Skip to main content

Records Management: Home

Procedures, schedules and forms for the Commonwealth of Virginia's Record Management program.

Quick Picks

Top 3 General Schedules

  • These are direct links to the most frequently used General Schedules for CNU.
  • Complete access to all the available General Schedules is also available.

Records Management at the LVA

Procedures

NOTE:

  • If multiple RM-3 forms are submitted, all three required signatures must be on each page.
  • Do not let the RM-3 form run over to multiple pages or print double sided. It must be 1 page single sided. Start a new form as needed.
  • Do not modify the RM-3 form.
  • Do not attach anything to the RM-3 form.
  • Each Series you use needs to be on a different line, do not combine them into one line.
  • Form should be typed not handwritten.
  • If you would like to have the completed form reviewed for errors prior to obtaining signatures, you may email the pdf Document to sbarber@cnu.edu for review - once everything is correct, you will still need to obtain the appropriate signatures.

ALL ITEMS ARE REQUIRED

Instructions:

Box 1. Type Christopher Newport University

Box 2. Type the name of your department

Box 3. Type your name

Box 4. Type Address (e.g. 1 Avenue of the Arts, Newport News, VA 23606)

Box 5. (a) Type your telephone number

Box 5. (b) Type your E-mail address

Box 6. (a) Type both the retention schedule and series number that apply to the records to be destroyed. 

(e.g. GS 111-101063)

ENTER ONLY ONE SERIES NUMBER PER FORM ROW

Box 6. (b) Type the title of the record EXACTLY (tip: copy & paste it from the schedule to the form) as it appears on the Schedule.

(e.g. Academic Counseling: Group Files/Test Results)

Box 6. (c) Type the date of the records. (Month/Year - Month/Year)

(e.g. 1/2012-12/2013 not 2012-2013)

Box 6. (d) Type the location where the records are stored

Box 6. (e) Type the volume/cubic feet size or in bytes for electronic records.

(This is required. See the Volume Estimation Table)

Box 6. (f) Type the way you plan to destroy the records (burn, shred, etc.)

 

STOP! STOP! STOP! STOP!

 

Box 7.  Email the form to the approving official for review (i.e. the department chair, department head, etc.).

The approving official must type their own name on this line after they ensure that no pending litigation, audits, or FOIA requests would require a legal hold placed on these records.

Box 8.  Email the form to the designated records officer for review (Susan Barber, sbarber@cnu.edu)

NEXT STEPS

  • The records officer will review the form and fill in box 8 if everything is correct
  • The records officer will return the form to the person who completed the form (email address in Box 5 (b))
  • This indicates that the records can now be destroyed
  • At this time you can destroy the records in your office if shredding OR
  • If destroying by burning, you can email the form to Monte Alcock (malcock@cnu.edu) in the Warehouse so he can arrange to pick-up the records to take them to the incinerator
  • Box 9. Records destruction affirmed by

The person destroying the records needs to fill in this section, then they need to email the form back to the records officer (Susan Barber (sbarber@cnu.edu)

CNU Records Manager

Susan Barber, Electronic Resources Coordinator

  •  Phone: 757-594-7046
  • Location: Paul and Rosemary Trible Library
Trible Library provides links to other websites to aid in research and is not responsible for the content or privacy policy of those sites.