Records Management and Retention Office
- Email: firstname.lastname@example.org
- Phone: (575) 646-TECH (8324)
- Teams: https://nmsu.zoom.us/my/rmrofficehelp
- Mail To:
Financial Systems – RMR Office
MSC 3FSA, PO Box 30001
Las Cruces, NM 88003-8001
- Fax: (575) 646-1994
|Diane Madrid, Business Operations Officer & Chief Records Officer|
|Margo Young, Senior Systems Analyst|
|Ada Uribe, Records Retention Specialist|
|Marissa Salaiz, Business Operations Specialist|
About Records Management and the Records Management and Retention Office
The NMSU ARP (Section 14.10) states: “Statutory or other legal requirements provide that certain records be retained for specific periods of time. Some records and documents may have to be held in connection with regulatory directives or other business purposes; therefore, no records may be destroyed, except in accordance with applicable laws and NMSU policy and procedures.”
The goal of the Records Management and Retention (RMR) Office at New Mexico State University is to ensure that NMSU complies with state and federal statutes related to maintenance, preservation and disposition of university records. New Mexico Administrative Code (NMAC) 1.13.30, DISPOSITION OF PUBLIC RECORDS AND NON-RECORDS requires that we obtain permission from the state prior to destroying any records, even once the retention requirements are met. The state also defines the period of time which records must be maintained by an organization because they are needed for operational, legal, fiscal, historical or other purposes in what are called retention periods. The retention requirements are defined in the New Mexico Administrative Code 1.21.2. FUNCTIONAL RECORDS RETENTION AND DISPOSITION SCHEDULES (FRRDS).
Currently there are 10,697,126 pages stored on the RMR system.
FSA-RMR office has accepted delivery to the F.A.T.E. Warehouse of 10,288 boxes of confidential records that have met their retention requirements. Also 1,200 boxes of non-confidential records have been destroyed by departments after receiving permission from NMCPR. As part of the FSA-RMR office disposition and destruction process, 4,019 sq. ft. of space has been reclaimed and about 3087 trees!