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Records Retention receives only inactive and permanent records from ÎçÒ¹Ó°Ôº 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

ÎçÒ¹Ó°Ôº New Mexico Community College maintains a system of records management to maintain, retrieve and purge College documents.  Records must be retained for the time period and in the manner required by applicable state and federal laws and regulations. 

Confidential records may include personal, administrative, medical, financial or other records as defined by various federal and state regulations, including the Ìýand theÌý, and by the guidelines from New Mexico's Commission of Public Records.

Email classification and retention are determined by the content of the message. Most general correspondence emails may be deleted one year from the close of the calendar year in which it was created. If the emails are a thread discussion with a conclusion, the final email is the record. Policy compliance in email record disposition is a shared responsibility of ITS and Records Retention. Refer to IS-1008 Email for additional guidance.

Record Retention by ÎçÒ¹Ó°Ôº Department

Record Retention by Document Type

Storage

To request records storage, complete theÌý. For guidance on completing the form, please contact Records Retention. Storage boxes for records can be purchased from office supply vendors. Records Retention is managed by ÎçÒ¹Ó°Ôº New Mexico Community College in accordance with IS-2520 Records Retention and regulations outlined in the New Mexico Administrative Code.

Disposition

Disposition typically involves mechanical shredding, electronic overwriting, or other secure methods of destruction; in rare instances, records may be permanently stored or transferred to the State Archives. To request records disposition, complete theÌý. Records are disposed of in compliance with state and federal guidelines once legal requirements are fulfilled. All public records must receive disposition approval from both Records Retention and the State Commission of Public Records. State Retention Schedules are available for reference.

Policies and Procedures

New Mexico State Retention and Disposition Schedules:

For additional reference, visit: