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Records Management and Retention (RMR)
for New Mexico State University
October 2016
Senior VP for Administration and Finance
FSA-RMR Office
RMR Information Session Agenda
1. Introduction
2. Training Goals
3. Definitions
4. Responsibilities
5. Basic RMR Requirements
6. FSA-RMR Office Services
7. Web Site RMR.nmsu.edu
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Who Are We?• Financial Systems Administration (FSA) & Records
Management & Retention (RMR) Office is part of the Administration and Finance Office.
• Administration and Finance was assigned the responsibility for records management and retention at NMSU by the Provost in 2002.
• FSA-RMR Office is the assigned Records Liaison with the New Mexico Commission of Public Records.
• FSA-RMR Office developed and implemented the NMSU Records Management & Retention program.
Training Goals
• Understanding of records management and retention.
• Procedures to follow for disposing of and destroying records.
• How to get your department compliant with State and Federal records laws.
• How to get help.
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What is Records Management and Retention (RMR)?
• Records Management is
– Controlling records
– Life cycle
o From creation to end of usefulness/destruction
• Retention means
– How long I must keep the records
o Organization business needs (fiscal, historical,
operations)
o Legal requirements
Why do we need RMR at NMSU?• NMSU must follow state laws.• Prior permission from the New Mexico Commission
of Public Records (NMCPR) is required to be able to destroy NMSU records.– Cannot shred any records without following
NMSU procedures • To provide procedures and assistance to NMSU
departments regarding the Disposition & Destruction of records.
• To ensure NMSU remains compliant with New Mexico State and Federal records laws.
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Highlights From NMCPR• The NMCPR took the existing 6,000 record types in
numerous State Codes and consolidated them into one NMAC comprised of 600 record types. The new NMAC, effective 10/1/2015, is 1.21.2, Functional Records Retention and Disposition Schedule (FRRDS).
─ Classification of records is based on function.
• New Reference Material (1.21.2.115) record classification.
• Record (confidential or non-confidential)– Business information
o Has a life cycle with a retention requirement– Confidentiality (NMAC 1.13.30.7)
o Exempt from release o Disclosure could cause harm
• Non-record (confidential or non-confidential)– Information that presents no risk if it no longer
exists– No retention requirement
• NMAC – New Mexico Administrative Code
Definitions
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• FRRDS – Functional Records Retention and Disposition Schedules
• Records Inventory– Primary– Copies
• Retention – time required to keep a record – Per state or federal law– Consideration given to business requirements
• Disposition – when a record has met its retention requirement, it is eligible to be disposed of.
• F.A.T.E Warehouse
Definitions
• Destruction – the physical process of destroying records.– Methods
oNon-Confidential Records Recycling by a bonded document
recycling vendor Shredding
oConfidential Records Destroyed through a bonded
document recycling vendor
Definitions
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• Central Office Records– Data custodians (NMSU Records Custodians)
• Departmental Records– Originator/Responsible Department contact.– Business decision of assignment may vary by college/unit.
• We are all responsible
Who is Responsible for Records?
for maintaining university records.
What are the Basic Requirements for RMR?
1. Identify what records you have.
2. Determine how long you have to keep your records. (Look up the retention requirements for your records.)
3. Understand and follow NMSU Disposition and Destruction process.
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1) What Records Do I Have? • Start a Records Inventory
– What type?
o The type of record determines how long it is kept.
– Multiple copies in different offices?
– Confidential or non-confidential?
o This determines what process is followed to dispose of it.
– Which are records vs. non-records?
– Is it a record?
2) How long do I have to keep my records?• Look up retention schedules
– Common NMSU Retention Schedules(These have been updated)
– State requirements?o Functional Records Retention and Disposition
Schedule (FRRDS) NMCPR Classification Tool– Federal requirements?
o Specific agency website• State law requires use of the one with the longest
retention.FSA-RMR office can assist you with your search.
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Date File Closed• The “date file closed” starts with a Trigger Event.• The “Trigger Event” could be one of the following:
− Close of fiscal year or calendar year− Until superseded or obsolete− Date audit report released− End of term
Note: Contact FSA-RMR Office if you have a record with no clear “file closed” date defined.
3) NMSU Disposition and Destruction Requirements
a. After records have met their retention requirements, they are eligible for disposition.
b. Permission must be obtained from the State Commission of Public Records to dispose of records.
c. After permission is received, records can be destroyed.
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NMSU Disposition and Destruction Process
Confidential
1. Department completes the Request for Disposition form.
2. Department submits form to FSA-RMR Office. ([email protected], MSC 3FSA)
3. FSA–RMR Office Records Liaison Officer(s) submits the request to the NMCPR.
4. Approval is received from NMCPR.
NMSU Disposition and Destruction Process
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5. FSA-RMR Office notifies Department of approval.
6. Department shreds or makes arrangements for their records to be destroyed with a vendor.
7. After destruction, Department submits Certificate of Destruction form to FSA-RMR Office.
NMSU Disposition and Destruction Process – NON-CONFIDENTIAL
5. FSA–RMR Office schedules a Condition Assessmentwith department. (Boxing Requirements).
6. Department schedules delivery of boxes* to FSA-RMR Office F.A.T.E Warehouse.
7. Boxes are delivered and department signs transfer of custody.
*Note: If utilizing FS Moving Services, enter “F.A.T.E. Warehouse” in Customer Request Description and give adequate notice.
