FSA-RMR Bridge. April Senior VP for Administration and Finance FSA-RMR Office. Banner Document Management System (BDMS)

Transcription

1 FSA-RMR Bridge April 2014 Senior VP for Administration and Finance FSA-RMR Office Banner Document Management System (BDMS) BDMS is the integrated Banner document imaging solution. NMSU BDMS is a certified system per the NMSRCA. When a paper or electronic record/file is added to a certified system, it becomes the official record. NMSU is allowed to destroy paper or electronic records/files after they have been added to a certified system per State law (NMAC ). 1

2 Putting It All Together How do I tie what I learned about RMR into the next step, which is being able to destroy records/files after they are scanned or loaded into the Banner Document Management System? And let s not forget the different processes required for confidential & non-confidential records. Let s review two key terms Disposition & Destruction Disposition when records have met their retention requirements, we submit a Request for Disposition form and get permission from the state to dispose of the records. Destruction the physical process of destroying records. 2

3 Verification & Destruction Process Flow Verification & Destruction 1. After records are added (either scanned or loaded) to a certified system, they must be VERIFIED. 2. Verify: You are verifying the quality of the document. Does it look as good as the original or pretty darn close? Is the required detail readable? If it is electronic, did it make it into the system it was intended for? It is important because your scanned copy or document in BDMS will become the official record. If the answer is no to any of the above, set the scanner to a darker setting and rescan. Use BLACK & WHITE setting only. 3

4 Verification & Destruction - continued 3. After the verify step: If the records are non-confidential, they may be destroyed. Department shreds or makes arrangements with a vendor for their records to be destroyed. Department destroys all PDF files and s. If the records are confidential, they must follow a similar process for disposition of confidential records as previously discussed. Request for Destruction form required. Special Considerations All other documents/files, not imaged into BDMS, must follow the disposition process. Journal Voucher Backup Departmental must be retained for 3 years after close of the fiscal year in which they were created. Central office copies must be retained for 6 years after close of the fiscal year in which they were created. (NMAC Journal Vouchers) SPA Grant Files Contract/Grant files must be retained for 6 years after termination of grant. (NMAC Revenue Contracts and Grants) Financial Aid Financial Aid files must be retained for 5 years after date of students last attendance. (NMAC Student Financial Assistance Files) 4

5 Compliance Requirements Achieved!!! Responsibilities For Use All NMSU employees utilizing the RMR process must sign a Responsibilities For Use form. (PCard Receipts, Financial Aid, Sponsored Projects Accounting, Journal Vouchers & Human Resources) Your signature indicates understanding of the NMSU Records Management and Retention process and agreement to destroy paper or electronic records in accordance with the defined processes presented. 5

6 Questions or Comments? Contact us! FSA-RMR Office: web page: phone: (575) 646-TECH (8324) Submit a question/comment 6

7 Verification & Destruction Process Flow

8

9 New Mexico State University Records Management and Retention Request for Destruction of University Records ROUTING RMR, MSC 3FSA Phone Fax fax a copy to (575) SECTION 1: REQUESTOR INFORMATION Contact: Jane Doe Department: Financial Aid Phone: (575) 646-XXXX Address: janedoe@nmsu.edu SECTION 2: REQUEST DETAILS Destruction Log Line # Record Series No. and Title Paper Electronic Volume (# Bins/Boxes) Student Financial Assistance Files 9 9 Jul Dec 2013 Preparer s Printed Name: Jane Doe Signature: Date: 03/25/2014 SECTION 4: INTERNAL DEPARTMENT USE ONLY Work Order #: SRCA #: SRCA Approval Date: Number of Boxes: Received from - Printed Name: Signature: Date: Printed Name: Signature: Date: RMR-Request-For-Destruction-Of-University-Records.pdf, 02/2014 Page 2 of 3 Reset

10 New Mexico State University Records Management and Retention Contact: Department: Phone: Address: Work Order #: Destruction Log Line # Record Series No. and Title Volume (# Bins/Boxes) Page 3 of 3 Reset