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  • Board of Visitors Records in the VMI Archives
    Office Career Services Bookstore Cadet Computing Admissions Corps Life Athletics Library Archives Preston Library Library Home Find Books Departments Media Equipment Technical Services Visitor Information Archives Archives Home Online Exhibits VMI History FAQs Genealogy Alumni Manuscripts Civil War New Market Give Close Menu Archives Home Digital Collections Archives Online Catalog Quick Info FAQs Civil War New Market Stonewall Jackson Genealogy Alumni Photos Portraits Letters Diaries Manuscripts Digital Exhibits Home Military Oral History VMI Records Record Groups Board of Visitors Superintendent Bios Francis H Smith Papers Records Management About the Archives Mary Laura Kludy Archives Assistant Ph 540 464 7516 Fax 540 464 7089 archives vmi edu Preston Library Lexington Virginia 24450 Hours Visitor Info Archives Records Board of Visitors Records Board of Visitors Records The Board of Visitors is the governing body of the Virginia Military Institute Its records are designated Record Group 1 in the VMI Archives The Board first met in May 1839 several months before VMI opened on November 11 in order to establish the rules governing the new Institute hire a Superintendent equal to President at other colleges and to admit the first group of cadets The Archives houses the complete Minutes of the Board which

    Original URL path: http://www.vmi.edu/Archives/Records/Board_of_Visitors/Board_of_Visitors_Records/ (2016-02-15)
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  • List of VMI Superintendents, 1839 to present. Brief biographies from the VMI Archives.
    S Marine Corps from 1920 1929 He served as VMI s fifth Superintendent from July 1 1929 to September 30 1937 He was promoted to Lt General effective Feb 1942 He died on November 20 1942 Charles E Kilbourne 1937 1946 View Photo Lieutenant General Charles Evans Kilbourne b 1872 d 1963 an 1894 VMI graduate had a distinguished career in the U S Army before returning to his alma mater as the sixth Superintendent He entered the volunteer Signal Corps as a 2nd Lieutenant at the outbreak of the Spanish American War in 1898 and received the Medal of Honor for gallantry in action in the Philippines in 1899 He received his regular Army commission in 1899 and served in China during the Boxer Rebellion During World War I he was Chief of Staff of the 89th Division and was wounded in action in France He was promoted to Brigadier General in 1928 and was assigned to the War Department s War Plans Division He received his promotion to Major General in 1935 and retired the next year He was the first person in American history to hold simultaneously the nation s three highest military awards The Medal of Honor the Distinguished Service Cross and the Distinguished Service Medal He became Superintendent of VMI on October 1 1937 and retired on June 20 1946 having guided the Institute through the challenging years of World War II He died on November 12 1963 Richard J Marshall 1946 1952 View Photo Lieutenant General Richard Jaquelin Marshall b 1895 d 1973 graduated from VMI in 1915 and accepted a commission in the U S Army the following year He graduated from the Command and General Staff School in 1934 the Army Industrial College in 1935 and the Army War College in 1936 He was promoted to Major General in 1942 Marshall served as Deputy Chief of Staff to General Douglas MacArthur during World War II and became his Chief of Staff in December 1945 He served as VMI s seventh Superintendent from June 11 1946 until June 30 1952 and died on August 3 1973 William M Stokes Jr Acting Superintendent 1952 April July View Photo Major General William M Stokes Jr VMI Class of 1921 served for four months as Acting Superintendent following the sudden illness of General Marshall Stokes served with distinction in World War II and subsequently in the U S Army Reserves He was president of the VMI Alumni Association from 1949 1951 and a member of the VMI Board of Visitors from 1951 1961 A resident of Lynchburg Virginia he was a businessman there when he was asked to serve as Acting Superintendent He died on May 5 1980 William H Milton Jr 1952 1960 View Photo Major General William Hammond Milton Jr b 1900 d 1984 graduated from VMI in 1920 with a degree in Electrical Engineering He spent the majority of his career with the General Electric Company in which he held a number of