NMSU Disposition and Destruction Process – CONFIDENTIAL
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8. FSA-RMR Office files Certificate of Destruction.
NMSU Disposition and Destruction Process – Final Step
Basic RMR Requirements Summary
What we just reviewed:
1. Identify what records you have.− Records Inventory
2. Determine how long you have to keep your records. − Common NMSU Retention Schedules− NMAC 1.21.2 Retention and Disposition of Public
Records− NMCPR Classification Tool
3. Understand and follow the NMSU Disposition and Destruction process.− Confidential− Non-Confidential
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Reference Material - departmental versions of records that you may have sent to a Central Office for processing and are maintained in your department solely for ease of access and reference.
New Record Classification
Reference Material (1.21.2.115)
• The retention requirement for Reference Material is “until no longer needed for reference”.
• How long does your office need to keep this copy for reference?− After it has been posted in Banner?
− At the end of the term?
− Only your departmental office can determine this.
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• In order to simplify the disposition process for Reference Material (paper only), the RMR Office has created a new procedure.
• The process will alleviate some of the long term storage burden for NMSU departmental units and cost of shredding.
• A simplified form has been created (Transfer of Custody form)
• Specific Reference Material records will be included in this process. − Identified on the Common NMSU Retention
Schedules for Departmental/Unit Files matrix− Listed on the Transfer of Custody form.
Special Process for Reference Material
Reference Material Process
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• Use the Transfer of Custody form.• Box confidential and non-confidential records
separately.• Metal must be removed for both confidential and non-
confidential records. (Necessary for recycling)• Place records in the box vertically.• All boxes must weigh less than 50 pounds. (State
requirement and NMSU Safety)• FSA completes all state required paperwork and
completes the rest of the process for you.
Note: If the boxing requirements are not followed, the boxes may be rejected at time of delivery to the warehouse.
Reference Material Requirements
NMSU Disposition and Destruction Process
Reference Material Process
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Reference Material (1.21.2.115)Special Considerations
• Grant Files− If any of your departmental records are associated with a grant, they must be
retained as part of your grant file. − Grant files must be retained for 3 years from date file closed (date file closed
= date grant terminated)
• Contract Files− If any of your departmental records are associated with a contract, they must
be retained as part of your contract file. − Contract files must be retained for 6 years from date file closed (date file
closed = date contract terminated)
• Personnel Files− The new record classification for departmental files is 1.21.2.115, but these
will be retained for 3 years after the employee terms or leaves the department per University General Counsel.
− If there are evaluations (in the case of faculty) in the departmental file, consider transferring these to HR to be added to the central personnel file per University General Counsel.
Reference Material Summary
• Only applies to the records listed on the Transfer of Custody form. Cross reference the asterisk (*) items on the Common Schedules. (Example)
• Utilize the new Reference Material (1.21.2.115) process when possible. (Comparison)
• FSA-RMR Office will have advertised open F.A.T.E. Warehouse times, once a month to allow our NMSU community to bring their volumes of Reference Material records.
− http://rmr.nmsu.edu/fatewarehouse/ for date/time.
− Remember your Transfer of Custody form.
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FSA-RMR WebsiteLet’s take a quick tour of our website.
http://rmr.nmsu.edu
• Steps for Disposition• NMACs• Resources− Forms− FAQs
• Stats• Contact Information
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Other Points
Retention Requirements for E-mailSection 2.90.10.b of the University policy manual states:
Email communications relating to university business are part of the university’s records and shall be retained depending upon the nature of the document, consistent with the retention requirements for that type of document.
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Regulations Concerning E-mail1.13.4 NMAC – RECORDS MANAGEMENT REQUIREMENTS FOR ELECTRONIC MESSAGING
“Electronic messages determined to be a public record shall be classified, filed and retained on the basis of content.”
“Transitory” means messages which serve to convey information of temporary importance in lieu of oral communication. Transitory messages are only required for a limited time to ensure the completion of a routine action or the preparation of a subsequent record. Transitory messages are not required to control, support or to document the operations of government.
NMSU Historical Records
• If you believe your records may have historical value, contact the FSA-RMR Office.
• We will work with the NMSU Archives andSpecial Collections Department.
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Safety Considerations• Are the boxes contaminated?
− Rodent droppings, roach sacs, skunk infestations, etc.
–
o Notify FSA-RMR Office at (575) 646-8324 or [email protected]
– FSA-RMR Office will:
o Contact Environmental Health & Safety for an assessment
o Coordinate with department as to how to proceed
Remember• Records Management & Retention: It’s the law!
• Departments cannot destroy University records without first coordinating with the FSA-RMR Office.
• Permission from the State of New Mexico is required before records may be destroyed (you have to go through the FSA-RMR Office first).
• Not sure what to do – contact [email protected].
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Bridge to BDMS & PCard Receipt Destruction Training
The following must complete the online training:
• All Central Office Employees
• BDMS users (performing scan/index functions)
• All PCard users
• Student workers (performing scan/index functions)
https://rmr.nmsu.edu/fsa-rmr-bridge-to-bdms-and-pcard-receipt-destruction/
Bridge to BDMS & PCard Receipt Destruction Training
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Questions or Comments?
Contact us!
