rmr information session agenda
TRANSCRIPT
4/23/2019
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All About Discovery!New Mexico State University
nmsu.edu
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Records Management and Retention (RMR)
for New Mexico State University
April 2019
Senior VP for Administration and Finance
FSA-RMR Office
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RMR Information Session Agenda1. Introduction & Training Goals
2. Definitions
3. Responsibilities
4. Basic RMR Requirements
5. Web Site RMR.nmsu.edu & FSA-RMR Office Services
6. Other Points
7. Scanning: P-Card & BDMS
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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.
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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 – Control and management of 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
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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 dispose, shred or destroy 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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Benefits of RMR
• Space Savings
• Cost Savings
• Increased Efficiency
• Controlled Creation and Destruction of Records
• Minimized Litigation Risk
• Preservation of Institutional Memory
• Protection of Vital Records
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What is a record?
Non-records:• Duplicates/copies• Published
materials• Blank/incomplete
forms• Drafts• Not related to
NMSU
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Definitions• Record
– Business informationo 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
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Definitions• FRRDS – Functional Records Retention and Disposition
Schedules (NMAC 1.21.2)• 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.
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Definitions• Destruction – the physical process of destroying records.
– Methods
o Non-Confidential Records
Recycling by a bonded document recycling vendor
Shredding
o Confidential Records
Destroyed through a bonded document recycling vendor
F.A.T.E Warehouse
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How NOT to Dispose of Records!
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Disposition RequirementsConfidential Non-Confidential
Records Destroyed by a bonded document recycling vendor
Destroyed by a bonded document recycling vendor OR Shredded
Request for Disposition Deliver to F.A.T.E Certificate of Destruction
Non-Records Shredded Recycled or Shredded
Request for Disposition Deliver to FATE Certificate of Destruction
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Who is Responsible for Records?• Central Office
– Data custodians (NMSU Records Custodians)
• Departments
– Originator/Responsible Department contact.
– Business decision of assignment may vary by college/unit.
• We are all responsible for maintaining official university records.
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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? 1)• 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?
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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 Schedules (FRRDS) NMCPR Classification Tool
– Federal requirements?o Specific agency website
• 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.
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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)
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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 & Destruction Process
Confidential
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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
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5. FSA–RMR Office schedules a Condition Assessment with 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
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FSA-RMR WebsiteLet’s take a quick tour of our website.
https://rmr.nmsu.edu• Steps for Disposition• NMACs• Resources
− Forms− FAQs
• Stats• Contact Information
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Other Points
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NMSU Retention Requirements for E-mail
Section 14.10.B of the University’s Administrative Rules and Procedures 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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NMCPR Regulations Concerning E-mail
1.13.4.11 NMAC – RECORDS MANAGEMENT REQUIREMENTS FOR ELECTRONIC MESSAGING
“Electronic messages determined to be a public recordshall be classified, filed and retained on the basis of content.”
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NMSU Historical Records
• If you believe your records may have historical value, contact the FSA-RMR Office.
• We will work with the NMSU Archives and Special Collections Department.
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Safety Considerations• Are the boxes contaminated?
− Rodents
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Safety Considerations
− Roach sacs and roaches
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Safety Considerations
• Skunk infestations
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Safety Considerations•
− Notify FSA-RMR Office at (575) 646-8324 or [email protected]
• FSA-RMR Office will:
− Contact Environmental Health & Safety for an assessment
− Coordinate with department as to how to proceed
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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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FSA-RMR Bridge to BDMS and Pcard Receipt Destruction
February 2019
SVP for Administration and FinanceFSA-RMR Office
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Refresher• Records Management is the control of records
throughout their life cycle, from creation through destruction.
• Retention is how long I must keep the records.
• Disposition is when a record has met its retention requirement and is eligible to be disposed of.
• Destruction is the physical process of destroying records.
