RMR Information Session Agenda

4/23/2019

1

All About Discovery!New Mexico State University

nmsu.edu

™

Records Management and Retention (RMR)

for New Mexico State University

April 2019

Senior VP for Administration and Finance

FSA-RMR Office

All About Discovery!New Mexico State Universitynmsu.edu

™™

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

4/23/2019

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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

4/23/2019

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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].

All About Discovery!New Mexico State University

nmsu.edu

™

FSA-RMR Bridge to BDMS and Pcard Receipt Destruction

February 2019

SVP for Administration and FinanceFSA-RMR Office

4/23/2019

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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]?

4/23/2019

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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.

4/23/2019

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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

http://rmr.nmsu.edu/

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


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)


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


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

http://164.64.110.239/nmac/parts/title01/01.021.0002.htm




http://www.nmcpr.state.nm.us/nmac/parts/title01/01.015.0005.htm
















http://rmr.nmsu.edu/NMACs

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


Until no longer needed for reference


Course Files

One year from date file closed

Six years from date audit report released


Permanent, transfer to archives five years from date file closed

Permanent, transfer to archives As needed, to be determined

by department







Two years from close of calendar year in which file created


Three years from date file closed



Departmental/Unit Files





Common NMSU Retention Schedules for ACADEMIC Files


FSA - RMR Office(Per Functional Records Retention and Disposition Schedules (FRRDS))






R:\RMR\Standards\Resources\Matrix of Retention Schedules-Academic 09/14/2017


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,


2

Dean of Students


Financial Aid/Internship/Scholarship Files

Yes



Graduate Files


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


One year from date file closed



Three years from the date file closed

10 years from date individual is no longer licensed




Student Files


Yes



Three years from the date file closed



Individual Student Files



Disciplinary Files



Faculty Files

If the record contains personally identifiable information, it is considered a confidential record. If not, it is a non-confidential record.






R:\RMR\Standards\Resources\Matrix of Retention Schedules-Academic 09/14/2017


FSA - RMR Office









































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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

Amelia Clayton

May 2014

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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


™™

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.).

mailto:[email protected]

http://af.nmsu.edu/wp-content/uploads/sites/4/2014/01/RMR-Request-For-Disposition-Of-University-Records.pdf

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.

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