University Records Management Services
One of our primary purposes is to assist all University offices and schools with the implementation of policies and best practices for their internal records. We are available to consult on the many stages of a records lifecycle, from creation to destruction. Whether your team is:
- conducting an inventory of their records, paper and/or electronic
- considering a digitization project to convert paper documentation into an e-record format
- seeking assistance with the development of internal policies and practices
- requesting a customized retention guide specific to your records
- worried about your compliancy status
One of our vital tasks as University Records Management is the education of the Mason community of our records responsibilities as an agency of the Commonwealth of Virginia. In addition to our one-on-one consultations, we host workshops that cover areas such as a better understanding of how improper records management affects the University at large and different Mason information services tie together, to specific trainings to learn how to write internal policies and revamp records processes at the department level.
Please visit our Trainings & Resources page to gain access to our calendar of workshops, a variety of quick reference retention guides, and links to other educational materials.
STORAGE & DESTRUCTION
DUE TO COVID-19 and in an effort to reduce risks to the URM staff and the Mason community, our storage and destruction services are only available on a case-by-case basis. Special exceptions include the closing or move of an office, school, or research institute. University Records Management is also in the middle of implementation of a new software to better manage the University Records Center. We anticipate being able to restart storage and destruction services in January 2021 alongside the launch of our new software. Requests for boxes are also temporarily halted until our team can schedule regular returns to campus.
All storage and destructions services provided by University Records Management are currently free of charge.
University Records Management oversees the operation of the University Records Center. Located on the Fairfax campus, the University Records Center is a cost effective, high density storage facility holding approximately 13,000 records boxes. Storage for temporary, inactive paper records is available to Mason offices, schools, and research associates. We do not accept the following for storage: non-paper formats, active records, permanent or historical records. All paper records coming for storage to the University Records Center must be appropriately arranged in an archival boxes provided by University Records Management.
Prior to destruction, all records - regardless of format - must be approved by the University Records Officer and a Certificate of Records Destruction obtained.
The Certificate of Records Destruction is required by law for all records that have met their retention period and are not under litigation, audit, or investigation. The Certificate can only be approved by the University Records Officer. Secure shredding services are available for paper and media through the University Records Center via a bonded records disposition company. If you are seeking a Certificate of Records Destruction to securely scrub your electronical records, please email the University Records Management team. All completed Certificates are processed by the Library of Virginia, as required by the Virginia Publics Records Act.
Please see our University Records Center page for information on requesting archival boxes and transfering records for storage or confidential destruction.