University Records Management FAQ's
Our website lists not only the purpose and mission of University Records Management, but also has a list of services and training resources for Mason faculty and staff to familiarize themselves with their records responsibilities.
In addition to links to relevant policies and regulations, you will also be able to find downloadable guides to assist you with your day-to-day records processes
Records and information management (RIM) is defined as "the professional practice of managing the records of an organization through their life cycle, from the time they are created to their eventual disposal. This includes identifying, classifying, storing, securing, retrieving, tracking, and destroying or permanently preserving records." ARMA International
Our public records serve as evidence of business conducted and as a means of transparency and accountability to our community and the citizens of Virginia. Proper records management policies and procedures protects Mason against litigation, security breaches, and loss of vital information.
Yes. As outlined in University Policy 1102: University Records Management, The Code of Virginia, §42.1-85, requires that Mason establish and maintain an active, continuing program for the economical and efficient management of records. George Mason University is required to adhere to all schedules published by the Library of Virginia.
All employees of Mason are responsible for ensuring that University Records are preserved, maintained, and accessible throughout their lifecycle.
URM oversees the management of Mason’s public records.
"Public record" or "record" means recorded information that documents a transaction or activity by or with any public officer, agency or employee of an agency. Code of Virginia §42.1-77
Mason’s public records are not limited to any specific format and may be assigned either a temporary or permanent disposition. For more records definitions, please see our definitions page.
The purpose of the role of the Records Coordinator, as required by University Policy 1102: Records Management, is to ensure there is a liaison within each department with knowledge of the University's records management responsibilities, policies, and available services. An assigned Records Coordinator is not in charge of records management for their department, but is aware of the offices and/or individuals who can advise or provides services to assist with the department's implementation of best records management practices.
No. All temporary university records, including email, other types of electronic records, and audio-visual materials, are subject to Library of Virginia retention and disposition schedules.
Retention lengths will vary depending on the classification of your records. The Library of Virginia site hosts lists of general state retention schedules available for quick reference. However, we encourage you to contact our office for further assistance.
All services are currently free.
Yes. Secure storage at the University Records Center and confidential shredding are offered free of charge. We require all offices and schools to follow the same procedure regardless if records are for storage or immediate destruction. Please see our services page for further information.