The University Archives upholds the university’s legal responsibility to the commonwealth and its citizens as outlined in the Virginia Public Records Act to identify, retain, and preserve university records that must be held in perpetuity. It also retains university records that are of enduring administrative, legal, fiscal or historical value for the university and the commonwealth.
The University Archives resides within the VCU Libraries and is the official repository for archival records. This policy provides the framework for the University Archives program at VCU. It establishes the authority of the University Archives, provides a definition of archival records, and sets procedures for appraisal, transfer, and control of archival records.
Noncompliance with this policy may result in disciplinary action up to and including termination. VCU supports an environment free from retaliation. Retaliation against any employee who brings forth a good faith concern, asks a clarifying question, or participates in an investigation is prohibited.
Unit administrators, faculty, and employees who are accountable for complying with the Virginia Public Records Act are responsible for knowing this policy and familiarizing themselves with its contents and provisions.
University records that have enduring administrative, legal, fiscal, or historical value are designated archival records by the University Archives or are specified through disposition instruction set forth in the Records Retention and Disposition Schedules of the Commonwealth of Virginia. Examples of archival records may include but are not limited to: board of visitor meeting minutes, president’s correspondence, university relations media, publications, and student organization records.
The process of determining the archival value of records based upon their current administrative, legal, and fiscal use; their evidential, information, or research value; their arrangement; and their relationship to other records.
Final destruction or transfer of records to the University Archives.
The records retention and disposition schedule is a listing of the actions to be taken on a records series – a group of similar records that are arranged according to a filing system and that are related as a result of being created, received, or used in the same activity. The listing of actions could entail destruction, reformatting, transfer, or permanent retention at a specified time as authorized by the Library of Virginia.
University Archives refers to the official repository for archival records and the program through which such records are acquired, promoted, and made available for use. VCU Libraries is the designated repository for archival records and the administrative unit that operates the University Archives program.
An individual appointed by VCU Libraries with responsibility for the management and oversight of the University Archives program. The university archivist is responsible for appraising, acquiring, arranging, describing, preserving, and providing access to records of enduring value, according to archival principles and the Virginia Public Records Act.
University records are public records as defined by Code of Virginia § 42.1-77. University records are recorded information that document a transaction or activity by or with any appointed board member, officer, or employee of the university. Regardless of physical form or characteristic, the recorded information is a university record if it is produced, collected, received or retained in pursuance of university business or in compliance with federal and state statutes and regulations. University records include but are not limited to: publications, personnel records, student records, research records, financial records, patient records and administrative records. Record formats/media include but are not limited to: email, electronic databases, electronic files, paper, audio, video and photographs.
VCU Libraries officially interprets this policy and is responsible for obtaining approval for any revisions as required by the policy Creating and Maintaining Policies and Procedures through the appropriate governance structures. VCU Libraries generally delegates this authority to the university archivist. Please direct policy questions to the university archivist.
There are no forms associated with this policy and procedures.
This policy supersedes the following archived policies:
|Initial Approval: 05/08/2014||University Archives|
There are no FAQ associated with this policy and procedures.