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Two basic obligations regarding records:

(1) To create records that others need to do business.

(2) To take care of records so that they can be retrieved when needed.

This means that records management must create records that adequately document records activities, index them accurately, and maintain them properly. Break the extra copy habit. It is costly to make and keep duplicate records.

Learn how and where records are kept. Filing regularly and carefully is as important as anything else records management does. Don't leave records stacked on your desk or a convenient shelf. If you keep records in your own office, make sure they are filed correctly so they can be retrieved in an efficient manner.

When records are consulted infrequently (several times a year or less) they have become inactive and should be moved to a records storage area. The indiscriminate weeding of records and/or files is an improper records management practice and the unauthorized destruction of records is prohibited by law. Refer to approved records disposition schedules for specific instructions on when and how to dispose of records.  If you are uncertain of how long a record must be retained, consult records management specialist.

If records are stored in your desk, office, or computer when you change jobs or leave the Department, ask records management to designate a custodian for them.

Using records management principles can produce cost savings, greater productivity, and efficiency for you.  Records management will spend less time looking for misplaced documents and have fewer files to maintain. Some of the records you create may even become part of the permanent records preserved at the New Mexico State Records Center and Archives. These records will help future generations understand how our school works and learn about our lives and values.

Significant decisions are often made orally, by telephone or in conferences or meetings. Such decisions and the deliberations leading up to them should, to the extent appropriate and practical, be documented and incorporated into official files.

Some organizations produce summaries that document the decisions and history of their programs and projects. Summaries can be helpful but should not replace the requirement that each employee develop adequate and proper documentation.

Records have either temporary or permanent value. Permanent records have historical or other value that warrants continuous preservation by the records management. Temporary records have limited retention periods and may be destroyed in accordance with established procedures and with appropriate approval.

The New Mexico State Records Center and Archives has sole approval authority for the disposition of records. Records disposition schedules are developed by records management specialist and/or records custodians, in conjunction with expert personnel familiar with the records.

All unscheduled records should be considered permanent until disposition schedules have been approved. Records must not be destroyed until their retention period has elapsed. Even then, a moratorium may prevent immediate destruction. Consult your records management specialist before disposing of records.

Some documentary materials do not qualify as records. These materials may be considered personal papers (or private property) if they relate only to your personal affairs and do not affect agency business. Examples include:

(1) materials relating solely to an individual's private affairs, such as professional affiliations, and private or political associations;

(2) books, diaries, and personal notes that are not prepared or received in the process of transacting business.

Extra copies of documents may be maintained specifically for personal reference when warranted by the level and distinction of the position held by the originator, the significance of the research, or the prestige of the researcher. These documents are considered non-record material rather than personal papers. Such copies should be made at the time of document origination and must be limited in volume. Please note that non-record material may not be removed without prior approval of the records management specialist.

Records may not be removed under any circumstances from the school by departing employees.

For assistance with records identification, record keeping requirements, permanent records, personal papers, records disposition schedules and additional information regarding the Records Management Program; please contact the Records Management Specialist.