Records Administrators and Coordinators
Each department or business unit at the University of Virginia should identify at least one Records Administrator and at least one Records Coordinator. It is strongly encouraged that there is more than one person in each role, however, the same person may not fill both roles. Small departments should assign the Records Administrator role to an individual when one person manages University records.
These are required roles assigned to individuals using URMA when managing University records, for the completion of the "Certificate of Records Destruction (RM3)", and to help departments formalize their records management plans.
While not a requirement, it is strongly recommended that Records Administrators have a high level of responsibility within the department (e.g. Dean, Director, Asst. Dean, Sr. Administrator, etc). A Records Administrator:
- Ensures that the department adheres to all state and University policies regarding protection, security and retention of University records
- Understands that University records are public records and exists in all formats and media
- Has the authority to remove records from the department - either by destruction or transfer to another entity
- Designates all Records Coordinators for the department and ensures that a Records Management plan is in place and documented
- Is responsible for verifying that there is no audit, investigation, or legal action pending or anticipated on the records and that the records have not otherwise been reactivated
- Authorizes the “Certificate of Records Destruction (RM-3)” as the department representative
The Records Coordinator works frequently with departmental records and is usually a contact for questions related to departmental records. Duties of a Records Coordinator include, but are not limited to:
- Understands all state and university policies regarding the protection, security and retention of university records
- Maintains and documents a Records Management Plan for the department
- Determines which records are to be filed and how records should be organized
- Is responsible for the maintenance and retention of records during active use
- Disposes of records past their retention date following University policy and when appropriate, uses apparoved off-site storage for records which have not met retention
- Conducts a yearly review of records
- Reviews the University Records Management website for resources
Below is a list of “Competencies” that could possibly be included on a Performance Plan for Records Coordinators. Deciding which competencies to include should be based on your position within your department and in agreement with your supervisor.
- Communicates Effectively
- Facilitates Change
- Gains Commitment
- Individual Efficiency
- Manages Information
- Plans and Organizes
- Quality Focus