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in this session will cover how to successfully complete
certificate records destruction rm3 form the R M three is used to document the
proper destruction of public records
in accordance with the Virginia Public Records Act chapter 40 2.1
section 76 391 have the code a Virginia
the RM three form is available on the library virginia's website
from the records management homepage click the forms link
the RM three sections found here
and will use the sample rm3 for this demo
or that the required information in boxes 1 through 8
is any typed format please do not submit
and written forms
inbox 1 type before name the agency
locality regional entity
inbox to type the name at the department division
or section
in box three type the first and last name at the individual
completing or
inbox for take before mailing address
up the agency
remember to include office were sweet numbers
inbox 5a
type the telephone number a person completing for
don't forget to include a direct extension number if that's applicable
inbox by be type email address
have the person completing the form
information and boxes 6 a through F describes the records to be destroyed
enter only one record series per line and group all records have the same
series
with contiguous date range into one entry
for example if you're destroying 10 boxes have the same record series
with no gaps in the date range your report them all on one line
before inbox 6a
type the schedule number and the records
six digit series number
inbox six-b_ type the record Series title
please use the title from the records retention schedule
which may be different from what the records are called in your department
your welcome to add additional details following
the series title if needed
as a suggestion you can also copy and paste
the schedule and record series numbers as well as the record Series title
from the electronic version up for retention and disposition schedule
inbox 6 e type the date range have the records for
that particular series from oldest two most recent
please be specific do not use general dates
such as prior to 1990 or
post 2006
include beginning and ending date in this field
and using per month your format is
highly preferred inbox 6d
you can type the location have the records if it is known
this is the only field that is not required
but it can be helpful for locating records internally
especially on a large destruction project inbox 6 e
tight the volume over the material to be destroyed
for each series all paper records must be calculated and reported in cubic feet
and electronic records in a formal bite
megabyte gigabyte acceptor for paper records
refer to the volume estimation table to help convert
boxes drawer shelves were even piles
records to cubic feet they're also conversion references for Mike reforms
as well as VHS an audio cassettes
inbox 6f
type the destruction method non-confidential destruction methods
include trash
and recycle for paper records and delete
for electronic records shred burned
were popped are the acceptable methods for the confidential destruction
have paper records and electronically shred
decals or media destroyed
for electronic records if the schedule calls for confidential destruction
make sure an appropriate method is utilized and reported
do not use words like confidential were destroyed has a destruction method
and less referring to the physical destruction electronic media
inbox 7 type the name
the individual responsible for the records for the work
that the record support
inbox 8 type the name but the records officer
who is a testing at the or is accurate incomplete
this must be an individual from your agency
Department or sub-department who has submitted the records officer
designation and responsibilities
are him 25 form to the library or Virginia
if the name of the individual were company representative who will affirm
that the records have been destroyed
is known then type the name the agency staff member
or the name of the company and the representative
inbox 9 you cannot put
just a company name in lieu a printed name and signature
a note here even if the destruction is performed by a third party vendor
and agency representative can affirm that the records were destroyed
be a signature and date on line 9 if it is appropriate to include
any updates for lines 739 before printing the form
those should be typed as well at this point
the form should be printed and the appropriate signatures applied to lines
7 and 8 once the approving official has signed off that the records are ready
for destruction
for example that there are no fiscal or legal holes in place
and the records officer has affirmed that the form is complete
an accurate then the record should be destroyed
and the destruction affirmed by the appropriate signature and date
on line 9 if the printed names on line 9 have to be hand written
they must be done so very legibly
after the form has been completed
copy it and filed a copy for three years pursuant to the applicable series on GS
19 for localities
4GS 101 for state agencies you will then mailed the RM three
force at a bar in threes to the address in the top left corner of the form
and please make it to the attention of Patrice Morgan
here are some things to remember
when reporting destruction using the RM three if multiple forms are being
submitted at the same time
each for must contain all three
required signatures remember to retain you were agencies copy
for three years the original submitted to the library Virginia will be retained
for fifty years do not make modifications
to you or are in three forms: if you run out of room on one form
you need to start another do not attach
anything to an R in 34 this includes but is not limited to
vendors destruction certificates enlists detail in the records
also when submitting multiple forms
please do not staple them together please do not allow word forms to expand
to a second page
you can enter double lines up information only on four rows
each for please print are in threes
only on one side of the paper double-sided forms can not be accepted
are in three forms should be printed only on
white paper if you must print the RM three on colored paper
you cannot use dark shades one final tip
when starting out you might consider completing boxes 135 be
and the names in 78 and saving that form
as a template from which to begin each records destruction project
again you will find written instructions
the volume estimation table the blank are in 34
and a completed sample on the Forms page our website
also available from the records management homepage
you'll find additional information on records destruction
in the Virginia public records management manual
this concludes our tutorial on successfully completing
certificate records destruction car in 34
if you have any questions please contact your signed
records analyst