Preparation of Storage Request Form

1. Type Shipment Box Number.

2. Type Shipment Date.

3. Type Department Name.

4. Type Authorized Person’s Name.

5. Type Authorized Person’s Title.

6. Sign Authorized Signature.

7. Type Room Number.

8. Type Phone Number.

9. Type Record Description: Type the correct record description title given in the Agency Retention or General Retention Schedules.  The retention schedules are available from Record Retention or by clicking Administrative, Financial, or Personnel.

10. Type Inclusive Date: The “Inclusive Date” is the time period covered by the filed documents.  These dates will identify the records.  The dates must be clear.   Examples:  1995 will mean the whole calendar year (January 1 through December 31).  Fiscal Year (FY) 95 will mean the period form July 1, 1994 through June 30, 1995.  The proper dates must be listed to ensure correct retention and purging of documents when legally permissible.

11. Type Scheduled Item No. found in the Record Retention & Disposition Schedules.  The Record Retention and Disposition Schedules are as follows: New Mexico College and Universities, Administrative (Interpretive), Personnel (Interpretive), and Financial (Interpretive).  If the records being transferred are not listed in any of these schedules, enter N/S (Not Scheduled).  Note: Almost every record has a retention schedule assigned.  If assistance is needed in locating the appropriate retention schedule for the record(s),  contact the agency’s Record Retention Manager.

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