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Records Management

All employees of the College of William and Mary have legal and prudential obligations to retain and manage its records & Swem Library staff are available to assist you.

FAQ: General Questions

What is a Record

A public record is recorded information that documents a transaction or activity by or with any public officer, agency (i.e. William & Mary), or employee of an agency. Regardless of physical form or characteristic, the recorded information is a public record if it is produced, collected, received or retained in pursuance of law or in connection with the transaction of public business. The medium upon which such information is recorded has no bearing on the determination of whether the recording is a public record. Virginia's Public Records Act defines a record for our purposes. A Guide to the Virginia Public Records Act is available.

Records Storage

Offices and departments wishing to transfer records to the University Archives for permanent retention documenting W&M history should contact the University Archives. The University Archivist will review all requests and will make the final determination as to the retention and/or destruction of records. Due to spacing limitations, the University Archives can no longer offer storage for non-permanent records.  Please contact Procurement regarding approved vendors for off-site storage.


Forms & Instructions


Library of Virginia RM-3 Preparation Instructions:    PDF or Videos

Certificate of Records Destruction    (RM-3 Online Form) - Required

Records Locator Inventory          (RM-20 form) - Optional