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Destruction of Public Records

Before destroying public records under the Virginia Public Records Act, you must confirm all of the following:

  1. The record appears on a records retention and disposition schedule approved pursuant to § 42.1-82 and the record's retention period has expired;
  2. A certificate of records destruction, as designated by the Librarian of Virginia, has been properly completed and approved by the agency's designated records officer; and
  3. There is no litigation, audit, investigation, request for records pursuant to the Virginia Freedom of Information Act (§ 2.2-3700 et seq.), or renegotiation of the relevant records retention and disposition schedule pending at the expiration of the retention period for the applicable records series.

Follow these steps for approved destruction:

  1. Review the disposition instructions for the records on the Records Retention and Disposition Schedules approved by the Library of Virginia. If the administrative usefulness of the records to the office that created them has ended, and that there are no legal, fiscal, or historical reasons for the preservation of the records and the retention period has expired you may go to step two.
  2. If you have concerns about possible litigation, audit, investigations or public records requests involving the records to be destroyed, please contact the Records Management Office to confirm any known holds on records at records@virginia.edu or 434-243-9162. In most cases unless you have been contacted by one of the above offices, the records are not involved in any litigation, audit or other official action.
  3. Complete a Certificate of Records Destruction (RM3) and submit it to the Records Management Office (PO Box 400898). Complete instructions are located below. The University Records Officer will review the form and contact you with any questions or concerns. Upon approval you will receive a signed and approved RM3. You may now destroy the records.
  4. After destruction, complete the final sections of the RM3, maintain a copy for your records and return the original to the Records Management Office (PO Box 400898). The Records Management Office will submit the final form to the Library of Virginia in accordance with the Virginia Public Records Act. Please review the Virginia Public Records Act, Records Management FAQ's, or contact the Records Management Office at records@virginia.edu or 434-243-9162 with questions.

Certificate of Records Destruction (RM3)

Instructions for RM3 Form

Send the signed original RM-3 forms (faxes are not acceptable) to:

  • For Agency 207: Records Management Office, Caroline Walters, University Records Officer, PO Box 400898, Charlottesville, VA 22904
  • For Agency 209: Mr. Abraham Segres (434-924-5595), Director, Office of Risk Management, P. O. Box 800503, Charlottesville, VA 22904