Records Analysis Forms

Closeup of row of book spines

Records Destruction Forms

Designate a Records Officer

Use the Records Officer Designation and Responsibilities (RM-25 Form) to designate a new, replace an existing, or add an additional Records Officer.

A Records Officer is the only person able to authorize the destruction of records. This person maintains the office's records management program, trains staff members, and ensures records are being destroyed properly.

Complete the form in its entirety. Then, either mail or email it to your assigned analyst.

Designate a Records Technician

Use the Records Technician Access Authorization (RM-26 Form) to designate a new, replace an existing, or add an additional Records Technician.

A Records Technician should only be designated if you are a customer of the State Records Center (SRC). This person manages boxes sent to the SRC.

Destroy Records In-Office

Use the Certificate of Records Destruction (RM-3 Form) to report all destruction of public records located in-office to the Library of Virginia. This form should be used for records destruction that does not take place at the State Records Center (SRC).

Destroy Records at the SRC

Use the State Records Center (SRC) Certificate of Records Destruction (RM-3 Form) to report all destruction of public records located at the SRC to the Library of Virginia. This form should only be used for records destruction that must take place at the SRC. If your boxes are stored at the SRC, this form begins the process to have them destroyed.

Managing Records Forms

Create/Update a Retention Schedule

For general schedules: Contact your assigned records analyst to request an update to a general schedule. If the update requested involves the creation or removal of a records series, a panel of Records Officers will be organized to discuss the change.

For agency-specific schedules: Complete one Records Survey (RM-19 Form) for each records series you would like to create or update. Submit completed forms to your records analyst through email.

Identify Current Records

Identify and quantify all records created and maintained by your agency or locality on the Records Locator Inventory (RM-20 Form).

Note: This form is for internal use only. It is never submitted to your records analyst.

Transfer Archival Records

Permanent, archival records should only be transferred to the Library of Virginia if their records series’ disposition states “Permanent, Archival”.

For paper or digital records: Use the Archival Transfer List and Receipt (ARC-1 Form) and Archival Transfer Folder List (ARC-2 Form) to transfer these records to the Archives. Both forms must be type-written and completed in full. Submit completed forms to your records analyst through email. For paper records, you will provide the original form when the records are picked up.

For microfilm records: Use the Archival Microform Transfer and List (ARC-3 Form) to transfer these records to Imaging Services. This form must be type-written and completed in full. Submit completed form by fax or mail.

ARC-1

Please read the following instructions before beginning your form:

Find the single-page and continuation forms below:

ARC-2

Please read the following instructions before beginning your form:

Find the single-page and continuation forms below:

ARC-3

Please read the following instructions before beginning your form:

Find the single-page and continuation forms below:

Store Non-Permanent Records

For state agency- and locality-customers of the State Records Center (SRC): Use ShelfLife to transfer records to and manage records at the SRC until they are eligible for destruction.

If you do not have ShelfLife login credentials, contact your records analyst.

Note: Customers are responsible for tracking retention periods and requesting/authorizing SRC destruction.

SRC Records Retrieval Request

Complete the RM-18 form (Records Center Retrieval Request) to request your temporary records stored at the State Records Center (SRC). This form should be faxed to (804) 236-3722.