    Original URL path: http://www.vmi.edu/Archives/Records/Superintendents/Superintendent_Bios/ (2016-02-15)
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  • Papers of Francis H. Smith, VMI Superintendent, 1839-1889. An Online Resource from the VMI Archives.
    Cadet Computing Admissions Corps Life Athletics Library Archives Preston Library Library Home Find Books Departments Media Equipment Technical Services Visitor Information Archives Archives Home Online Exhibits VMI History FAQs Genealogy Alumni Manuscripts Civil War New Market Give Close Menu Archives Home Digital Collections Archives Online Catalog Quick Info FAQs Civil War New Market Stonewall Jackson Genealogy Alumni Photos Portraits Letters Diaries Manuscripts Digital Exhibits Home Military Oral History VMI Records Record Groups Board of Visitors Superintendent Bios Francis H Smith Papers Records Management About the Archives Mary Laura Kludy Archives Assistant Ph 540 464 7516 Fax 540 464 7089 archives vmi edu Preston Library Lexington Virginia 24450 Hours Visitor Info Archives Records Superintendents Francis H Smith Papers Home Records of the Superintendent Francis H Smith Correspondence Francis H Smith served for fifty years 1839 1889 as VMI s first Superintendent Smith was born in 1812 graduated from West Point in 1833 and came to Lexington Virginia in 1839 to lead the newly established Virginia Military Institute He died in March 1890 a few months after his retirement as Superintendent He was known as the builder and after the Civil War rebuilder of VMI His official correspondence spans the period 1839 1889 with few gaps The Civil War era and earlier letters survived Gen David Hunter s destruction of many Institute buildings in June 1864 Smith corresponded with the notable military educational and political leaders of his time making the correspondence a rich resource for scholars Selected topics full text are available below For additional information about this collection please contact the VMI Archives Guide to the Records of Francis H Smith Full text online selected correspondence Trip to Europe 1858 Report on Scientific Education in Europe Letterbook transcriptions June 1859 July 1860 The Armory Commission Letters 1859 1860 Arming Virginia

    Original URL path: http://www.vmi.edu/Archives/Records/Superintendents/Francis_Smith/Francis_H__Smith_Papers_Home/ (2016-02-15)
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  • VMI Records Management Program.
    for most VMI offices Records Management Information for VMI Employees See left menu links under Records Management and consult our FAQ for detailed information Contact COL Diane Jacob Head Archives and Records Management if you need help or have questions About Records Management at VMI As a state agency the Virginia Military Institute must comply with the requirements for records retention and disposition as governed by the provisions of the Virginia Public Records Act Code of Virginia Records retention schedules and other regulations for all state agencies are created and maintained by the Library of Virginia In addition VMI specific policy is stated in General Order 21 and additional federal and state laws and regulations may apply All Virginia state agencies are required to appoint a designated Records Officer to oversee the Records Management Program and to serve as the liaison with the Library of Virginia Records Management Division At VMI the designated Records Officer is the Head of Archives and Records Management The VMI Archives is located in Preston Library All Institute employees are required to properly manage records created in the course of conducting Institute business Employees must consult the approved retention schedules before disposing of records All legally mandated retention periods must have been met there can be no pending audits litigation or other holds on the records AND you must complete a Certificate of Records Destruction This form must be signed by the department or unit head or authorized designated person and it must be submitted for approval to the Head of Archives and Records Management before any records are destroyed Essential Information Review the records retention schedules to determine how long records must be retained Follow these instructions for completing the required Certificate of Records Destruction RM3 form Records that meet the required retention period

