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URMA - powered by Infolinx

A new and improved URMA is coming!

URMA, the University Records Management Application, is designed to help manage and organize University records held at the University of Virginia. The application is in the process of being rebuilt from the ground up!

Overview of "URMA powered by Infolinx"

The University's Records Management Office is partnering with Infolinx Systems Solutions to provide a more robust and flexible "URMA". Infolinx is a leading provider of enterprise physical records management software to a variety of industries. "URMA powered by Infolinx" is a web-based system that will include the tracking of University records, while also integrating with off-site storage providers to facilitate the transfer of records to and from these vendors. Supporting all major web browsers on Windows and Mac OS, the new application has an advanced security model including integration with the university’s NetBadge authentication protocol.

"URMA powered by Infolinx" is scheduled for implementation August, 2013, with testing of the final release to begin in mid-July. This is a very aggressive, but also realistic, time-line. The Records Management Advisory Group has been providing input and feedback on the functionality of the new system and the improvement on work flow processes for various offices.

Important Dates

Timeline adjusted to reflect extended testing period (4/29/2013)

  • Now through May 3 - Identify those records in the current version of URMA that have been destroyed - access the current version of URMA to work with records you have already entered.
  • May 5 - Last day to enter information into the current version of URMA
  • May 6 through August 31 - The current version of URMA will be available in "read-only" mode
  • August 14 - Go Live Date for "URMA powered by Infolinx"
  • September 1 - The current version of URMA goes away

Identification of Destroyed Records

All current records in the existing URMA system will be transferred to the new system. Records Coordinators and Records Administrators are asked identify those records in URMA that have already been destroyed so that only current records are moved to the new system. To review your records and identify those which have already been destroyed:

  1. Enter URMA
  2. Go to "Show My Records"
  3. Jot down the "Record #" of those records that have been destroyed
  4. Send this list of "Destroyed Records - Record Numbers" to records@virginia.edu
  5. If no records have been destroyed, send email to records@virginia.edu stating this

Information Sessions

Below is a list of information sessions being offered over the next few months to provide a more in-depth overview of the changes. These are drop-in sessions that will not only cover what is happening with URMA, but also how the new storage contracts play a role and how to get started using them.

Hands-on training sessions will also be offered before and after the implementation of the new system. Registration will be required for these sessions via the UVa Employee Self-Service.

Information Session Schedule

DATE
TIME
LOCATION
Thursday, May 23 2:00 pm Newcomb Hall, Kaleidoscope Rm
Tuesday, June 4 9:00 am Newcomb Hall, Kaleidoscope Rm
Wednesday, June 12 11:00 am Newcomb Hall, Kaleidoscope Rm
Thursday, July 9 2:00 pm HR Training Rm 189, 2400 Old Ivy Rd
Wednesday, July 24 9:00 am HR Training Rm 189, 2400 Old Ivy Rd