Frequently Asked Questions


Records Management FAQs

Q.How do I get boxes to store my files?
A. You need an internal purchase requisition (PR). You can submit an online PR Request to University Services. Boxes are $2.00 and labels are $0.10 each.
Q. Can I use boxes we bought off site?
A. No. In order to maintain uniformity and to maximize our shelf space in our warehouse, it is necessary to use the boxes we sell.
Q. Do I have to pick the boxes up?
A. No, we deliver and pickup all boxes at your department.
Q. How do I know how many boxes I will need to store all my files?
A. We approximate 1 box to hold about a standard office drawer. Of course this may vary.
Q. Can I have files from different years in the same box?
A. Yes. We track the files from the most recent dates of your files.
Q. How long do you keep our files?
A. We store all of the files according to the New Mexico State Records and Retention Schedule, depending on the types of files you have.
Q. What do I do when I want to retrieve some records from you?
A. We designate a unique serial number with each box stored in our warehouse. When you request a file/box, ask for the serial number. We do not handle individual files from the boxes. We can deliver the box to you within 2 days.
Q. How do I know when my files are destroyed?
A. We notify your department when the files have met the retention time. At that time you have the option of storing the files off site or to have them destroyed. A departmental authorization is required before we can destroy your records.
Q. What if I have historical documents?
A. We do not store historical documents. Please contact the UNM archivist at 277-5707 if you have these items.

HSC Shipping & Receiving FAQs

Q. What is your address?
A. 915 Camino de Salud NE Albuquerque, NM 87131
You can find us in the Biomedical Research Facility (Bldg.253), Room G64. The entrance of our loading dock is directly north of the main entrance to the UNM Hospital’s Barbara and Bill Richardson Pavilion. If you need further directions, please call us at 505-272-6302, and we will be glad to help guide you to our location.
What is the shipping address I should use for my shipments?
For FedEx and UPS, please use the following format:
Your Name, Department, Building and Room Number
915 Camino de Salud NE
Albuquerque, NM 87131.
For USPS, please use the following format:
Your Name
Your Department
Your Department MSC
1 University of New Mexico
Albuquerque, NM 87131-0001
Q. What are your hours?
A. Business hours are 8:00AM - 12:00PM and 1:00PM - 4:00PM Monday-Friday.
For specific hours during UNM Holidays, please contact us at 505-272-6302.
We do not operate during UNM closures or delays due to inclement weather.
Q. What do I need to do to send a shipment FedEx/UPS/etc.?
A. We ask that outgoing shipments are prepackaged, addressed and labeled with any necessary paperwork or forms. Shipments containing dry ice are required to be packaged in a Styrofoam container within a cardboard box and be marked with a completed dry ice label. The FedEx Express outbound pickup occurs daily at this location at 3:00PM. Outbound shipments can be picked up from a department’s location provided we are notified no later than 2:30PM. UPS, FedEx Ground and US Postal Service shipments are generally shipped out the following business day.

Outgoing mail and USPS packages can be left at the main drop-off point where the mail and packages are delivered for your department, handed to one of our delivery personnel or left in the mailbox on the wall next to our door outside of BRF room G-64. This mailbox is picked-up daily at 3:00PM.
Q. I'm expecting an urgent delivery. How will I know when it arrives?
A. If a shipment is needed before our regular delivery schedule, please notify us in advance and leave us with your contact information. We will be glad to call you upon its arrival and packages will be available to be picked up from our location during regular business hours.
Q. Can you assemble/unpackage/uncrate that for me?
A. Unfortunately, we are unable to assemble/unpackage/uncreate any items due to possible liability to our staff.

In most circumstances, assembly and/or set-up needs to be completed by the vendor or the vendor-contracted company to avoid voiding the warranty.

