Records Analysis Forms

Records Destruction Forms

  • Designate a Records Officer
  • Designate a Records Technician
  • Destroy Records In-Office
  • Destroy Records at the SRC
  • RM-3 Forms Search
Use the Records Officer Designation and Responsibilities (RM-25 Form) to designate a new, replace an existing, or add an additional Records Officer.

A Records Officer is the only person able to authorize the destruction of records. This person maintains the office's records management program, trains staff members, and ensures records are being destroyed properly.

Complete the form in its entirety. Then, either mail or email it to your assigned analyst.

RM-25 Preparation Instructions (2025)

RM-25 Form (2025)
Use the Records Technician Access Authorization (RM-26 Form) to designate a new, replace an existing, or add an additional Records Technician.

A Records Technician should only be designated if you are a customer of the State Records Center (SRC). This person manages boxes sent to the SRC.

RM-26 Preparation Instructions (2025)

RM-26 Form (2025)
Use the Certificate of Records Destruction (RM-3 Form) to report all destruction of public records located in-office to the Library of Virginia. This form should be used for records destruction that does not take place at the State Records Center (SRC).

RM-3 Preparation Instructions (PDF) (2021)

RM-3 Preparation Instructions (Videos) (2020)

Volume Equivalency Table (2020)

RM-3 Form (2021)
Use the State Records Center (SRC) Certificate of Records Destruction (RM-3 Form) to report all destruction of public records located at the SRC to the Library of Virginia. This form should only be used for records destruction that must take place at the SRC. If your boxes are stored at the SRC, this form begins the process to have them destroyed.

SRC RM-3 Preparation Instructions (PDF) (2021)

Detailed Box Query and Export Instructions (PDF) (2021)

SRC RM-3 Form (2021)
Use the In-Progress Dashboard to check where an RM-3 form is in the approval process.

Use the Completed Form Search Dashboard to view completed RM-3 forms.

Note: Paper RM-3s are not included in the Completed Form Search Dashboard. We are able to search for and provide old paper RM-3s upon request. Please contact your assigned analyst for more information.

Managing Records Forms

  • Create/Update a Retention Schedule
  • Identify Current Records
  • Transfer Archival Records
  • Store Non-Permanent Records
  • SRC Records Retrieval Request
For general schedules: Contact your assigned records analyst to request an update to a general schedule. If the update requested involves the creation or removal of a records series, a panel of Records Officers will be organized to discuss the change.

For agency-specific schedules: Complete one Records Survey (RM-19 Form) for each records series you would like to create or update. Submit completed forms to your records analyst through email.

RM-19 Preparation Instructions (PDF) (2014)

RM-19 Preparation Instructions (Video) (2014)

Completed Sample RM-19 (2013)

RM-19 Form: Two Pages (2024)
Identify and quantify all records created and maintained by your agency or locality on the Records Locator Inventory (RM-20 Form).

Note: This form is for internal use only. It is never submitted to your records analyst.

RM-20 Spreadsheet Version: Instructions, Template, and Sample (2017)

RM-20 Preparation Instructions for MS Word Version (2012)

RM-20 MS Word Version: Template (2013)
Permanent, archival records should only be transferred to the Library of Virginia if their records series’ disposition states “Permanent, Archival”.

For paper or digital records: Use the Archival Transfer List and Receipt (ARC-1 Form) and Archival Transfer Folder List (ARC-2 Form) to transfer these records to the Archives. Both forms must be type-written and completed in full. Submit completed forms to your records analyst through email. For paper records, you will provide the original form when the records are picked up.

For microfilm records: Use the Archival Microform Transfer and List (ARC-3 Form) to transfer these records to Imaging Services. This form must be type-written and completed in full. Submit completed form by fax or mail.

ARC-1

ARC-1 Preparation Instructions (PDF) (2012)

ARC-1 Preparation Instructions (Video) (2013)

Completed Sample ARC-1 (2013)

Blank ARC-1 Form (2013)

Blank ARC-1 Continuation Form (2013)

ARC-2

ARC-2 Preparation Instructions (PDF) (2012)

ARC-2 Preparation Instructions (Video) (2013)

Completed Sample ARC-2 (2013)

Blank ARC-2 Form (2013)

Blank ARC-2 Continuation Form (2013)

ARC-3

ARC-3 Preparation Instructions (PDF) (2013)

Blank ARC-3 Form (2012)

Blank ARC-3 Continuation Form (2012)
For state agency- and locality-customers of the State Records Center (SRC): Use Infolinx to transfer records to and manage records at the SRC until they are eligible for destruction.

If you do not have Infolinx login credentials, contact your records analyst.

Note: Customers are responsible for tracking retention periods and requesting/authorizing SRC destruction.
Complete the RM-18 form (Records Center Retrieval Request) to request your temporary records stored at the State Records Center (SRC). This form should be faxed to (804) 236-3722.

Blank RM-18 Form (2012)