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Putting It All TogetherHow does what I just learned about RMR enable me to
– Destroy files after they are scanned or loaded into the Banner Document Management System?
– Destroy files after following the procurement card process which requires an email sent to [email protected]?
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Destruction of Paper and Electronic FilesWhy is NMSU allowed to destroy paper and electronic files?
• NMAC 1.14.2 allows for destruction of paper and electronic files once they have been placed into a certified imaging system.
• When a paper or electronic file is added to a certified system, it becomes the official record.
• NMSU uses Banner Document Management Suite (BDMS).
• NMSU BDMS is a certified system per the NMCPR.
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NMSU Processes That Use BDMS
• JV backup attachment.• For PCard receipts, FSA-RMR office loads all receipts
that are sent to Wells Fargo for processing into BDMS• Procurement• Invoices • Financial Aid• Financial Grant files (SPA)• HR• Student Records
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Verification & Destruction Process
Now we will review the Destruction Process since we are allowed to destroy paper or electronic files, per State law (NMAC 1.14.2), because they are in a certified system.
Destruction process is different from disposition.
Disposition requires a Request for Disposition form.
Destruction requires a Request for Destruction form
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Verification & DestructionProcess Flow
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Verification & Destruction1. After files are added (either scanned or loaded) to a certified system,
they must be VERIFIED. When you email PDF files to [email protected] the file is added to the certified system.
2. Verify:
– You are verifying the quality of the document.
– Does it look as good as the original or pretty close?
– Is the required detail readable?
– If it is electronic, did it make it into the system it was intended for (Wells Fargo or BDMS)?
– It is important because your scanned copy or document in BDMS will become the official record.
– If the answer is “no” to any of the above, set the scanner to a darker setting and rescan. Use BLACK & WHITE setting only.
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Examples of Bad Scans
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Verification & Destruction - continued3. If you still have a bad scan after several attempts, then you must keep the
document for the full retention period.
− We suggest you annotate the bad scan with the text “This was the best scan possible. Original retained in office.”
4. After the verify step:
– If the records are non-confidential, they may be destroyed.
Department shreds or makes arrangements with a vendor for their paper to be destroyed.
Department destroys all PDF files and emails.
– If the records are confidential:
Paper and electronic records must follow a similar process for disposition of confidential records as outlined in the previous RMR Info session.
o Request for Destruction form required.
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Special ConsiderationsAll other documents/files, not imaged into BDMS or not part of the procurement card process, must be kept until they have met their retention requirements and follow the disposition process. This includes older transactions or any other documents that for whatever reason did not follow the NMSU imaging processes.
Grant Files
Grant files must be retained for 3 years from date file closed.
(date file closed – date grant terminated)
Contract Files
Contract files must be retained for 6 years from date file closed.
(date file closed – date contract terminated)
Financial Aid Files
Financial Aid files must be retained for 3 years from date file closed. (date file closed – last date of attendance)
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Special Considerations - PCard
• If you deal with a vendor that requires an original receipt for returns, maintain original copies per retention schedule.
• If you did not verify your receipts in Wells Fargo, maintain original copies per retention schedule.
• If the purchase is related to a Grant or Contract, the receipts must be retained as part of your grant or contract file respectively
• All other backup documents, not sent to Wells Fargo, must follow the disposition process.
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Responsibilities For Use
• All NMSU employees utilizing the NMSU imaging processes are required to sign a Responsibilities For Use form. (PCardReceipts, Financial Aid, Sponsored Projects Accounting, Journal Vouchers, Invoices, & Human Resources)
• Your signature indicates understanding of the NMSU Records Management and Retention and imaging processes and agreement to destroy paper or electronic files in accordance with the defined processes presented.
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Questions or Comments?Contact us!
