabi
This series documents courses offered by the department. This series may include, but is not limited to: syllabi.
Retention: Retain until after superseded, obsolete, or rescinded
Disposition: Non-confidential Destruction

GS-111 - 101073: Academic Departments: Course/Curricula Approval
This series documents the proposed creation of new or revised courses, programs or degrees. This series may include, but is not limited to: requests, contents, and approval or refusal documentation.
Disposition: Permanent, In Agency

GS-111 - 101081: Academic Departments: Student Examination Files
This series documents work completed by students for grades in a course. This series may include, but is not limited to: exams, quizzes, tests, and term papers.
Retention: Retain 1 year(s) after end of semester
Disposition: Confidential Destruction

GS-111 - 101087: Admissions: Applications - Matriculating Students
This series documents the receipt of recommendations for admissions and supporting character or academic evaluations. This series may include, but is not limited to: letters of recommendation and evaluations done by admissions to "score" students.
Retention: Retain until after last action
Disposition: Confidential Destruction

GS-111 - 101086: Admissions: Applications - Non-Matriculating Students
This series documents applications for admission of non-matriculating students. This series may include, but is not limited to: application, standardized test scores, and character or academic evaluations.
Retention: Retain 1 year(s) after end of academic year
Disposition: Confidential Destruction

GS-111 - 200231: Admissions: Applications - Non-Matriculating Students - Medical Student
This series documents the applications and related documents for the admission to medical school. This series may include, but is not limited to: application, letters of recommendations, transcripts, and admissions committee review/interviews.
Retention: Retain 3 year(s) after last action
Disposition: Confidential Destruction

Source: http://www.lva.virginia.gov/agencies/records/sched_state