FSA-RMR Office:
email: [email protected]
web page: RMR.nmsu.edu
phone: (575) 646-TECH (8324)
Submit a question/comment
R:\RMR\Standards\Resources\Departmental Records Inventory.docx 10/12/2015 NMSU Senior VP for Administration and, Finance
FSA - RMR Office
Departmental Records Inventory Worksheet Records Management and Retention (RMR)
FSA - RMR Office
Instructions: This form can be used for conducting an inventory of departmental records. If you have any questions, please contact FSA - RMR Office (575) 646-8324 or visit http://rmr.nmsu.edu. Document mediums are: Paper, Electronic, Video, Photo, Microfilm or Other.
Department:
Files (Type) Location Primary or Copy
Confidential (Y/N)
Medium Record (Y/N)
FRRDS Record Classification Number and Title
Retention Requirement
Is the document related to
NMSU or your responsibilities
at NMSU?
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document?
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action or decision?
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Non-record
Non-record
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Non-record
No
Is it a Record?FSA-RMR Office
How to decide if a document is a record.
Does it explain, justify,or document an
action or decision?
Yes
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No
No
No
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Yes
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START
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AN
D S
CH
ED
UL
ES
OF
FIC
E M
AN
AG
EM
EN
T F
ILE
S*
(routi
ne
file
s, c
onve
nie
nce
copie
s of
mem
os,
rep
ort
s, &
gen
eral
off
ice
info
rmati
on)
CO
NF
ER
EN
CE
S/W
OR
KS
HO
PS
AT
TE
ND
ED
FIL
E*
R:\
RM
R\S
tandar
ds\
Res
ourc
es\M
atri
x o
f R
eten
tion S
ched
ule
s-D
epar
tmen
tal
9/1
5/2
016
NM
SU
Sen
ior
VP
for
Adm
inis
trati
on a
nd F
inance
FSA
- R
MR
Off
ice
R:\
RM
R\S
tand
ards
\Res
ourc
es\M
atri
x of
Ret
entio
n S
ched
ules
-Aca
dem
ic.x
lsx
9/1
2/20
16NM
SU S
enio
r VP
for A
dmin
istra
tion
and
Fina
nce
FSA
- RM
R O
ffice
File
Clo
sed
Con
fid
enti
al
End
of
term
Yes No
No
Yes No
No
long
er in
us
e/un
til d
ate
supe
rsed
ed
No
End
of
term
No
Las
t dat
e of
at
tend
ance
Yes No
Enr
ollm
ent B
ooks
for
Cou
rses
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nd o
f te
rmY
esE
nd o
f te
rmN
oE
nd o
f te
rmN
o
Las
t dat
e of
at
tend
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Yes
Las
t dat
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at
tend
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Whe
n su
pers
eded
Yes
Whe
n su
pers
eded
No
Dep
artu
re o
f pe
rson
fro
m
posi
tion
Con
text
ual2
Dat
e fi
le c
reat
edN
oR
esea
rch
ends
or
is c
ompl
eted
No
End
of
stud
yN
oC
ompl
etio
n of
ac
cred
itat
ion
Con
text
ual2
Con
text
ual2
Con
text
ual2
Exa
m/G
rade
Fil
esY
esY
esY
esY
esE
nd o
f te
rmY
esE
nd o
f te
rmY
esL
ast d
ate
of
atte
ndan
ceY
es
Yes
Cou
rse
Fil
es
Five
yea
rs f
rom
dat
e fi
le c
lose
d
Add
/Dro
p fo
rms
1.21
.2.1
87 R
EG
IST
RA
TIO
N
Gra
de s
heet
s / C
lass
ros
ters
Tw
o ye
ars
from
clo
se o
f ca
lend
ar y
ear
in w
hich
fil
e cr
eate
d
Mem
os f
rom
Adm
inis
trat
ors
(Exe
cuti
ve le
vels
)
Tra
nsfe
r E
quiv
alen
ts F
ile
1.21
.2.1
86 P
RO
GR
AM
S -
HIG
HE
R E
DU
CA
TIO
N
Dep
artm
ent S
elf-
Stud
ies
1.21
.2.4
15 G
EN
ER
AL
- A
UD
ITS
AN
D C
OM
PLIA
NC
E
Dep
artm
enta
l/U
nit
Fil
es
GR
AD
E D
IST
RIB
UT
ION
LIS
T*
Mem
os f
rom
Adm
inis
trat
ors
(Non
-Exe
cuti
ve le
vels
)
1.21
.2.1
10 L
OG
S
Pass
or
Fail
For
ms
CO
UR
SE L
IST
ING
S F
ILE
*
One
yea
r fr
om d
ate
file
clo
sed
Six
year
s fr
om d
ate
audi
t rep
ort r
elea
sed
Whe
n no
long
er n
eede
d fo
r re
fere
nce
Five
yea
rs f
rom
dat
e fi
le c
lose
dT
wo
year
s fr
om d
ate
file
clo
sed
Unt
il n
o lo
nger
nee
ded
for
refe
renc
eT
wo
year
s fr
om d
ate
file
clo
sed
Plac
emen
t Tes
t Sco
res
1.21
.2.1
88 S
TU
DE
NT
RE
CO
RD
S
1.21
.2.4
01 C
OL
LE
GE
S A
ND
UN
IVE
RSI
TIE
S
1.21
.2.1
86 P
RO
GR
AM
S -
HIG
HE
R E
DU
CA
TIO
N
1.21
.2.1
15 R
EFE
RE
NC
E M
AT
ER
IAL
(M
emos
fro
m A
dmin
istr
ator
s -
Non
-Exe
cuti
ve L
evel
s)
Ret
enti
on R
equ
irem
ent
Tw
o ye
ars
from
dat
e fi
le c
lose
d
Thr
ee y
ears
fro
m d
ate
file
clo
sed
Boo
k or
der
form
s
1.21
.2.1
82 C
OU
RSE
DE
VE
LO
PME
NT
AN
D A
DM
INIS
TR
AT
ION
Tw
o ye
ars
from
dat
e fi
le c
lose
d
1.21
.2.1
15 R
EFE
RE
NC
E M
AT
ER
IAL
Whe
n no
long
er n
eede
d fo
r re
fere
nce
1.21
.2.1
82 C
OU
RSE
DE
VE
LO
PME
NT
AN
D A
DM
INIS
TR
AT
ION
Five
yea
rs f
rom
dat
e fi
le c
lose
d
CL
ASS
SC
HE
DU
LE
S*
Cou
rse
Man
ual
1.21
.2.1
82 C
OU
RSE
DE
VE
LO
PME
NT
AN
D A
DM
INIS
TR
AT
ION
1.21
.2.3
01 A
CC
OU
NT
S PA
YA
BL
E1.