Q. Do you have any empty boxes or packing supplies?
A. We do not keep or supply boxes, although we will be able to direct you to several recycling areas that you may find what you need. We do have a few various-sized envelopes and smaller mailers that we may be able to provide, depending on availability. Departments with FedEx accounts are able to order supplies through the FedEx website and have them shipped to you, and the UNM Bookstore carries a limited supply of some packing materials as well.   
Q. Why can't I park on the Loading Dock? Where can I park?
A. The limited space that is the Loading Dock where we do our work. An allowance of space for large trucks and tractor-trailers to park and/or to move around is necessary for safe-working conditions. Please note: the UNM Parking Services will issue short term parking permits for other areas. There are also parking meters throughout the campus and a parking garage and other designated areas for the Hospital. We are happy to direct people to any of these locations.
Q. Is my package there?
A. In order to answer this question, we will ask you the following questions: your identity; your department and where the package is coming from. If we cannot quickly identify it, we will require the shipment’s tracking number.

Surplus Property FAQs

Q. Where can I find out information on how to use surplus?
A. Click here for Surplus Property information.
Q. What time are the "showroom" and drop-off hours?
A. Tuesday and Thursday 8:00-11:00 AM and Wednesday 1:00-4:00 PM.
Q. Where are you located?
A. 1128 University Blvd NE, between Indian School and the freeway. We are located on the North side of the building.
Q. How does a department buy surplus items?
A. Come to our showroom at 1128 University Blvd NE during our showroom hours and look for what you need. We accept a valid Purchase Requisition (PR) from any UNM department. You can take the items with you or arrange for delivery. Click here to apply for a PR.
Q. Who is responsible for the erasure of computer hard drives?
A. The UNM Information Technologies department insures that all hard drives are erased properly following UNM/State of New Mexico policies and procedures. There is a satellite location at Surplus Property to perform this onsite as computers are received and processed.
Q. Who are considered the Authorized Signature on the “Request for Disposal of Surplus Property” form?
A. Department Chair, Administrator or Manager can sign the Request for Disposal of Surplus Property form. 
Q. Is it necessary to complete all sections of the Request for Disposal of Surplus Property form (top, middle and bottom left corner)?
A. Yes, each section ensures that we have all of the necessary and required information to formally request that an item be removed from your inventory.
Q. When we purchase an item(s) from surplus, how long does it take to get it delivered?
A. When Surplus receives the Purchase Requisition form, it is usually within 1- 2 business days.
Q. Why does a person from the department have to be present to sign the Request for Disposal form when items are picked up?
A. To verify where the item(s) are and which item(s) are to be picked up.
Q. When we complete the “Request of Disposal” can we fax the form?
A. No, all form(s) must be emailed to
Q. When do we receive a receipt for the item(s) that have been picked up from our department?
A. When the item(s) are accounted for by Surplus Property staff, the department will have the option to make a copy of the receipt of the time of pick up.
Q. When am I required to send a letter to University Services justifying the disposition of an asset to Surplus Property?
A. When one or more of the following conditions is true:

  • The asset had an acquisition cost of $10,000 or more;
  • The asset has a current book value of $1,000 or more;
  • The asset was acquired within the past three years.
Q. How do I donate an asset to another entity?
A. Submit a memo to the Associate Director of University Services, UNM Surplus Property, on your departmental letterhead. This memo needs to include the following information: identify the equipment in general and specific terms, who the recipient will be, and state the intended use of the equipment and if it is to be used for educational purposes. Include as much information as possible.

The donating department must still fill out a surplus disposition form. You will need to obtain a copy of the 501(c)3 federal non-profit status form if applicable of the donee which will be attached to the departmental letter along with the rest of the documentation. Our office will research the transaction and the equipment and work with Property Accounting to process the donation. Once the transaction is complete and Regents approval is obtained we will notify you and authorize the donation. A letter of acknowledgement is required from the receiving entity to acknowledge receipt of the item(s).

Mailing Systems FAQs

Please go to Mailing, Shipping & Receiving website for frequently asked questions.