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.
The Library of Virginia’s retention schedules apply equally to physical and digital records. Digital records include email, PDFs, spreadsheets, images, databases, SharePoint/OneDrive/Teams files, TeamDynamix ticket and project artifacts, and any other electronically stored information. Digital content must follow the same retention timeframes found in the applicable schedules (e.g., Fiscal Records Retention & Disposition Schedule and GS‑101 Administrative Files). Records eligible for destruction must be documented through the eRM‑3 process before deletion, just as with physical records. Once approved, digital records must be securely deleted in accordance with VCCS IT security standards for media sanitization and data protection (e.g., secure deletion methods, removal from cloud storage, and deletion from backups where applicable).
How to Properly Dispose of Documents and Digital Records
- Determine which records are eligible for disposal referring to the Fiscal Records Retention and Disposition Schedule and GS-101 Administrative Files document attached
- Refer to the Volume-Equivalency-Table attached to determine the volume of documents being disposed of
- 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
- Once complete, you will receive an email confirmation message from the Library of Virginia asking you to confirm your request
- Once confirmed, the System Office Records Retention Officer will receive notification and review your request
- Once approved, you will be notified via email and may proceed with disposing of the the records
- For physical records:
- Dispose of documents in approved shredding bins. Reach out to Facilities department for assistance in locating approved shredding bins.
- 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.
- For digital records:
- securely delete the digital records using approved secure-deletion methods (e.g., permanent delete in OneDrive/SharePoint, deletion from local drives, and ensuring digital trash/recylce bins are emptied)
- If applicable, notify IT support of system-level deletions that require administrative intervention (e.g., Team Dynamix, shared drives)
- 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
- Records stored in cloud systems (Teams, SharePoint, OneDrive) should not be deleted until eRM-3 approval is received
- Digital destruction must meet VCCS IT security standards for confidential information handling and media sanitization
- Digital records that are part of litigation holds, audits, investigations,or FOIA actions must not be destroyed
- Timely destruction protects VCCS legally, even in FOIA requests
- Refer to the attached retention schedules for specific timeframes
FAQ
Q: Do I need an eRM‑3 for deleting emails?
Yes. If an email meets the definition of an official record covered by a retention schedule, it must be included in an eRM‑3 request before deletion.
Q: What about duplicate files or drafts?
Non‑records and transitory information do not require an eRM‑3 but must still be managed responsibly and securely deleted.
Q: What if the record exists in both paper and digital form?
You must treat each format as a record and follow retention requirements for both unless your department has formally designated one version as the official record.
Need Help?
Contact Kelly Hockaday at khockaday@vccs.edu for questions about records retention requirements.