FSA-RMR Office:
email: [email protected]
web page: http://RMR.nmsu.edu
phone: (575) 646-TECH (8324)
Submit a question/comment
For any PCard related questions, please contact:
PCard Administrator
email: [email protected]
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
FRRDS Record Classification Number & Title Retention Requirement File Closed Confidential
Bookstore Charges File 1.21.2.301 ACCOUNTS PAYABLE Six years from date audit report released No
Budget Reconciliation NON-RECORD As needed, to be determined by department Contextual2
Contracts 1.21.2.604 GOODS AND SERVICES Six years from date file closed Termination of Contract Contextual2
Grants 1.21.2.122 GRANT ADMINISTRATION Three years from date file closed Termination of Grant Contextual2
Deposits NON-RECORD As needed, to be determined by department Contextual2
Direct Pays File NON-RECORD As needed, to be determined by department No
Inventory Certifications, Change
Reports, and Verification Lists
1.21.2.316 FIXED ASSETS Three years from date audit report releasedNo
Invoices File NON-RECORD As needed, to be determined by department No
Journal Voucher File NON-RECORD As needed, to be determined by department No
Labor Redistribution Forms File NON-RECORD As needed, to be determined by department No
Maintenance Agreements (Hardware
& Software)
NON-RECORD As needed, to be determined by department No
1.21.2.301 ACCOUNTS PAYABLE
Note: these are non-confidential unless the credit card number or employee
personal information (i.e. address, phone, etc.) appears on the receipt.
Purchase Order File NON-RECORD As needed, to be determined by department No
Reimbursement Requests NON-RECORD As needed, to be determined by department Yes
Surplus Property 1.21.2.318 SURPLUS AND DISPOSAL Three years from date audit report released No
Telephone Bills File NON-RECORD As needed, to be determined by department Contextual2
Time Sheets NON-RECORD As needed, to be determined by department Yes
Travel Advances NON-RECORD As needed, to be determined by department Yes
HR Files
Leave Requests and Leave Balances
File
1.21.2.231 LEAVE RECORDS Three years from close of fiscal year in which created Yes
Personnel Files 1.21.2.234 PERSONNEL FILES Three years from date file closed When employee terms or
leaves the department
Yes
Rejected Applications File 1.21.2.107 DENIED, REJECTED OR WITHDRAWN RECORDS Two years from date file closed After rejected Yes
Conferences/Workshops Attended
File
NON-RECORD As needed, to be determined by department No
Correspondence File 1.21.2.105 CORRESPONDENCE - GENERAL One year from close of calendar year in which created No
Daily appointment books/calendars 1.21.2.102 CALENDARS AND SCHEDULES One year from close of calendar year in which created No
Office Management Files (routine
files, convenience copies of memos,
reports, & general office information)
NON-RECORD As needed, to be determined by department No
Operating Manuals/Warranties File 1.21.2.151 EQUIPMENT FILES Three years from date of disposition of equipment No
Supplies File 1.21.2.317 INVENTORIES Three years from date audit report released No
Telephone Logs File 1.21.2.110 LOGS Until no longer needed for reference Yes
Work Orders File NON-RECORD As needed, to be determined by department No
Web Pages 1.21.2.158 WEB MANAGEMENT destroy one year from date file closed When superseded or obsolete No
Student Employee File 1.21.2.234 PERSONNEL FILES Three years from date file closed When employee terms from
department
Yes
1 This is only a representative set of typical files found in most Departments. It is not intended to be a comprehensive list. For retention requirements for other files, reference the FRRDS at our web site, http://rmr.nmsu.edu/NMACs
2 If the record contains personally identifiable information, it is considered a confidential record. If not, it is a non-confidential record.
