URMA - Frequently Asked Questions

Which web browser should I use?

The recommended browser on both Windows and Macintosh platforms is Firefox.

Is there help using URMA within URMA?

Yes. In the top blue header, near the left side, you will see a link for "Help". This provides page specific assistance.

What does "Lookup" do?

Clicking on "Lookup" will enter the information from the University database for the UVa Computing ID you have entered.

What happens to my records if I change departments or leave the University?

Prior to making these changes, verify that there is at least one other Records Coordinator or Administrator for your area. Before you leave, use the "Update My Account" button on the login page to access your account information. In the "Division/Dept/Section" field, remove your current department and add your new department then save the changes. The system will automatically reassign your records to another Coordinator or Administrator within your original department. You will see a confirmation that your account has been updated and to whom your records have been reassigned.

If you are leaving the University, contact the Records Management Office telling us who the records should be reassigned to.

When I created my account, the information automatically entered is incorrect. How can I fix that?

You can update your information by going through Integrated System Production and Self Service. If you are entering information for someone else and their information is incorrect, they will need to update their own information through the same process. When you change information using the modifiable fields within URMA, this information is not passed to the Integrated System.

I work in the Health System (Agency 209), but get paid by the Academic division (Agency 207) - or vice-versa. Which agency should I choose on my account profile?

Contact the Records Management Office.

What type of label should I use for printing?

The label templates are set for labels that measure 5-1/2" x 8-1/2" - two labels per sheet. They were created using Avery Label # 5126. This is a label that blocks out anything underneath so it works well when putting label on top of label. Any label that measures 5-1/2" x 8-1/2" - two labels per sheet, should work well.

Do I have to use the URMA label?

Using the labels that you can print from URMA is not a requirement, but highly suggested. If you use your own label system, be sure to include the same information included on the URMA label. This will greatly help when it comes time for records disposition.

Do I have to print the labels immediately after saving the records information?

No. You can come back at a later date and print your labels by selecting the "Show My Records" button on the login page. Then either the "Edit" link or "Print" link will give you access to print your labels.

Is there a label file that is downloaded to my computer?

Yes. A PDF file will be generated and you can save this to your computer to print immediately or at a later date. The file downloaded will include your box number range. For example, if you are printing 10 labels for clinical trial records, the file that will download to your computer will be title "ClinicalTrialLabel_42_51.pdf" where 42-51 are your box numbers. Labels not related to clinical trials would be titled "NonClinicalTrialLabel_42_51.pdf".

Where do the box numbers come from?

Box numbers are generated by the system and are unique.

Can I export my inventory information from URMA to my database or spreadsheet?

Yes. Use the "Show My Records" button on the login page to access the records you would like to export. In the subsequent results page, you will see a link to "Export to Excel". This will download a .csv file of the records information as it appears in the results window to your computer. The export includes only this information.

Is there a record number or some other unique identifier for my records information?

Yes. The system automatically assigned a record number to your information. You can see this number when you select "Show My Records".

I have a suggestion, comment or recommendation for URMA. What can I do?

Contact the UVa Records Management Office by email at records@virginia.edu.

Record Management, U.Va.