VMI Records Management Program
We provide secure, on-site bulk shredding services for VMI offices
Contact the VMI Archives if you have questions, need help, or would like an in-person consultation.
Please consult our Frequently Asked Questions for detailed information
What is Records Management?
- The maintenance of currently active, administratively useful, public records
- The proper disposition of public records that no longer serve administrative, legal, fiscal, or historical purposes
- The preservation of those records that have historical value or that must be preserved by law or for other reasons. These are retained permanently in the VMI Archives.
Records Management at VMI
VMI is a state agency, and all faculty and staff are obligated to follow the requirements of the Virginia Public Records Act (Code of Virginia) governing retention and disposition of records. Each state agency is required to appoint a designated agency records officer. At VMI, oversight of records retention and disposition resides with the Head of Archives and Records Management, VMI Archives, Preston Library.
Records retention requirements are listed in state retention schedules. Before disposing of records, the required legal retention period must have been met; there can be no pending audits, litigation, or other holds on the records; AND you must complete a Certificate of Records Destruction. This must be reviewed and approved by COL Jacob in the VMI Archives before any records are destroyed. Records of permanent historical, legal, and/or administrative significance will be retained permanently in the VMI Archives.
Essential Information and Services - see our FAQ for details
- State records retention requirements must be followed. A Certificate of Records Destruction must be completed and approved before records are destroyed. If you are uncertain about the retention status of records, contact us for help.
- Inactive records awaiting or ready for disposal may be transferred to the Archives. We will fill out the required Certificate of Records Destruction (RM-3) and we use a commercial, confidential shredding service to destroy the records when the retention period has elapsed. Do not send active (frequently in use) records. Please contact us so that we can supply you with boxes that fit on our shelves and provide other instructions.
- Non-current ("inactive") records of permanent historical, legal, administrative, or other long-term value should be transferred to the VMI Archives for permanent retention as soon as they no longer serve a purpose in your office.
- Email and Electronic Records: It is the content of an electronic record - not the physical format - that determines its retention period. Email, pdf files and other e-records must be retained for the same length of time as their paper counterparts. More information in our FAQ
- We provide secure, on-site bulk shredding. No need to tie up staff time.