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New Mexico State University

Steps for Disposition of Records at NMSU

picture of pulping machine
Disposition and Destruction Process

  1. Department will complete and submit NMSU Request for Disposition.
  2. NMSU Records Liaison obtains approval for disposition from NMSU Records Custodian(s) (If central records).
  3. If records are non-confidential:
      • The FSA - RMR Office will submit a request to NMSRCA for approval of disposition.
      • NMSRCA approves disposition.
      • FSA – RMR office will notify the requesting department of the NMSRCA approval and the department may proceed with destruction.
      • Department will provide NMSU Certificate of Destruction to the FSA – RMR Office once destruction is complete.
  4. If records are confidential:
      • Department prepares records according to the boxing requirements. (shining example of boxed records)
      • The FSA - RMR Office will perform a Condition Assessment.
      • FSA – RMR Office determines OK to proceed.
      • Department schedules delivery of boxes to the F.A.T.E. Warehouse with at least 48 hours notice to FSA - RMR Office in advance. (Note: The departmental contact must meet RMR staff at the F.A.T.E. Warehouse during delivery of boxes in order to sign the transfer of the official records.)
      • Internal FSA - RMR Office process followed.
  5. If the records are electronic:
      • If the records are in BDMS, the FSA – RMR office will delete them from the system.
      • If not in BDMS, FSA – RMR Office will assist department with communication to technical support as required.
  6. All information concerning the disposition is tracked and stored for future reference and legal concerns.