The NMCPR oversees the New Mexico State Archives, State Records Center, and State Rules Division. Includes records retention schedules, historical information and services, the New Mexico Register, and the New Mexico Administrative Code (NMAC). An office desk organizer constructed from see-through mesh allows quick identification of stowed items, so it's simple to quickly grab a roll of tape or a specific folder. Choose an organizer made from solid plastic with a high-gloss finish to complement a modern office.
They hold some of the most valuable and private information, including social security numbers, health and financial information, and property records.
When your records are organized, you will know exactly where everything is and will able to find it quickly, and it’s unlikely that anything will be misplaced or lost.
You’ll also have an easy way locate important documents quickly, especially in an emergency situation.
Here are some steps you can take to make sure your personal or professional records are organized, categorized, and easy to find.
5 Ways to Help Get Your Records More Organized
1) Categorize your Records
Before creating your filing system, it’s important to sort all your existing records to determine if you should keep them or shred them.
The next step is to gather everything that you determined you want to or have to keep and separate them into piles based on categories.
You can select things that make the most sense for you, but the most common categories are financial, medical, property, and personal.
Each set of documents can be organized and sorted into categories and subcategories. For example, financial records can be sorted by years, accounts, or amounts owed.
2) Check Your Records For Personally Identifiable Information (PII)
Once you have everything categorized, you should check each item for personally identifiable information, like social security numbers, account numbers, and credit card numbers. To ensure your safety from identity thieves, if you’re not going to save it, then shred these sensitive records .
3) Sort and Organize Everything
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Keep your information sorted to make it easier to figure out what needs to still be taken care of, and what needs to be filed.
Sort your bills into piles that indicate which ones have been paid and ones that still need to be paid.
If you’re ambitious, you could separate them by their due dates with the bills that need to be paid on top of the pile or front of a folder.
Keeping the most recent records in the front of each folder will help you keep them sorted by date without having to go back in and rearrange them. Documents that fall into a miscellaneous category can still be divided into general piles like “To File”, “Shred” or “Throw Away”.
Medical records could be organized by the family member it pertains to while property documents can be arranged by location or value.
Organized financial records will alleviate stress and headaches since they will be in one place and will only serve to benefit you in the long run.
4) Find a Place to Store Your Files- And their Backups
Now that you have separated, organized, and categorized your files, you need to find a safe place to store them. A filing cabinet, large binders, or fireproof boxes are a few good options for storing large amounts of records.
Keep extra copies of the most important documents in a different place in the event that the original gets misplaced. For added security, you can keep an electronic copy of all of your documents as a back-up.
Converting your documents and files will eliminate paper and free up space in the filing cabinet.
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When setting up your organizational system make sure that it is easy to understand so that if anyone needs to find something they will be able to locate it quickly and easily. If you choose to use file folders or dividers, label the tops with categories and subcategories.
You might want to keep a log that tells others what you have done so far, a brief synopsis on how the documents are organized, and what still needs to be done. This will keep things straight and allow you to make progress to improve your file system.
5) Document Your System- And Maintain It
Once you get your records organized, the last step is to keep it free of clutter and, well, organized. In order to keep the documents organized and in the right place, be sure to file any new bills or records in the system immediately.
Well organized records can save time and reduce the stress of finding misplaced documents when you need them in a hurry.
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Step 3: Organize & Safeguard Your Records
Safeguard Your Records from Unauthorized Disclosure or Use
The WatClass retention schedules include the information confidentiality classification – public, confidential, restricted, or highly restricted – of records, as defined in Policy 46. The confidentiality classification guides you in setting security safeguards for your records (including transitory records).
Public records are intended for public release and distribution, as approved by the Information Steward or delegate. For example, academic calendars, social media content, and University press releases are public records.
Records that haven’t been explicitly identified as public are confidential: only employees requiring the information for an approved administrative purpose have access to confidential records, as approved by the responsible Information Custodian.
Restricted records are the subset of confidential records whose protection from unauthorized disclosure or use is required by law. Records containing personal information – e.g., student and HR records – must be protected under FIPPA, and are the most common type of restricted records.
Highly restricted records are restricted records presenting a higher risk to the University if compromised, and are therefore subject to heightened security measures and restrictions on use. Records containing information that can be used to perpetrate identity theft – such as Social Insurance, credit card, or bank account numbers – are the most common examples of highly restricted records.
For more information on the information confidentiality classification, see Guidance on Information Confidentiality Classification in the Policy 46 guide. 4k stogram 2 7 – download instagram photoshop.
Guidance on measures to protect confidential, restricted, and highly restricted records is available on the Information & Privacy website (Guidelines for confidential records) and from IST Information Security Services (Guidelines for secure data exchange). The information confidentiality classification and associated security requirements apply to transitory copies of records as well as official records.
Contact the University Records Manager if you have further questions concerning security safeguards for records.
Organize Your Records
Your information inventory categories can be used to name the folders in which records are stored on shared drives, in SharePoint, and in hard-copy filing systems.
The twelve WatClass functional categories and the records class titles within each function (or their ID codes) can be used to name folders and sub-folders, or sections of a hard-copy filing system. You can alter the terminology to suit your needs, but you should also document the connection between your terminology and the relevant records retention schedules.
Use the simplest approach possible to organize your records – just good enough to support your unit’s work. Your records classification should be sustainable with your available resources and easy to explain to new employees or others who might need access to the information in the future.
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If you need assistance in developing a system for your records, contact the University Records Manager. The following are rules-of-thumb to keep in mind when developing a record-keeping system:
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Use folder names on shared drives that describe the activity or subject matter of the files/documents, not the person currently responsible for the activity (e.g., “Jane’s-files”). Organizing records by individuals’ names makes it impossible to manage them over time as a University resource & asset.
For hard-copy files, keep a spreadsheet of all file titles and the records class for each file. Your information inventory doesn't require this level of detail, but it’s a useful file management tool and the spreadsheet can be used to print folder labels with MS Word’s mail-merge features.
In electronic folder systems:
Try to avoid having more than 3 levels of folders & sub-folders, or you’ll quickly lose track of your older records.
At the end of the year, move files which are no longer needed for current work to a sub-folder named for the year just ended. You’ll then be able to delete files when their retention period has ended according to those sub-folder names.
Keep file names short & relevant, but still intelligible to anyone who might need the file in the future. Avoid abbreviations & acronyms whose meaning is unclear or might be forgotten in the future.
File names of documents relating to recurring events (e.g., meeting minutes, regular periodic reports, budget planning documents) should include both the date and the event name.
If you are including dates in the names of electronic folders or files, record the dates in the YYYYMMDD format, so the folder & file names will sort chronologically by default when they are viewed in most applications.
Use leading 0's to facilitate sorting in numerical order if you use a numeric naming scheme “001, 002, …010, 011 … 100, 101, etc.” instead of “1, 2, …10, 11 … 100, 101, etc.”
Avoid version numbers to distinguish successive versions of documents (e.g., procedures), if a document date in the document contents and in its file-name is sufficient. Keeping track of major and minor changes to documents through version numbering is often less important than knowing what the current approved version is, based on the date of approval.