Records Management Forms
Use the Records Officer Designation and Responsibilities (RM-25 Form) to designate a new, replace an existing, or add an additional Records Officer. Use the Records Technician Access Authorization (RM-26 Form) to designate a new, replace an existing, or add an additional Records Technician. Contact your assigned Analyst if you are unsure of which form to complete.
| RM-25 Form (Records Officer) | |
|---|---|
| Form Name | Last Updated |
 RM-25 Preparation Instructions | 01-07-2025 02:36 pm |
 Tip Sheet | 04-08-2020 01:39 pm |
| Blank RM-25 Form | 01-07-2025 02:36 pm |
| RM-26 Form (Records Technician) | |
|---|---|
| Form Name | Last Updated |
| RM-26 Preparation Instructions | 01-07-2025 02:36 pm |
| Blank RM-26 Form | 01-21-2025 02:30 pm |
Use the Certificate of Records Destruction (RM-3 Form) to report all destruction of public records located in-office to the Library of Virginia.
| Destroy Records In-Office | |
|---|---|
| Form Name | Last Updated |
| RM-3 Preparation Instructions (PDF) | 04-13-2021 11:29 am |
 RM-3 Preparation Instructions (Video) | N/A |
| Reporting Destruction Tip Sheet | 10-18-2022 07:12 am |
| Volume Equivalency Table | 12-09-2020 12:23 pm |
 RM-3 Form | N/A |
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.
| Destroy Records at the SRC | |
|---|---|
| Form Name | Last Updated |
| State Records Center-specific Destruction Form. (July 20, 2021) | N/A |
| General Instructions for the State Records Center destruction form | 07-09-2021 11:04 am |
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.
| RM-3 Forms Search | |
|---|---|
| Form Name | Last Updated |
| In-Progress Dashboard | N/A |
| Completed Form Search | N/A |
For general schedules: Contact your assigned Records Analyst to request an update to a general schedule. If the update requested involves the creation or dismissal 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.
| Create/Update a Retention Schedule | |
|---|---|
| Form Name | Last Updated |
| RM-19 Description and Preparation Instructions (PDF) | 03-27-2014 07:07 am |
| RM-19 Description and Preparation Instructions (Video) | N/A |
| Tip Sheet | 04-08-2020 01:39 pm |
| Blank RM-19: Two Pages | 08-27-2024 09:53 am |
| Completed Sample RM-19 | 09-19-2013 07:57 am |
Identify and quantify all records created and maintained by your agency or locality on the Records Locator Inventory (RM-20 Form). This form is never submitted to your Records Analyst.
| Identify Current Records | |
|---|---|
| Form Name | Last Updated |
 RM-20 Instructions, Template, & Sample | 08-29-2017 06:38 pm |
| RM-20 Description and Preparation Instructions for Word Version | 01-25-2012 04:14 pm |
| Blank RM-20 template | 12-02-2013 12:19 pm |
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 Form (Archival Transfer List and Receipt) | |
|---|---|
| Form Name | Last Updated |
| ARC-1 Preparation Instructions (PDF) | 07-17-2012 03:24 pm |
| ARC-1 Preparation Instructions (Video) | N/A |
| Blank ARC-1 Form | 10-03-2013 11:14 am |
| Blank ARC-1 Continuation Form | 10-03-2013 12:42 pm |
| Completed Sample ARC-1 | 08-06-2013 01:47 pm |
| ARC-2 Form (Archival Transfer Folder List) | |
|---|---|
| Form Name | Last Updated |
| ARC-2 Preparation Instructions (PDF) | 07-17-2012 03:25 pm |
| ARC-2 Preparation Instructions (Video) | N/A |
| Blank ARC-2 Form | 10-03-2013 12:42 pm |
| Blank ARC-2 Continuation Form | 10-03-2013 12:42 pm |
| Completed Sample ARC-2 | N/A |
| ARC-3 Form (Archival Microform Transfer List and Receipt) | |
|---|---|
| Form Name | Last Updated |
| ARC-3 Preparation Instructions (PDF) | 08-09-2013 07:33 am |
| Blank ARC-3 Form | 12-11-2012 12:57 pm |
| Blank ARC-3 Continuation Form | 12-11-2012 01:09 pm |
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
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.
| SRC Records Retrieval Request | |
|---|---|
| Form Name | Last Updated |
| Blank RM-18 | 05-01-2012 01:44 pm |