21.2
.115
RE
FER
EN
CE
MA
TE
RIA
L
Mas
ter
Cou
rse
File
1.
21.2
.182
CO
UR
SE D
EV
EL
OPM
EN
T A
ND
AD
MIN
IST
RA
TIO
N1.
21.2
.183
EN
RO
LL
ME
NT
- E
DU
CA
TIO
ND
irec
tori
es o
f co
urse
s of
fere
d
New
Cou
rse
Des
crip
tion
s, P
ropo
sals
, Sch
edul
es a
nd
all R
elat
ed D
ocum
ents
Com
mon
NM
SU
Ret
enti
on S
ched
ule
s fo
r A
CA
DE
MIC
Fil
esR
ecor
ds
Man
agem
ent
and
Ret
enti
on (
RM
R)
F
SA
- R
MR
Off
ice
(Per
Fu
nct
ion
al R
ecor
ds
Ret
enti
on a
nd
Dis
pos
itio
n S
ched
ule
s (F
RR
DS
))
Doc
um
ents
1
Aca
dem
ic P
rogr
ams
File
Dep
artm
ent H
ead'
s Fi
le
Dep
artm
enta
l His
tory
Fil
e
Thr
ee y
ears
fro
m d
ate
file
clo
sed
Perm
anen
t, tr
ansf
er to
arc
hive
s fi
ve y
ears
fro
m d
ate
file
clo
sed
Perm
anen
t, tr
ansf
er to
arc
hive
s fi
ve y
ears
fro
m d
ate
file
clo
sed
FR
RD
S R
ecor
d C
lass
ific
atio
n N
um
ber
& T
itle
Cre
dits
by
Exa
min
atio
n Fi
le
1.21
.2.1
88 S
TU
DE
NT
RE
CO
RD
S
1.21
.2.1
11 P
LA
NN
ING
AN
D D
EV
EL
OPM
EN
T
1.21
.2.1
11 P
LA
NN
ING
AN
D D
EV
EL
OPM
EN
T
Scan
tron
s
Rai
sed
Gra
des
File
1.
21.2
.188
ST
UD
EN
T R
EC
OR
DS
Unt
il n
o lo
nger
nee
ded
for
refe
renc
eFi
ve y
ears
fro
m d
ate
file
clo
sed
Five
yea
rs f
rom
dat
e fi
le c
lose
d
Tw
o ye
ars
from
clo
se o
f ca
lend
ar y
ear
in w
hich
fil
e cr
eate
dW
hen
no lo
nger
nee
ded
for
refe
renc
e
Tw
o ye
ars
from
dat
e fi
le c
lose
d
Tw
o ye
ars
from
clo
se o
f ca
lend
ar y
ear
in w
hich
fil
e cr
eate
d
Five
yea
rs f
rom
dat
e fi
le c
lose
d
Five
yea
rs f
rom
dat
e fi
le c
lose
d
Com
plet
ed E
xam
s1.
21.2
.184
EX
AM
INA
TIO
N A
ND
TE
STIN
G
1.21
.2.1
84 E
XA
MIN
AT
ION
AN
D T
EST
ING
Rep
eat C
ours
e Fi
le1.
21.2
.188
ST
UD
EN
T R
EC
OR
DS
Whe
n no
long
er n
eede
d fo
r re
fere
nce
Lis
t of
Exa
m S
core
s
1.21
.2.1
81 A
SSE
SSM
EN
TS
Perm
anen
t, tr
ansf
er to
arc
hive
s w
hen
no lo
nger
nee
ded
for
refe
renc
e
1.21
.2.1
10 L
OG
S1.
21.2
.181
ASS
ESS
ME
NT
SPl
acem
ent T
ests
1.21
.2.1
15 R
EFE
RE
NC
E M
AT
ER
IAL
Cou
rse
Eva
luat
ions
1.21
.2.2
29 E
VA
LU
AT
ION
S -
PER
FOR
MA
NC
ET
hree
yea
rs f
rom
dat
e of
sep
arat
ion
from
em
ploy
men
t
Perm
anen
t, tr
ansf
er to
arc
hive
s fi
ve y
ears
fro
m d
ate
file
clo
sed
1.21
.2.1
84 E
XA
MIN
AT
ION
AN
D T
EST
ING
1.21
.2.1
04 C
OR
RE
SPO
ND
EN
CE
- E
XE
CU
TIV
E L
EV
EL
Cou
rse
Syll
abi
Dep
artm
enta
l Res
earc
h Pr
ojec
ts1.
