Document Retention

As a state-supported institution, the University of Virginia is required to comply with Virginia state laws regarding the retention, classification, proper storage, and disposal of documents in all forms.
According to ARMA International (Opens in new window or tab), Records and Information Management 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.

Regardless of the record format, being physical, digital, image, video or otherwise, the recorded information is a University record if it is produced, collected, received, or retained in pursuance of law or in connection with the transaction of University business (see University Records & Information Management Office (Opens in new window or tab)).
For UVa and all state institutions, records retention lengths and policies are set by the Library of Virginia.
The University of Virginia, in accordance with the Virgina Public Records Act, has established the University Records Management Policy IRM 017 (Opens in new window or tab) to support the consistent management of University records.

Retention Schedules

Specific policy guidelines and procedures for document retention can be found in the following University of Virginia guideline documentation:

Use the searchable Records and Information Management retention schedule database (Opens in new window or tab) to search for, and identify, appropriate retention schedule and record keeper for your records.

Preservation Holds

Preservation holds should be utilized when a case needs to be retained beyond the standard data retention policy. Putting a preservation hold will protect all data associated with the case. Using the dropdown from the Case Tools button in the upper right of the case overview page, select Preservation Hold.

Type a reason into the Reason text box and click the green Add button.

Holds will be indicated on the case overview page.