The Code of Virginia requires all state agencies with public records to have an agency records administrator and a records management program. There is also a section of the state Compliance Assurance Manual that affects this policy. The university Records Manager is responsible for compliance with the Virginia Public Records Act and is the liaison officer with the Library of Virginia. The university Records Manager develops and implements university policy and procedures for the university-wide Records Management Program in accordance with the guidelines of the Virginia Public Records Act. All organizational components of the university are required to participate in this program.
University records are the property of the university.
Administrators, faculty, staff, and students who terminate their association with the university are to return all university records to the appropriate office. University personnel are responsible for the compliance with state and federal statutes pertaining to the confidentiality of university records. These areas are discussed in more detail in the next two paragraphs. The Library of Virginia has developed Records Retention Schedules for most public records that indicate how long to retain a record and how to destroy it. All university departments must retain their original record for the stated time period in the Records Retention Schedule provided by the Library of Virginia.