21.2
.176
SC
HO
LA
RL
Y R
ESE
AR
CH
Doc
umen
ts u
sed
duri
ng th
e ac
cred
itat
ion
proc
ess
Perm
anen
t, tr
ansf
er to
arc
hive
s fi
ve y
ears
fro
m d
ate
file
clo
sed
R:\
RM
R\S
tand
ards
\Res
ourc
es\M
atri
x of
Ret
entio
n S
ched
ules
-Aca
dem
ic.x
lsx
9/1
2/20
16NM
SU S
enio
r VP
for A
dmin
istra
tion
and
Fina
nce
FSA
- RM
R O
ffice
File
Clo
sed
Con
fid
enti
al
Ret
enti
on R
equ
irem
ent
Doc
um
ents
1F
RR
DS
Rec
ord
Cla
ssif
icat
ion
Nu
mb
er &
Tit
le
Dat
e fi
le c
reat
edN
oN
oR
esea
rch
ends
or
is c
ompl
eted
No
Posi
tion
fil
led
Yes
Posi
tion
fil
led
Yes
Posi
tion
fil
led
Yes
Ten
ure
deni
edY
es
Dat
e of
di
smis
sal
Yes
Dat
e ac
tion
ta
ken
Yes
Dat
e cr
eate
dY
es
Enr
ollm
ent V
erif
icat
ion
File
(lo
an r
ecip
ient
s)
Yes
Yes
Whe
n su
pers
eded
Yes
Las
t dat
e of
at
tend
ance
Yes
Yes
Yes No
Yes
Yes
End
of
term
Yes
Las
t dat
e of
(A
cade
mic
Dep
artm
ent)
atte
ndan
ceL
ast d
ate
of
atte
ndan
ceY
es
Yes
Yes
Las
t dat
e of
at
tend
ance
Yes
Yes
End
of
term
Yes
Las
t dat
e of
at
tend
ance
Yes
1T
his
is o
nly
a re
pres
enta
tive
set
of
typi
cal f
iles
fou
nd in
mos
t A
cade
mic
Dep
artm
ents
. It
is n
ot in
tend
ed to
be
a co
mpr
ehen
sive
list
. Fo
r re
tent
ion
requ
irem
ents
for
oth
er f
iles
, ref
eren
ce th
e FR
RD
S at
our
web
sit
e,
htt
p://r
mr.
nmsu
.edu
/NM
AC
s2 *D
ean
of S
tude
nts
Thr
ee y
ears
fro
m d
ate
file
clo
sed
Tw
o ye
ars
from
dat
e fi
le c
lose
d
1.21
.2.2
46 R
EC
RU
ITM
EN
T
Ten
ure
File
- D
enie
d
Unt
il n
o lo
nger
nee
ded
for
refe
renc
eT
hree
yea
rs f
rom
dat
e fi
le c
lose
d
Dat
e of
last
di
scip
lina
ry
acti
on ta
ken
(if
all c
ondi
tion
s ar
e sa
tisf
ied)
Yes
If th
e re
cord
con
tain
s pe
rson
ally
iden
tifi
able
info
rmat
ion,
it is
con
side
red
a co
nfid
enti
al r
ecor
d. I
f no
t, it
is a
non
-con
fide
ntia
l rec
ord.
1.21
.2.2
46 R
EC
RU
ITM
EN
TH
irin
g D
ocum
enta
tion
T
hree
yea
rs f
rom
dat
e fi
le c
lose
dT
hree
yea
rs f
rom
dat
e fi
le c
lose
d1.
21.2
.115
RE
FER
EN
CE
MA
TE
RIA
L (
Ten
ure
File
- A
war
ded)
Whe
n no
long
er n
eede
d fo
r re
fere
nce
Whe
n no
long
er n
eede
d fo
r re
fere
nce
Fina
ncia
l Aid
Fil
e 1.
21.2
.115
RE
FER
EN
CE
MA
TE
RIA
L (
Fina
ncia
l Aid
Fil
e)
Ten
ure
File
- A
war
ded
Fin
anci
al A
id/I
nter
nshi
p/Sc
hola
rshi
p F
iles
Whe
n no
long
er n
eede
d fo
r re
fere
nce
1.21
.2.1
15 R
EFE
RE
NC
E M
AT
ER
IAL
(E
nrol
lem
ent V
erif
icat
ion
File
-
Loa
n R
ecip
ient
s)
1.21
.2.2
46 R
EC
RU
ITM
EN
TSe
arch
Com
mit
tee
File
1.21
.2.1
07 D
EN
IED
, RE
JEC
TE
D O
R W
ITH
DR
AW
N R
EC
OR
DS
Stud
ent A
war
ds a
nd H
onor
s Fi
le
1.21
.2.1
87 R
EG
IST
RA
TIO
NE
xtra
Hou
r R
egis
trat
ion
1.21
.2.1
88 S
TU
DE
NT
RE
CO
RD
S
Inte
rnsh
ip A
ppli
cati
ons
and
Rel
ated
Doc
umen
ts
Gra
duat
e F
iles
Stud
ent
Fil
es
Unt
il n
o lo
nger
nee
ded
for
refe
renc
eU
ntil
no
long
er n
eede
d fo
r re
fere
nce
Yes
Lis
t of
Sche
dule
d G
radu
ates
1.