Office Operations Files
Procurement Card File
Student Files
Common NMSU Retention Schedules for DEPARTMENTAL/UNIT Files
Records Management and Retention (RMR)
FSA - RMR Office(Per Functional Records Retention and Disposition Schedules (FRRDS))
No
Six years from date audit report released
Financial Files
Documents1
R:\RMR\Standards\Resources\Matrix of Retention Schedules-Departmental
09/12/2017
NMSU Senior VP for Administration and Finance
FSA - RMR Office
Documents1 FRRDS Record Classification Number & Title File Closed Confidential
Add/Drop forms 1.21.2.187 REGISTRATION End of term Yes
Book order forms 1.21.2.301 ACCOUNTS PAYABLE No
Class Schedules NON-RECORD No
Course Evaluations NON-RECORD Yes
Course Listings File NON-RECORD No
Course Manual 1.21.2.182 COURSE DEVELOPMENT AND ADMINISTRATION No longer in use/until date
superseded
No
Course Syllabi 1.21.2.182 COURSE DEVELOPMENT AND ADMINISTRATION End of term No
Credits by Examination File 1.21.2.188 STUDENT RECORDS Last date of attendance at NMSU Yes
Directories of courses offered 1.21.2.110 LOGS No
Enrollment Books for Courses 1.21.2.183 ENROLLMENT - EDUCATION End of term Yes
Master Course File 1.21.2.182 COURSE DEVELOPMENT AND ADMINISTRATION End of term No
New Course Descriptions, Proposals,
Schedules and all Related Documents
1.21.2.182 COURSE DEVELOPMENT AND ADMINISTRATION End of term No
Pass or Fail Forms 1.21.2.188 STUDENT RECORDS Last date of attendance at NMSU Yes
Repeat Course File 1.21.2.188 STUDENT RECORDS Last date of attendance at NMSU Yes
Transfer Equivalents File 1.21.2.186 PROGRAMS - HIGHER EDUCATION When superseded Yes
Academic Programs File 1.21.2.186 PROGRAMS - HIGHER EDUCATION When superseded No
Department Head's File 1.21.2.111 PLANNING AND DEVELOPMENT Departure of person from
positionContextual
2
Departmental History File 1.21.2.111 PLANNING AND DEVELOPMENT Date file created No
Departmental Research Projects 1.21.2.176 SCHOLARLY RESEARCH Research ends or is completed No
Department Self-Studies 1.21.2.415 GENERAL - AUDITS AND COMPLIANCE End of study No
Documents used during the accreditation
process
1.21.2.401 COLLEGES AND UNIVERSITIES Completion of accreditation Contextual2
Memos from Administrators (Executive
levels)
1.21.2.104 CORRESPONDENCE - EXECUTIVE LEVEL Contextual2
Memos from Administrators (Non-
Executive levels)
NON-RECORD Contextual2
Exam/Grade Files
Completed Exams 1.21.2.184 EXAMINATION AND TESTING Yes
Grade Distribution List NON-RECORD Yes
Grade sheets / Class rosters 1.21.2.184 EXAMINATION AND TESTING Yes
List of Exam Scores 1.21.2.110 LOGS Yes
Placement Tests 1.21.2.181 ASSESSMENTS End of term Yes
Placement Test Scores 1.21.2.181 ASSESSMENTS End of term Yes
Raised Grades File 1.21.2.188 STUDENT RECORDS Last date of attendance at NMSU Yes
Scantrons 1.21.2.184 EXAMINATION AND TESTING Yes
Retention Requirement
Two years from date file closed
As needed, to be determined by department
Five years from date file closed
Two years from date file closed
Until no longer needed for reference
Two years from date file closed
Course Files
One year from date file closed
Six years from date audit report released
As needed, to be determined by department
Permanent, transfer to archives five years from date file closed
Permanent, transfer to archives As needed, to be determined
by department
Five years from date file closed
Five years from date file closed
As needed, to be determined by department
Five years from date file closed
Two years from date file closed
Permanent, transfer to archives five years from date file closed
Two years from close of calendar year in which file created
As needed, to be determined by department
Three years from date file closed
Five years from date file closed
Two years from close of calendar year in which file created
Departmental/Unit Files
Five years from date file closed
Two years from date file closed
Two years from close of calendar year in which file created
Until no longer needed for reference
Common NMSU Retention Schedules for ACADEMIC Files
Records Management and Retention (RMR)
FSA - RMR Office(Per Functional Records Retention and Disposition Schedules (FRRDS))
Three years from date file closed
