The University of Virginia will comply with federal and state statutory requirements and specifically, the Virginia Public Records Act, in the handling of University records.

1. Agency Requirements:
   The Academic Division (Agency 207), the Medical Center (Agency 209), the College at Wise (Agency 246) must:
   1. Records & Information Management:
      1. Comply with retention and disposition instructions in the applicable Records Retention and Disposition Schedules approved by the Library of Virginia. For the Academic Division, see Records and Retention Schedules. Contact the Medical Center and/or the UVA Wise records officers for directions on which records retention schedules to use.
      2. Store physical records in compliance with the Physical Records Storage Standards for onsite and offsite locations. Offsite storage requires review and approval of the agency’s designated records officer.
      3. Store electronic records in accordance with the University Data Protection Standards and guidelines from the agency’s records officer for management and authenticity.
      4. Destroy University records once the retention period in the University Records Retention and Disposition Schedules has expired. A Certificate of Records Destruction (RM3 Form) must be approved by the agency’s records officer as required by the Virginia Public Records Act before destruction. For the Academic Division, see Destruction of Public Records. Contact the Medical Center and/or UVA Wise records officers for directions on completion of the Certificate of Records Destruction (RM3 Form).
   2. Special Records Requests:
      In addition, agencies/departments/units should adhere to the following:
      1. Archival/Historical Records:
         Transfer records designated with historical/archival value, as listed in the Records Retention and Disposition Schedules, to the designated archival repository. Leadership (President, Chief Operating Officer, Provost) records are closed for 10 years after the individual holding the position has left the leadership position.
      2. Audits, Court Orders, Investigations, and Freedom of Information Act Requests:
         Retain all records requested or placed on hold by internal offices (such as University Counsel, Internal Audit, Office of Sponsored Programs, University Communications, UVA Health's Chief Corporate Compliance and Privacy Officer, etc.) until cleared by the office placing the hold, regardless of retention requirements. Offices placing holds or requests for University records should copy the agency’s records officer on all notices.
      3. Review of Electronic Records Systems:
         Departments and units should review with the University Records & Information Management Office the implementation of electronic systems, including cloud services for compliance with Records & Information Management policies, standards, and guidance.
2. University-Associated Organizations (UAOs):
   While University-Associated Organizations are not subject to the Virginia Public Records Act, UAOs are strongly advised to follow best practices for records and information management. UAOs may use consulting services provided by the University Records & Information Management Office (Agency 207).
3. Responsibilities:
   1. The agency records officer is responsible for developing standards, guidance, and providing assistance to organizational units within their agency for managing University records, including designation of confidential or records containing highly sensitive data.
   2. All Academic Division, Medical Center, and College at Wise employees (faculty and staff) and All Board Members should receive records and information management guidance about their responsibilities as an employee/board member at the time of hire/appointment. Each agency will determine the area responsible for providing records management guidance. For the Academic Division, completion of Introduction to Records & Information Management at UVA online session (5 min) is required.
   3. Supervisors should support additional records and information management training for their employees, especially those with records responsibilities, from the agency’s records officer. It is strongly recommended that employees with records responsibilities complete Records Management Basics (on-demand training). Additional online training and resources can be found here.

4. Compliance with Policy:
   Failure to comply with the requirements of this policy may result in disciplinary action up to and including termination in accordance with relevant University policies.

   Questions about this policy should be directed to the University Records & Information Management Office, Health Information Management at the Medical Center, or the College at Wise Library.