21.2
.110
LO
GS
Gra
duat
e L
ist
1.21
.2.1
10 L
OG
S
Pros
pect
ive
Gra
duat
es L
ist
Stud
ent L
oans
Fil
e 1.
21.2
.115
RE
FER
EN
CE
MA
TE
RIA
L (
Stud
ent L
oans
Fil
e)
1.21
.2.3
37 E
DU
CA
TIO
NA
L F
INA
NC
IAL
AID
Scho
lars
hip
Aw
ards
R
efer
ence
Fil
e
1.21
.2.1
86 P
RO
GR
AM
S -
HIG
HE
R E
DU
CA
TIO
N
Whe
n no
long
er n
eede
d fo
r re
fere
nce
Whe
n no
long
er n
eede
d fo
r re
fere
nce
Thr
ee y
ears
fro
m th
e da
te f
ile
clos
ed
Thr
ee y
ears
fro
m d
ate
file
clo
sed
Facu
lty
Lis
t
Fac
ulty
Fil
es
Stud
ent T
each
ing
1.21
.2.6
67 P
RO
FESS
ION
AL
LIC
EN
SES
1.21
.2.1
15 R
EFE
RE
NC
E M
AT
ER
IAL
Tw
o ye
ars
from
dat
e fi
le c
lose
d
One
yea
r fr
om d
ate
file
clo
sed
1.21
.2.1
15 R
EFE
RE
NC
E M
AT
ER
IAL
(Pr
ospe
ctiv
e G
radu
ates
Lis
t)
Tw
o ye
ars
from
dat
e fi
le c
lose
d1.
21.2
.188
ST
UD
EN
T R
EC
OR
DS
Whe
n no
long
er n
eede
d fo
r re
fere
nce
1.21
.2.1
88 S
TU
DE
NT
RE
CO
RD
ST
wo
year
s fr
om d
ate
file
clo
sed
Not
e: "
file
s w
here
con
diti
ons
of d
isci
plin
ary
acti
on h
ave
not b
een
sati
sfie
d m
aint
ain
10 y
ears
aft
er d
ate
of la
st d
isci
plin
ary
acti
on."
Dis
cipl
inar
y Fi
les
1.21
.2.1
07 D
EN
IED
, RE
JEC
TE
D O
R W
ITH
DR
AW
N R
EC
OR
DS
1.21
.2.1
76 S
CH
OL
AR
LY
RE
SEA
RC
H
1.21
.2.3
37 E
DU
CA
TIO
NA
L F
INA
NC
IAL
AID
Tra
nsfe
r A
dmis
sion
s Fi
le1.
21.2
.183
EN
RO
LL
ME
NT
- E
DU
CA
TIO
N
STU
DE
NT
LO
CA
TO
R F
ILE
*
Stud
ent R
ecor
d C
hang
es F
ile
Vet
eran
s' B
enef
its
File
(St
uden
t)
STU
DE
NT
RA
NK
ING
FIL
E*
Tw
o ye
ars
from
dat
e fi
le c
lose
dT
hree
yea
rs f
rom
the
date
fil
e cl
osed
10 y
ears
fro
m d
ate
indi
vidu
al is
no
long
er li
cens
ed
Tw
o ye
ars
from
dat
e fi
le c
lose
dW
hen
no lo
nger
nee
ded
for
refe
renc
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New Mexico State UniversityAccounts Payable
Reimbursement Voucher
Page 1 of 2AP-Reimbursement-Voucher.pdf, 03/2015 Reset
SECTION 1: REQUESTOR INFORMATION
Aggie ID:
Phone:Prepared By:
Date (mm/dd/yyyy):
Campus Box: Department:
Payee:
SECTION 2: REQUEST DETAILSStatement of Per Diem (Adjustments to calculated per diem units can be made in “Itemized Statement of Other Expenses” section)
DestinationDeparture Return Travel Period Lodging Meals
TotalDate Time (AM/PM) Date Time (AM/PM) Days Hours Units Rate Units Rate
Item # Itemized Statement of Other Expenses (Attach required receipts) Amount
Continuation Sheet Total:
Adjustments: Cash advance (-) or per diem (+/-) enter explanation:
Total for Reimbursement:
Statement of Transportation For Type, select S for standard mileage, or O for odometer miles.
Departure DateType S/O
Odometer ReadingsNet Mileage Origin/Destination
Beginning Ending
@ ¢ per mile =
Airline (Ticket Attached) Charged NMSU Paid by Employee
Vehicle Type
Rental Car Private Vehicle
Other:
I certify that the services have been performed and the expenses incurred as stated in the above account were necessary and proper, that this voucher has been examined, that the amounts claimed are just and reasonable, and that no part thereof has been paid. If this is a supplemental voucher, a copy of the original voucher is attached.