Permanent, transfer to archives five years from date file closed
Permanent, transfer to archives five years from date file closed
Five years from date file closed
As needed, to be determined by department
R:\RMR\Standards\Resources\Matrix of Retention Schedules-Academic 09/14/2017
NMSU Senior VP for Administration and Finance
FSA - RMR Office
Documents1 FRRDS Record Classification Number & Title File Closed ConfidentialRetention Requirement
Course Files
Faculty Awards and Honors 1.21.2.221 AWARDS - PERSONNEL MANAGEMENT Date file created No
Faculty List 1.21.2.110 LOGS No
Faculty Publications File 1.21.2.176 SCHOLARLY RESEARCH Research ends or is completed No
Faculty Recruitment File 1.21.2.246 RECRUITMENT Position filled Yes
Hiring Documentation 1.21.2.246 RECRUITMENT Position filled Yes
Search Committee File 1.21.2.246 RECRUITMENT Position filled
Tenure File - Awarded NON-RECORD Yes
Tenure File - Denied 1.21.2.107 DENIED, REJECTED OR WITHDRAWN RECORDS Tenure denied Yes
1.21.2.188 STUDENT RECORDS
Note: "files where conditions of disciplinary action have not been
satisfied maintain 10 years after date of last disciplinary action."
1.21.2.107 DENIED, REJECTED OR WITHDRAWN RECORDS Date of dismissal Yes
1.21.2.632 HEARINGS AND APPEALS Date action taken Yes
1.21.2.634 INVESTIGATION - LEGAL MATTER MANAGEMENT Date created Yes
Enrollment Verification File (loan recipients) NON-RECORD Yes
Financial Aid File NON-RECORD Yes
Internship Applications and Related
Documents
1.21.2.186 PROGRAMS - HIGHER EDUCATION When superseded Yes
Scholarship Awards File 1.21.2.337 EDUCATIONAL FINANCIAL AID Last date of attendance at NMSU Yes
Scholarship Awards Reference File NON-RECORD Yes
Student Loans File NON-RECORD Yes
Graduate List 1.21.2.110 LOGS No
List of Scheduled Graduates 1.21.2.110 LOGS Yes
Prospective Graduates List NON-RECORD Yes
Extra Hour Registration 1.21.2.187 REGISTRATION End of term Yes
1.21.2.188 STUDENT RECORDS Last date of attendance at NMSU
(Academic Department)
Student Awards and Honors File 1.21.2.188 STUDENT RECORDS Last date of attendance at NMSU Yes
Student Locator File NON-RECORD Yes
Student Ranking File NON-RECORD Yes
Student Record Changes File 1.21.2.188 STUDENT RECORDS Last date of attendance at NMSU Yes
Student Teaching Certification File 1.21.2.667 PROFESSIONAL LICENSES Yes
Transfer Admissions File 1.21.2.183 ENROLLMENT - EDUCATION End of term Yes
Veterans' Benefits File (Student) 1.21.2.337 EDUCATIONAL FINANCIAL AID Last date of attendance at NMSU Yes
1 This is only a representative set of typical files found in most Academic Departments. It is not intended to be a comprehensive list. For retention requirements for other files, reference the FRRDS at our web site,
http://rmr.nmsu.edu/NMACs
2
Dean of Students
As needed, to be determined by department
Financial Aid/Internship/Scholarship Files
Yes
Two years from date file closed
Two years from date file closed
Graduate Files
Until no longer needed for reference
Date of last disciplinary action
taken (if all conditions are
satisfied)
Disciplinary Files - If a court case number
has been assigned, it is considered a "case" Ten years from date file closed
Ten years from date file closed
Two years from date file closed
One year from date file closed
Two years from date file closed
As needed, to be determined by department
Three years from the date file closed
10 years from date individual is no longer licensed
Two years from date file closed
As needed, to be determined by department
As needed, to be determined by department
Student Files
Until no longer needed for reference
Yes
As needed, to be determined by department
As needed, to be determined by department
Three years from the date file closed
Three years from date file closed
As needed, to be determined by department
Individual Student Files
Two years from date file closed
Permanent, transfer to archives five years from date file closed
Disciplinary Files
Three years from date file closed
Three years from date file closed
Faculty Files
If the record contains personally identifiable information, it is considered a confidential record. If not, it is a non-confidential record.
