Records Retention and Destruction Requests

The Library of Virginia has strict protocols regarding how long VCCS must retain documents before destroying them and the process for destroying them. It is important to destroy documents as soon as they are eligible to be destroyed.  Please refer to the attached Fiscal Records Retention and Disposition Schedule and GS-101 Administrative Files document to determine when documents are eligible for destruction.  All records for destruction must be documented and approved before disposal.

How to Properly Dispose of Documents

  1. Determine which files are eligible for disposal referring to the Fiscal Records Retention and Disposition Schedule and GS-101 Administrative Files document attached
  2. Refer to the Volume-Equivalency-Table attached to determine the cubic feet of documents being disposed of
  3. Complete the eRM-3 Electronic Records Destruction Request Form on the Library of Virginia website. Refer to attached RM Destruction Form Instructions and Sample Records Detruction Form for guidance on how to complete the request form
  4. Once complete, you will receive an email confirmation message from the Library of Virginia asking you to confirm your request
  5. Once confirmed, the System Office Records Retention Officer will receive notification and review your request
  6. Once approved, you will be notified via email and may proceed with destroying the documents.
  7. Dispose of documents in approved shredding bins.  Reach out to Facilities department for assistance in locating approved shredding bins. 
  8. Reach out to the Facilities department to request that shredding bins be picked up. Bins are generally picked up once a month.  Facilities will receive a destruction receipt once the bins are taken by the shredding company.  Coordinate with Facilities to confirm when documents have been picked up and obtain a copy of the destruction receipt.
  9. Document that the destruction has been completed.  Using the Records Destruction Affirmation email received from the Library of Virginia, click the button in the email to be taken to the Certificate of Records Destruction Form on the Library of Virginia's website.  Once there, scroll to the bottom and click the checkbox to affirm that the records listed above have been destroyed. Then click the Affirm Destruction button.

Important Guidelines

  • Records should be destroyed no later than 6 months past the retention guideline timeframe
  • Timely destruction protects VCCS legally, even in FOIA requests
  • Refer to the attached retention schedules for specific timeframes

Need Help?

Contact Kelly Hockaday at khockaday@vccs.edu for questions about records retention requirements.

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