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New Mexico State University

NMSU System Certification

Financial Systems Administration - Records Management and Retention Office, of Business, Finance and Human Resources, has obtained certification and approval for the NMSU RMR Imaging system and plan from the New Mexico State Commission of Public Records, State Records Center and Archives in Santa Fe.

The certification of the system and plan is the result of three years of effort by Financial Systems Administration in conjunction with the state records division. Certification of the NMSU imaging system was granted on June 4, 2007 and is approved for the next five calendar years, unless the system is modified. The NMSU RMR system and plan addressed all points in the New Mexico Administrative Codes on Microphotography Systems and Microphotography Standards.

Imaging System Plan Outline:

A. System Description
  1. The general purpose of the system.
  2. The specific goals of the system.
  3. The affected records series including record series name, records retention and disposition schedule number, retention period and valuation assessment.
  4. The technical description of the system.
  5. Plan for indexing.
  6. System security specifications including the off-site storage location of microphotography masters.
  7. System implementation date and administrative plan.
B. Management Control
  1. Policies and procedures shall be implemented that define proper management, maintenance and use of the system. Policies and procedures shall provide detailed information on the imaged records throughout their entire life cycle.
C. Disposition of Records
  1. Disposition of records (source documents microfilmed).
  2. Disposition plan for microfilm (masters and working copies) when legal retention has been met.
D. Five year review, amendments and modifications.
  1. Every five years or when there is a change to the system or procedure an amendment or modification to an existing plan must be submitted.