Three years from date file closed
Two years from date file closed
Until no longer needed for reference
Three years from date file closed
As needed, to be determined by department
R:\RMR\Standards\Resources\Matrix of Retention Schedules-Academic 09/14/2017
NMSU Senior VP for Administration and Finance
FSA - RMR Office
New Mexico State UniversityFinancial lnformation Processing
R「CttV鴨響躙鵬?
言 MS:1:AR塁 鼎鼎職胤Journal Voucher Manual Entry¨ 10L:nes or Less
SECT10N l:REQUESTOR INFORMAT:ON
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Seq # 」V Code lndex Fund Account Amount D′C Description 1:s spacesy Reference1 」E16 400325 410006 732040 S17171 D Uniform Order for DACC Security
2 」E16 100789 110006 732040 ($17171) C Unifom OrderfOr DACC Secunty
3 」E16 400325 410006 732040 S27525 D Pepper Spray for OACC Security
4 」E16 100789 110006 732040 (S27525) C Pepper Spray for DACC Security
5 」E16 D
6 」E16
7 」E16
8 」E16
9 」E16
10 」E16
Document Total:Actual Total:
S89392
$000
Compl.l. Explanalionl
Uniform and Pepper Spray to be us6d by DACC Security Personnel
SECT10N 3:APPROVAL
Andrew BowenPlnled Name
SECT10N 4:OFF:C:AL APPROVAL
O Principsl ln\,r3tigetor El O..nir'plcc prcaid.ntE ocaigncc
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●
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10/18′2017
FlP‐ 」ournalヽ /oucher Manua Entry pdf o5/2013 Page 2 of2
Pistol PeteREJECTED
John Doe
Communications 123
Fall 2016
The story of Grants NM
Grants, New Mexico, surrounded by mountains, is located in Cibola County. The city began as a
railroad camp in the 1880s, when three Canadian brothers, Angus A. Grant, John R. Grant, and
Lewis A. Grant, were awarded a contract to build a section of the Atlantic and Pacific
Railroad through the region. The Grant brothers' camp was called Grants Camp at first, then
Grants Station, and finally Grants. The new city enveloped the existing colonial New Mexican
settlement of Los Alamitos and grew along the tracks of the Atlantic and Pacific Railroad.
The town prospered due to railroad logging in the nearby Zuni Mountains, and it served as a
section point for the Atlantic and Pacific, which became part of the Atchison, Topeka and Santa
Fe Railway. The Zuni Mountain Railroad short line had a roundhouse in and housed workers in a
small community named Breecetown. Timber from the Zuni Mountains was shipped to
Albuquerque, where a large sawmill converted the timber to wood products that were sold
around the west.
After the decline of logging in the 1930s, Grants-Milan gained fame as the "carrot capital" of the
United States. The creation of Bluewater Reservoir encouraged agriculture and the region's
volcanic soils provided ideal conditions for farming. Grants also benefited from its location, both
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800###### August 2010
2010-2011
Student Advising Document
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
All About Discovery!New Mexico State Universitynmsu.edu
™™
NMSU Disposition and Destruction
Process
Department completes
and submits NMSU
Request for
Disposition form to
FSA-RMR Office.
