Records Retention

Records Retention receives only inactive and permanent records from CNM departments for storage pending final disposition according to State and Federal retention requirements.

Records Retention provides consulting services to departments on filing systems and records retention requirements. Call (505) 224-4000 ext. 51288 for arrangements.

Note: Student Records are handled by Academic Records.

Records

Central New Mexico Community College maintains a system of records management to maintain, retrieve and purge College documents.  Records must be retained for the time period and in the manner required by applicable state and federal laws and regulations. 

Confidential records may include personal, administrative, medical, financial or other records as defined by various federal and state regulations, including the Privacy Act of 1974 and the Family Educational Rights and Privacy Act (FERPA), and by the guidelines from New Mexico's Commission of Public Records.

Email classification and retention are determined by the content of the message. Most general correspondence emails may be deleted one year from the close of the calendar year in which it was created. If the emails are a thread discussion with a conclusion, the final email is the record. Policy compliance in email record disposition is a shared responsibility of ITS and Records Retention. Refer to IS-1008 Email for additional guidance.

Record Retention by CNM Department

Record Retention by Document Type

Storage

To request records storage, complete the Storage Request Form. For guidance on completing the form, please contact Records Retention. Storage boxes for records can be purchased from office supply vendors. Records Retention is managed by Central New Mexico Community College in accordance with IS-2520 Records Retention and regulations outlined in the New Mexico Administrative Code.

Disposition

Disposition typically involves mechanical shredding, electronic overwriting, or other secure methods of destruction; in rare instances, records may be permanently stored or transferred to the State Archives. To request records disposition, complete the Request for Destruction Form. Records are disposed of in compliance with state and federal guidelines once legal requirements are fulfilled. All public records must receive disposition approval from both Records Retention and the State Commission of Public Records. State Retention Schedules are available for reference.

Policies and Procedures

New Mexico State Retention and Disposition Schedules:

• Functional Records Retention and Disposition Schedules (FRRDS)
  

For additional reference, visit:

• New Mexico Administrative Code
• New Mexico Commission of Public Records: State Records Center and Archives