UVA Records Management Day
THANKS TO EVERYONE WHO CAME OUT A MADE SUCH A GREAT DAY - PRIZES WERE GIVEN TO THE FOLLOWING DEPARTMENTS:
ENGLISH, PSYCHOLOGY AND PSYCHIATRIC MEDICINE WON FOR THE MOST RECORDS AT EACH LOCATION.
CHEMISTRY WINS A SPECIAL MENTION FOR CLEANING OUT AN ATTIC AND RECEIVE SOME SPECIAL UVA GIFTS!
THANKS AGAIN TO EVERYONE, ESPECIALLY - UVA RECYCLING AND INFORMATION SECURITY, POLICY AND RECORDS STAFF (WAY TO GO TEAM)!!!
SEE YOU ALL IN 2010 FOR THE NEXT RECORDS MANAGEMENT DAY!
First Annual Records Management Day is scheduled for FRIDAY, JUNE 26, 2009
The Records Management Office will visit three locations during this day to review, sign RM3 Destruction Forms and destroy records and recycle removable electronic media. We will have an onsite shredding truck available to destroy all types of records. Please see the instructions below to prepare you records for the day. There will also be information on UVA Records Management, Information Security, and UVA Recycling Services, prizes, and food and water for all.
COME JOIN US FOR A GREAT CLEAN-UP OPPORTUNITY AND SOME FUN!
Schedule: (Maps to locations coming soon).
8 a.m. - 10 a.m. - Parking Lot behind Bryan and New Cabell Hall
11 a.m. - 1 p.m. - Gilmer Hall at the corner of Alderman and McCormick
2 p.m. - 4 p.m. - Crispell Road near MR4 Building
FAQs
What can I bring to RM Day?
Bring all records which have met retention in accordance with the VA Public Records Act. Checkout the schedules or email the Records Management Office to learn about the proper retention.
What do I need to destroy records that have met retention?
You will need a completed RM3 form (Certificate of Records Destruction). Please complete through Line 7. If you have questions contact the Records Management Office at least two days before the event for assistance. We will review and sign off on Certificates on site.
Can I bring old diskettes, CDs and other removable electronic media to destroy?
Yes, we will have a degosser available to destroy the ability of the removable media to be read, and UVA Recycling will have a bin to recycle the media. If there are official UVA records on the media, you will need to complete a RM3 form and bring that for approval as well.
I don't have any records ready for destruction, but can I still come out to the site?
Yes, please come meet us. You can talk about your records issues, hear about UVA recycling services and information security issues, get something to eat, register for a prize and have some fun!
What do I have to do with my paper records before shredding?
You may leave staples and paperclips, but please remove any large binder clips, notebooks, and hanging file folders. Bring them in boxes or bins to be destroyed.
I have many boxes, is there someone who can help bring them to a RM Day site?
We will have some help at each location with moving boxes. If you have more than 10 boxes, please try to arrange help from your department/office/building staff or from Facilities Services before the day. If you are unable to obtain any help, please contact the Records Management Office (records@virginia.edu or 3-9162) and we will try to arrange some assistance. Someone from the department/office needs to come to the RM Day site with the records to be destroyed.
What are the prizes and how do we WIN?
There will be two individual prizes (one each hour) and a department/office prize at each of the three sites. The individual prize (a UVA T-Shirt) will be picked from those individuals who come out to the site and register for a prize. Department/Office prize (Pizza Party Gift Certificate) will be based upon the department/office who brings the most records (number of boxes) to destroy.
Who do I contact if I have other questions?
Call or email the Records Management Office (records@virginia.edu or 3-9162).