e-RM3 Implementation FAQ

What is the eRM-3?
How does this form/process compare with the current version?
Why switch to a web-based application?
How is the form completed?
How does the form get to the correct reviewers/approvers?
When does the eRM-3 go into effect?
Can paper/PDF forms be submitted after the effective date?
How is a form’s in-progress status determined?
Is the completed form available?
Will agencies still be required to retain a copy of the Certificate of Records Destruction?
What can the public see?
When can I get training on the eRM-3?
What do you do if an agency does not have a designated a Records Officer?
How will the destruction of agency records stored at the State Records Center (SRC) be handled?
Will the eRM-3 always be called the eRM-3?

What is the eRM-3?

A new web-based Certificate of Records Destruction (RM-3 Form) being implemented by the Library of Virginia (LVA) to authorize and report the destruction of public records, per the Code of Virginia § 42.1-86.1.

How does this form/process compare with the current versions/processes?

The form is completed/reviewed/approved in a web-based application
The work process is transferred by e-mail
The completed record will live in a database that is accessible and searchable via a public Website.
While the current in-agency process may involve up to four persons, the new process will involve only three.
The form will look differently, but the workflow of completing the form will be very similar to the Word and PDF versions.
The completed, printed/pdf certificate will look differently than the current RM-3 and the eRM-3 form, but will contain all of the required information.

Why switch to a web-based application?

Eliminate virtually all of the human error that appears in the current submissions.
Increase the efficiency of the process, especially in decentralized environments.
Provide more defensible authentication than the PDF version.
Provide public online access to in-progress and completed forms for more effective agency research and responses to FOIA requests.

How is the form completed?

Most fields are filled from drop-down boxes populated with data from Infolinx, the LVA’s records management system, or from clicking check boxes/radio buttons. A few free-form fields are completed by entering alphanumeric text. The process to initiate/authorize/report in-agency destruction will involve three users: Form Creator, Approving Official, and Records Officer.

How does the form get to the correct reviewers/approvers?

The app e-mails a link to the next reviewer in the process, who will open the web form and approve it or make suggested changes. The Form Creator will enter into a free form field the name, title, and e-mail address of the Approving Official, line 7 on the current forms. The Records Officer designated for each agency (department/sub-department, where applicable) is identified via a dropdown box, which will auto-populate the email address.

When does the eRM-3 go into effect?

Monday, November 16, 2020.

Can paper/PDF forms be submitted after the effective date?

Once the eRM-3 goes live, paper or PDF forms with destruction affirmation dates of Nov. 16 or later will not be accepted, and any received will be returned. Certificates with a destruction date prior to Nov. 16 will still be accepted.

How is a form’s in-progress status determined?

An on-line dashboard will be searchable by agency, department and sub-department, and will show where in the process the form is holding.

Is the completed form available?

Yes. Following the affirmation of destruction, an e-mail will be sent to the Form Creator, by which the creator may link to the completed form. The form may be saved electronically or printed, though the latter is highly discouraged. A public web form will be available to search for and display all completed Certificates of Records Destruction. Completed forms will be available for as long as the LVA retention schedule requires, which is currently fifty years.

Will agencies still be required to retain a copy of the Certificate of Records Destruction?

No. All eRM-3 Certificates of Records Destruction will be accessible via a Web portal.

What can the public see?

The public will have the same access as agencies to both the in-progress dashboard and the completed certificates.

When can I get training on the eRM-3?

Your assigned LVA records management analyst will be in touch with you regarding training by September 1. This training will be for ROs only, with the understanding that ROs will train personnel within their agency on the use of the form as well as internal processes.