    Original URL path: http://www.vmi.edu/archives.aspx?id=3969 (2016-02-15)
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  • Virginia Military Institute - Freedom of Information Act
    to or limit the volume or number of records that you are requesting instead it requires that you be specific enough so that we can identify and locate the records that are responsive to your request Your request must ask for existing records or documents FOIA gives you a right to inspect or copy records it does not apply to a situation where you are asking general questions about the work of VMI nor does it require VMI to create a record that does not exist You may choose to receive electronic records in any format used by VMI in the regular course of business For example if you are requesting records maintained in an Excel database you may elect to receive those records electronically via e mail or on a computer disk or to receive a printed copy of those records In order to respond to your request it may be necessary for staff to discuss your request with you to ensure that we understand what records you are seeking If we have questions about your request please cooperate with staff s efforts to clarify the type of records requested the scope of your request or to work out a reasonable agreement concerning a request for a large volume of records The reason behind your request for public records is irrelevant Although you are not required to disclose the reason for your request you must provide VMI with your name and legal address if asked to do so To request records from VMI you may direct your request to Lt Col Sean Harrington He can be reached at Smith Hall VMI Parade Lexington VA 24450 phone 540 464 7206 fax 540 464 7660 email harringtonsp vmi edu You may also contact him with questions you have concerning requesting records from VMI In addition the Freedom of Information Advisory Council is available to answer any questions you may have about FOIA The Council may be contacted by e mail at foiacouncil leg state va us or by phone at 804 225 3056 or toll free 1 866 448 4100 VMI s Responsibilities in Responding to Your Request VMI must respond to your request within five working days after receiving it Day One is considered the day after your request is received The five day period does not include weekends or holidays FOIA requires that VMI make one of the following responses to your request within the five day time period We provide you with the records that you have requested in their entirety We withhold all of the records that you have requested because all of the records are subject to a specific statutory exemption If all of the records are being withheld we must send you a response in writing That writing must identify the volume and subject matter of the records being withheld and state the specific section of the Code of Virginia that allows us to withhold the records We provide some of the records that you

    Original URL path: http://www.vmi.edu/Content.aspx?id=3793 (2016-02-15)
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  • FAQ VMI Records Management
    What about audits and legal holds Offices which are regularly audited should retain their financial records until their annual or regular audit is complete AND then follow the retention instructions in the Library of Virginia approved Records Retention and Disposition Schedules Offices that are not audited on a regular basis should follow the retention periods in the Library of Virginia approved schedules Records may not be destroyed until all audits have been completed AND the required retention period has expired If any office receives notification via phone email or other communication method that certain records need to be retained due to an audit the office should at that point cease any destructions Records that are subject to a legal hold or litigation hold must not be destroyed until officially released from the hold A hold is placed when either an official discovery order is served on the Institute requesting the production of certain records for a litigation regulatory investigation audit open records request etc or when litigation is pending and the Institute is on notice to preserve all potentially relevant records You must ensure that for a claim or litigation that is reasonably foreseeable but has not yet been initiated any relevant records in paper or electronic formats are preserved and not destroyed until officially released from the hold The records in question must not be destroyed until the completion of the action and the resolution of all issues that arise from it regardless of the retention period set forth in the schedule What about historically significant and other permanent records Some offices create records of permanent historical legal or administrative value These archival records should be transferred to the VMI Archives for preservation and cataloging after they become inactive i e are no longer needed in your office during the course of business The Archives staff will review all records transfers to verify their retention status Consult the Archives staff if you believe you have historically significant or other permanent records If in doubt please consult us Don t place retired permanent records in off site storage closets etc as they may be damaged or lost Note Some retention schedules refer to transferring records to the Library of Virginia Archives This is not done at VMI and most other state colleges universities with institutional Archives on site Such records should be sent to the VMI Archives for preservation Destruction of Records When can I destroy records Records may not be destroyed until their required retention period has been met Consult the applicable Records Retention and Disposition Schedules to determine the retention period required by law If the retention period has been met or exceeded you may proceed with completing a certificate of records destruction If you have questions about retention please contact the VMI Archives How do I get approval for destroying records once they have met the required retention period Please follow these instructions You must complete a Certificate of Records Destruction RM3 form and have it signed

