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Records Administrators and Records 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 roles are required to use the University Records Management Application (URMA) to manage University records, for the completion of the "Certificate of Records Destruction (RM3)", and to help departments formalize their records management processes.

A Records Administrator should have authority within the department and hold a position such as department administrator, Chair/Assistant Chair, Director, or Supervisor. 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 Records Coordinators for the department
  • Authorizes the destruction of records via the “Certificate of Records Destruction (RM-3)” as the approving official (signature on Line 10) or via the URMA system.

A 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:

  • Familiarity with university policies regarding the protection, security and retention of university records
  • Completes records management training
  • Maintains an inventory of departmental records stored onsite or offsite
  • Initiates review of department records for destructuon and/or transfer in accordance with Records Retention and Disposition Schedules, completing the "Certificate of Records Destruction (RM3)" for approvals
  • Answers questions and provides information to departmental/unit staff on proper records management

Below are “Competencies” that could 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