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 and review the menu links under Records Management (left) for additional 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 its employees and offices 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 to coordinate and disseminate records management procedures and approve records destruction. The records officer at VMI is the Head, Archives and Records Management (currently COL Diane Jacob). Guide to the Virginia Public Records Act.
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 form must be submitted for approval to the Head of Archives and Records Management before any records are destroyed.
Essential Information and Services - see our FAQ for details Confused? Have questions? Need help? Contact us!
- Follow these instructions for completing the required records destruction form. Records that meet the required retention period (are at the end of their lifecycle) should be destroyed.
- If you have material that requires confidential destruction, you may transfer it to the VMI Archives. We provide secure, on-site, commercial bulk shredding. Please follow these instructions for transferring records.
- Non-current/inactive records of permanent historical, legal, administrative, or other long-term value should be transferred to the VMI Archives for permanent retention when they no longer serve a purpose in your office. Please do not place these records in off-site storage, closets, etc. where they will become lost or damaged over time.
- Email and Electronic Records: It is the content of an electronic record that determines its retention period; the format/medium is irrelevant. 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