    Original URL path: http://www.vmi.edu/Archives/Records/Records_Management/FAQ_VMI_Records_Management/ (2016-02-15)
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  • VMI Records Management. Retention Schedules and How to Complete the Certificate of Records Destruction
    long term historical legal or fiscal value they all must be managed according to the state s Records Retention and Disposition Schedules approved by the Library of Virginia Before destroying records a certificate of records destruction must be completed This applies to records held in all formats paper and electronic The destruction process requires that you identify the records using the state s retention schedules and use the series numbers and names listed on those schedules when completing the form Examples Tools Before filling out the Certificate of Records Destruction please review this example of a completed form or watch the video which explains how to complete the form Your office completes signature line 7 approving official Lines 8 9 are reserved for the Records Officer Archivist Here is a volume estimation table which will help when filling out item 6e Steps for Completing the Certificate of Records Destruction Blank Form Certificate of Records Destruction Please view the example before you start It will save you time Review the Records Retention Schedules to properly identify the records and determine the required retention period The state has a searchable database which may help you identify the correct series Complete the certificate of records destruction Be sure to include all the required information print the form and complete the signature area at line 7 form should be signed by the department or unit head or by authorized delegate The Head of Archives will complete other signature lines Send the completed form via Post mail to COL Diane Jacob VMI Archives State regulations require that we receive the paper form with the original signatures they do not accept scanned signatures sent via email or fax Once the form has been received and reviewed you will be notified that destruction is authorized Do not

    Original URL path: http://www.vmi.edu/Archives/Records/Records_Management/How_to_Complete_the_Certificate_of_Records_Destruction/ (2016-02-15)
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  • Instructions for Transferring Material to the VMI Archives
    Kludy Archives Assistant Ph 540 464 7516 Fax 540 464 7089 archives vmi edu Preston Library Lexington Virginia 24450 Hours Visitor Info Archives Records Instructions for Transferring Material to the VMI Archives Instructions for Transferring Records to the VMI Archives Transfers must meet one of these conditions Either The legal retention period has expired and you would like us to handle confidential document shredding The records must be eligible for immediate disposal and you must complete a certificate of records destruction and submit it for approval when you initiate a transfer Only material that requires confidential destruction should be sent for shredding The Archives does not handle shredding for ROTC departments in Kilbourne Hall Or You have inactive or retired records of long term historical legal or administrative value that must be retained permanently These archival permanent records will be preserved in the VMI Archives Do not send records that are still actively used in your office Upon receipt the archivist will review the records to confirm the need to retain them permanently Transferred archival records must be organized and include an inventory Please consult the Archives staff before you initiate a transfer Preparation for Shredding Remove large metal binder clips 3 ring binders hanging files plastic containers computer disks or other electronic media or any other large non paper object Paper clips and staples do not need to be removed Be sure to follow the instructions for completing a certificate of records destruction Records Transfer Instructions Please help us by following this procedure If you have a large amount of material request transfer boxes from Archives by calling Mary Laura Kludy 7516 or sending us an email We will have Physical Plant deliver empty boxes to your office Each box will hold approximately 1 2 file cabinet drawer Please do not use your own boxes e g old photocopy paper boxes etc the archival boxes we send to you are designed to fit on our shelving Do not overfill boxes if you can t lift the box and easily place it on a shelf it is too heavy The lid should fit normally on the box and folders should be able to slide in and out without tearing Affix a removable box label a typed document securely taped under the box handle is acceptable that provides the following information Your name office box contents summary status of material e g for shredding Do no use permanent markers to label boxes Do not mix permanent records with records scheduled for disposal If you are sending both types they must be in separate boxes and clearly labeled If you are transferring permanent records include a folder list with inclusive dates of material or similar inventory which will allow us to quickly identify and catalog the records For example a folder might be named Annual Reports 1980 1989 Please email the inventory to COL Diane Jacob as an electronic document in addition to placing a printed copy in the box Do not

    Original URL path: http://www.vmi.edu/Archives/Records/Records_Management/Instructions_for_Transferring_Material_to_the_VMI_Archives/ (2016-02-15)
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