You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL).
#
#

VA-ROL Members,

GS-30, the records retention and disposition schedule for Virginia Alcohol Safety Action Program (VASAP), has undergone a complete revision and is available under the Public Safety section on the Locality General Schedules Webpage:
http://www.lva.virginia.gov/agencies/records/sched_local/


In the instructions for completing a Certificate of Records Destruction (RM-3 Form), line 6.e) has been modified to indicate that if a series of records being destroyed contains both paper and electronic formats, then two lines should be used to document the destruction of both formats. Cubic footage should always note the volume of paper (and/or microforms) being destroyed.  Whenever electronic records are destroyed, some type of byte size must indicate the volume of records being destroyed, such as KB (kilobytes), MB (megabytes), GB (gigabytes), etc.  Previously, the number of files destroyed was allowed, but that did not accurately document the volume being destroyed anymore than indicating the number of boxes for paper records.

If you have never reviewed the instructions for completing an RM-3, or it's been a long time since you have, you are highly encouraged to find them, along with the current version of the RM-3 (Jan. 2013), a guidance document on estimating the volume of records, and a completed RM-3 sample at:
http://www.lva.virginia.gov/agencies/records/forms.asp

If you have any questions, please contact your Records Analyst
http://www.lva.virginia.gov/agencies/records/search-contacts.asp

Thank you,

Glenn Smith
Records Analyst
Library of Virginia

To UNSUBSCRIBE, change options, or subscribe, please see the instructions
at http://listlva.lib.va.us/archives/va-rol.html
(If using Netscape, must have version 6.1 or higher to view the above page)