Records Management and Retention

The goal of the file destruction process is to ensure NMSU records comply with the maintenance, preservation, and disposition of university documents per state and federal statutes.

  • Awards are analyzed and submitted for destruction on a semi-annual basis (January and July)
  • Current rule allows grant files to be destroyed 3 years from the date the grant was termed and contract files may be destroyed 6 years from the date the contract was termed
  • Gift files are destroyed 3 years from the date the annual audit was completed
  • SPA coordinates with Records Management and Retention department (RMR) to complete the destruction process

The RMR office adheres to the New Mexico Administrative Codes for retention and destruction of records. The entire set of codes for the state can be accessed at: http://www.nmcpr.state.nm.us/nmac/

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RF-AA