SECTION 3: REQUESTOR APPROVAL
Date:Printed Name: Signature:
Principal Investigator Dean/VP/CC President Designee
SECTION 4: OFFICIAL APPROVAL
Date:Fiscal Monitor Printed Name: Signature:
SECTION 5: INTERNAL DEPARTMENT USE ONLY Processed by: Date:
Index (FOPAL) Fund Account Travel Encumbrance Number Amount D/C P/F
Payee’s Signature:
Payee’s Title:
I hereby certify the above itemized account is just and true in all respects, expenses incurred were necessary and proper, travel has been completed, attached receipts have been paid in full and expenses were paid by me and not by NMSU to a vendor or previously to traveler, nor has any part been paid or will be paid by another party, any advance received has been deducted on the adjustments line above, I acknowledge any travel expenses paid sixty (60) days from last day of travel become taxable income (Per BPM Section 5C.05 General Travel Information)
Purpose of Travel or Other Expense: (Attach additional sheet if needed)
ROUTINGDocument #Are you using sponsored awards or gifts on this form?
Yes - Route MSC SPA No - Route MSC AFR
8000XXXXX
3FSA Sharon Suhr
Jane Doe
646-8324 Finsys
01/18/2016
Tucson, AZ 01/11/16 6:00 AM
0:00 AM
0:00 AM
01/15/16 6:15 PM
0:00 PM
0:00 PM
12.25
0
0
$106.00 $54.00
01/11/2016 0
0
0
0
0
0
0
0
0
0
Attend regional records retention conference (nomeals provided)
987654 998654 722200 $694.00
●
Reset
$0.00
$694.00
$0.00
$694.00
$0.00
$0.00
0:00 AM $0.00 0
4
0
0
00:00 PM
●
AFR, MSC AFRPhone 646-1514
Fax 646-3900
4
0
0
0
5
0
0
0
NM
SU
Dis
posi
tion
and
Des
truc
tion
P
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ss
ResetPage 2 of 3
New Mexico State UniversityRecords Management and Retention
Request for Disposition of University Records
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RO
UTI
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This form is to be used for disposition of records that have met their retention schedule. Each media type must be on a sepa-rate form. See page 1 for instructions. Note: Incomplete forms or incorrectly completed forms will be REJECTED. If you "#���#��������������$�#������#��%&���������'���()�)*�!+!�,/�+���������"�0���4���4���������%������4�$�������4����%&���������'������4#�$����4���'��5�4������������#6�#��������()�)*�!+!��77+�
RMR, MSC 3FSA�4���'��5�4������
Phone 646-8324 Fax 646-1994
Request ID #:
SECTION 4: FSA-RMR DEPARTMENT USE ONLY
SRCA Approval Date:SRCA #:
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Preparer’s Printed Name:
Department Authority/ Record Custodian Name:
Signature:
Signature:
Department:
SECTION 1: PREPARER INFORMATION
Preparer:
Phone:
SECTION 2: REQUEST DETAILS
SECTION 3: OFFICIAL APPROVAL
E-mail Address:
���������������� ���� � Yes � No
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Date:
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Approved by - Name:
Signature:
Signature:
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Date:
Line # # of Folders # of Files Total Size of Data (bytes) File Format(s) (.doc, .pdf, etc.) Location of Files���� �������������� ��������������������� ���!�
� Condition Assessment - Not Applicable � Condition Assessment Passed on: RMR Staff Initials
Jane Doe Financial Systems Administration
(575) 646-#### [email protected]
1.21.2.107 Denied, Rejected or Withdrawn Records -
rejected applications
1.21.2.188 Student Records -
student academic files
1.21.2.188 Student Records -
2
2 CDs
2/3
1/3
3 boxes
3 yrs from date auditreport released
2 yrs after last date ofattendance
2 yrs after last date ofattendance
Jul 2010 - Jun 2011
Jan 2013 - May 2013
Aug 2012 - May 2013
Line #5: Records contain Personal Identifiable Information.
Jane Doe
Diane Madrid
ResetE-mail
P
C
Pstudent academic files
2 2 8 86.4 MB (90,596,966 bytes) .PDF and MP4
5 1 20 1.4 MB (1,536,000 bytes) .PDF, DOCX, and .RTF
CD
Network server
New Mexico State UniversityRecords Management and Retention
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Phone: E-mail Address:
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Disposition LogLine
#MediaType
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Retention Period Volume(?�@�6��*
Date(s) of Record(s)
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6
7
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12
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15
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1/3 box
1.21.2.184 Examination and Testing -
student classwork, exams, and class projects1/32 yrs from close of CY in
which file created Jan 2012 - Dec 2013P
1.21.2.301 Accounts Payable -
bookstore charges1 folder6 yrs from date audit
report released Jul 2005 - Jun 2008E
NMSU Senior VP for Administration and Finance FSA – RMR Office
R:\RMR\Standards\Resources\Boxing requirements for Confidential Records Handling and Destruction 20160420.docx 1
Boxing Requirements for Handling and Destruction of Confidential Records
(Reference NMAC 1.13.10)
Confidential records to be destroyed should be placed in standard size records storage
boxes. Storage boxes may be obtained from the NMSU Bookstore or an office supply
store. The boxes that paper (10 reams – 8 ½” x 11”) is delivered in, are also acceptable.
The RMR Office recycles boxes, please contact [email protected] to see if we have
any boxes available. Non-standard containers cannot be accepted.
Boxes must be accompanied by a Request for Disposition.
Box weight is not to exceed 50 lbs.
Remove all metal:
* hanging file folders
* metal prongs (typically on fastening file folders)
* metal clasps
* binder clips
* 3 ring binders
* paper clips larger than jumbo size (2 inches long)
Note: Staples and rubber bands do not need to be removed.
