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Records Management: Form Creator - Fill Out the Form

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

Procedures - Form Creator

Organization Information State Agency or Locality

  • Choose State Agency
  • A drop down box will appear
  • Choose Christopher Newport University

Division/Department

  • Please note individual academic departments may not be listed, you can choose the correct College for your department (i.e. College of Arts and Humanities) or if you want to be more specific you can choose Other
  • If your division/department is not listed choose Other
  • A box will  appear "Other" Department Name
  • Type in the name of your department - e.g.- Mathematics Department

Designated Records Officer

  • Select from the drop down box

Approving Official

  • Type in the Approving Official's (i.e. department chair, department head)  Name, Email, and Title into the correct boxes as indicated

Tip:

Use the person's official cnu.edu email address; forms with other email addresses will not be excepted by the Records Manger

Organization Address

  • Type in the address information for CNU in the correct boxes as indicated

Records to be Destroyed

  • Click the Add New Record button

Schedule

  • Use the drop down box to select the General Schedule that you need

Tips:

View General Schedules to help you choose

You can also Search All General Schedules if you don't know which one to choose

or contact the CNU's Records Officer (Susan Barber, sbarber@cnu.edu) for further assistance

Series

  • Select the series that you need from the drop down box

Tip:

You must select a General Schedule before the Series drop down box will become active

Series Notes (optional)

  • You are not required to put anything in this box, but can note what your office refers to the items as, if different from official title

Begin Date

  • The date of the first record you want destroyed in your chosen series
  • Enter Year-Month-Day e.g. 2017-01-01

End Date

  • The date of the last record you want destroyed in your chosen series
  • Enter Year-Month-Day e.g. 2017-12-31

Volume Unit

  • For paper (i.e. hard copy, physical item) records choose Cubic Feet; the other choices are for electronic records

Volume Amount

  • Indicated with a number (not more than 2 decimal places) the size of the files you want to destroy e.g. 1.25

Tip:

Use the Volume Estimation Table to assist you in choosing the approximate amount of cubic feet for the records you want to destroy

Destruction Method

  • Choose from the drop down list

Tip:

You must select a Volume Unit before the Destruction Method drop down box will become active

Location (optional)

  • You are not required to put anything in this box, but can put the place you store the files before they are destroyed

Add More Records (maximum of 15 per form)

  • If you need to add additional items to be destroyed, click the Add New Record button and start the process over
  • After you have entered all needed records fill in the Form Creator section

Form Creator

  • Type in your personal information (Name, Email, Telephone Number and Title) into the correct boxes as indicated

Tip:

Use your official cnu.edu email address; forms with other email addresses will not be excepted by the Records Manger

  • Click the Submit Completed Form button

If there are mistakes, you will be notified and will need to correct the mistakes

Then click the Submit Completed Form button again

  • Once the form is accepted, you will need to check your email for an email asking you to confirm your email address
  • This will send the form to the Approving Official

What Happens Next?

No Corrections Needed?

  • Everyone has agreed that the form looks correct?
  • Excellent job! Let's destroy the records.

Corrections Needed?

  • The Approving Official may send the form back to you if they notice items that need correction
  • The CNU Records Manager may also send the form back to you if they notice items that need correction
  • Make corrections as needed and send the form back to the Approving Official
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