FSA-RMR Office
requests
permission from
NMSRCA
Approval received from
NMSRCA.
Department
arranges for
documents to be
shredded.
FSA-RMR Office
conducts Condition
Assessment at
Department office.
Department delivers
approved boxes to FSA-
RMR F.A.T.E. Warehouse.
Department returns
Certificate of
Destruction to
FSA-RMR Office.
Compliance
Requirements
Achieved!
FSA-RMR
Office notifies
Department.
FSA-RMR
Office files
Certificate of
Destruction.
Page 2 of 3
New Mexico State UniversityRecords Management and Retention
Request for Disposition of University Records
RMR-Request-For-Disposition-Of-University-Records.pdf, 8/2017
RO
UTI
NG
This form is to be used for disposition of records that have met their retention schedule. Each media type must be on a separate form. See page 1 for instructions. Note: Incomplete forms or incorrectly completed forms will be REJECTED. If you have any questions, please contact FSA - RMR Office (575) 646-8324 or visit http://rmr.nmsu.edu/. Send completed forms to FSA - RMR Office, e-mail to [email protected], or fax a copy to (575) 646-1994.
RMR, MSC [email protected]
Phone 646-8324 Fax 646-1994
Req ID #:
SECTION 5: FSA-RMR DEPARTMENT USE ONLYSRCA Approval Date:SRCA #:
Preparer’s Printed Name:
Department Authority/ Record Custodian Name:
Signature:
Signature:
Department:
SECTION 1: REQUESTOR INFORMATION
Preparer:
Phone:
SECTION 2: REQUEST DETAILS
SECTION 3: OFFICIAL APPROVAL
E-mail Address:
Are Records confidential? Yes No
MediaType:
Disposition LogLine
#MediaType
Record Classification No. and Title(and secondary description)
Retention Period Volume(# Boxes /
e-Files)
Dates of Records(MM/YY - MM/YY)
1
2
3
Subtotal Volume (# Boxes) from continuation sheetTotal Volume (# Boxes)
Date:
Date:
Name: Signature: Date:
Condition Assessment: N/A Passed on: RMR Initials:
Electronic (E)Paper (P)
CD/DVD (C)X-ray (X)
Tape (T)Microfilm (M)
Other (O):
Approved by RMR Office:
Destruction Method: Shred Transfer to Archives: Confidential Delete Electronic Files NMSU NMSRCADate:
Transferred from: Signature:
SECTION 4: TRANSFER OF CUSTODY TO FSA-RMR (To be completed at time of delivery of confidential records only.)
Date:
Received by: RMR Signature:
ResetE-Mail
Remarks:
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
Responsibilities for Use
RMR-Responsibilities-for-Use.pdf, 06/2016
RO
UT
ING
procedures.
RMR, MSC 3FSA
Phone 646-8324 Fax 646-1994
Printed Name: Signature: Date:
Imaging Application: BDMS PCard Receipts - Wells Fargo (CCER)
What is Records Management and Retention (RMR)?
• Records Management is the systematic control of records (both paper and electronic) throughout their life cycle including their disposition.
• Retention means the period of time records must be maintained by an organization because they are needed for opera-
• Goals are to: Protect critical business data and reduce liability. Ensure compliance with State and Federal Records Retention and Disposition regulations. Provide immediate access to shared information. Achieve space recovery.
What are the responsibilities of the users of the RMR Imaging process and system?
• It is the user’s responsibility to ensure that all relevant documents and annotations are imaged and in the RMR system (
) in a timely and accurate manner in accordance with University and departmental policies and procedures. At this point the document becomes the copy of record.
• It is the user’s responsibility to ensure that all University and departmental procedures for destruction of paper and elec-tronic documents that have been entered into the RMR system are followed
• It is the user’s responsibility to ensure that onlypermanent basis.
• -sibility to ensure that the temporary copy is destroyed in accordance with University and departmental procedures in a timely manner.
-bilities.
Reset