Partially filled boxes are acceptable.
Place only one type of record series in each box (if possible). If you are placing two or
more types of record series in each box, please insert a separator (colored paper or folder)
to distinguish the different types of record series
For partially filled boxes and boxes containing more than one record series, please enter
the specific volume of records in the “Volume (# boxes)” field on the Request for
Disposition as a fraction or decimal (e.g. .25, .50, ¼, ½,).
Place the records in the box vertically and in the same order that they were kept in the
office.
Place letter-sized folders across the 12-inch side, facing the front of the box.
Place legal-sized folders across the 15 inch side, starting from left to right.
Leave at least one inch of space for ease of access.
Place the lid on the box without tape.
Identify each box with your office name and the box sequence (1 of 3, 2 of 3, etc.).
Reset
New Mexico State UniversityRecords Management and Retention
Transfer of Custody for Reference Materials Only
RMR-Transfer-Of-Custody-For-Reference-Materials-Only.pdf, 7/2016
RO
UTI
NG
This form is for the transmittal of Reference Materials 1.21.2.115 from an NMSU department to the FSA-RMR Office. Submit separate forms for Confidential and Non-Confidential records. Send or deliver Reference Material records with completed forms to FSA-RMR Office, MSC 3FSA, or to the F.A.T.E. Warehouse on advertised delivery days.
Note: Boxes of records must be delivered to F.A.T.E. warehouse on advertised delivery days.
Email Address:
SECTION 1: REQUESTOR INFORMATION
Department Transfering Documents:Requestor:
SECTION 2: REQUEST DETAILS
Phone:
Confidential RecordsAcademic Financial Grade Distribution File Deposits Student Locator File Reimbursement Requests Student Ranking File Telephone Bills File (with signatures or personal identifiable information) Time Sheets Travel Advances
Use the check boxes to indicate which records you are submitting.
Total Number of Boxes:
Requestor Name:
Department Authority/Record Custodian Name:
Signature:
Signature:
Date:
Date:
SECTION 3: APPROVALI certify the noted records are no longer required for reference by my organization. I understand once transferred to the RMR office, they will not be available for viewing or retrieval. RMR will be processing the reference material records for Disposition and Destruction. Legal and physical custody is being transferred to RMR.
Non-Confidential RecordsAcademic Financial Office Operations Class Schedules File Deposits Conferences/Workshops Course Listings File Invoices File Attended File Journal Vouchers Files Office Management Files Labor Redistribution Forms File (routine files, convenience copies Purchase Orders File of memos, reports, and general Telephone Bills File office information) Work Orders File (requestor)
Dates of Records:
SECTION 4: FSA-RMR DEPARTMENT USE ONLY
Box #: through :
RMR, MSC 3FSAOR
Boxes to [email protected]
Phone 646-8324 Fax 646-1994
(mm/yyyy)-
(mm/yyyy)
Request ID#:
Ref
eren
ce M
ater
ial P
roce
ss
Dispose, Destroy, or File?FSA-RMR Office
No
Is it
confidential?No
Yes
Department
prepares records
according to
Boxing
Requirements
FSA-RMR
office performs
Condition
Assessment
Department
delivers boxes to
F.A.T.E.
Warehouse
FSA-RMR office
notifies
Department of
approval from
State to destroy
records.
Department
completes and
provides FSA-
RMR office with
NMSU Certificate
of Destruction
Department
Destroys records
Start
Yes
Is it
confidential?
Is it a
record?
Use “Is It A
Record?”
Decision Tree
Finish
Department
shreds document
Department
recycles
document
Yes No
Yes
No
Has record
met retention
requirements?
Department
completes and
submits NMSU
Request for
Disposition to
FSA-RMR Office.
Department
completes and
submits NMSU
Request for
Disposition to
FSA-RMR Office.
Department
completes and
submits NMSU
Request for
Disposition to
FSA-RMR Office.
Department
completes and
submits NMSU
Request for
Disposition to
FSA-RMR Office.
Keep filed until
retention
requirements have
been met.
R:\RMR\Standards\Process Decision Tree FSA-RMR Office 06/30/2010
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F T P D N R R RR N H L R L D R N N
R D T T T PB N R P N D N P N T R NN R R N R
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T H D R RR R H D N R
N R T F P H RN R N L R T R
R R D L N L RT N L D N T N T RP T N R F T F VT B T R T F T N RR N V N T R N T L T D ND R N N L F L N RF L T N D F N D D DN D T D R R N ND D T R T P P R V LT R N N P R D
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L r L f l NN N n nf d nt l N nr rdP r n Pr P lp nR rd R rd t d n R rd L nR rd r R r nt R r hR t nt n d l n R t nt n h d l hr dd nTr n n r h
Records Management and Retention
FSA-RMR
You can do your part for NMSU by COMPLYING with Records Management
regulations. The word ‘COMPLYING’ is used in the Sudoku-type puzzle above.
Following traditional Sudoku rules complete the puzzle above to be one step closer
to being a Records Management Champion!
Y G
C I Y
Y G C L M
L I P
M I P L
I O Y
P G M O
I L C G
Y G N P
![RMR [Relationship Management Initiative-2014]](https://static.documents.pub/doc/80x56/579075731a28ab6874b4a666/rmr-relationship-management-initiative-2014.jpg)
