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

Confidential records may include personal, administrative, medical, financial or other records and are defined as such by a variety of regulations and statutes including, at the federal level, the Privacy Act of 1974 and the Family Educational Rights and Privacy Act (FERPA), and by the provisions of New Mexico's Commission of Public Records. Governing regulations at CNM are contained in Section IS-2520 of HR Policies and Procedures.

Email is categorized as General Correspondence (1.21.2.105), any electronic messages or attachments can be records. Records classified as General Correspondence may be destroyed one year from the close of the calendar year in which it was created. The responsibility falls to the originator or, if the email comes from outside CNM, the receiver. If the emails are a thread discussion with a conclusion, the final email is the record. ITS and Records Retention has a shared responsibility in adhering to policy in the disposition process of email records.

Record Retention by CNM Departments

Record Retention by Document Type

Storage

To request records storage, you must complete the Storage Request Form along with an index of the box contents in Microsoft Excel. Contact Records Retention for instructions on how to complete the index. Records Retention boxes are purchased at Shipping & Receiving. Records Retention is administered by Central New Mexico Community College subject to policies and procedures outlined in IS-2510 Records Retention. It is regulated by provisions of the New Mexico Administrative Code.

Disposition

Disposition most commonly signifies mechanical shredding, electronic overwriting, or destruction by other means, in rare cases it may mean permanent storage or inclusion in the State Archives. To request records disposition, you must complete the Request for Destruction Form. Records for disposition can be placed in old copier boxes. Records are disposed according to State and Federal guidelines when legal requirements are met. All public records must be approved for disposition by Records Retention and by the State Commission of Public Records. State Retention Schedules are available for reference in Retention/Disposition of College Records (§ IS-2520).

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 on Public Records: State Records Center and Archives