reglab/statecodes huggingface dataset:
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 12 - DESIGNATION OF RECORDS MANAGEMENT PERSONNEL › Section 1.13.12.8 - RECORDS MANAGEMENT PROGRAM PERSONNEL HEIRARCHY

Current through Register Vol. 35, No. 13, July 16, 2024
A. The statutory records custodian for each
				agency may designate one individual to act as a designated records custodian on
				his or her behalf. The designee shall be appointed each fiscal year using a
				form approved by the administrator. For designated records custodian
				responsibilities please see
				1.13.12.9
				NMAC.
B. The records custodian for
				each agency may designate one chief records officer to oversee the agency's
				records management program. The chief records officer shall be appointed each
				fiscal year using a form approved by the administrator. For chief records
				officer responsibilities, refer to
				1.13.12.10
				NMAC.
C. The records custodian for
				each agency may designate one or more records liaison officer(s) responsible
				for authorizing the storage and destruction of agency records. The records
				liaison officer shall be appointed each fiscal year using a form approved by
				the administrator. For record liaison officer responsibilities, refer to
				1.13.12.11
				NMAC.
D. A records custodian, chief
				records officer or records liaison officer may designate personnel to pick-up
				agency records from the records center. Pick-up personnel shall be appointed
				each fiscal year using a form approved by the administrator. For pick-up
				personnel responsibilities, refer to
				1.13.12.12
				NMAC.
E. If a records custodian
				does not designate a chief records officer or record liaison officer, the
				records custodian shall remain responsible for all of the duties of the
				personnel listed above.
F. The
				records custodian shall notify the state commission of public records
				concerning any status changes regarding designated records management
				personnel.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 12 - DESIGNATION OF RECORDS MANAGEMENT PERSONNEL › Section 1.13.12.9 - DESIGNATED RECORDS CUSTODIAN

Current through Register Vol. 35, No. 13, July 16, 2024
If a statutory records custodian elects to designate an
				  individual to serve on his or her behalf as a designated records custodian, the
				  following requirements and responsibilities are assigned.
A. The designated records custodian shall be
				the individual responsible for satisfying all statutory requirements of the
				records custodian as delineated in the Public Records Act (14-3-1 NMSA,
				1978).
B. All designated records
				custodians shall attend the required basic records management training offered
				by the state commission of public records before they can store, withdraw,
				access or request the disposition of records.
C. Designated records custodians are required
				to attend the basic records management training once every three fiscal
				years.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 12 - DESIGNATION OF RECORDS MANAGEMENT PERSONNEL › Section 1.13.12.10 - CHIEF RECORDS OFFICER

Current through Register Vol. 35, No. 13, July 16, 2024
If a chief records officer is designated by the records
				  custodian, the following responsibilities are assigned.
A. The chief records officer shall be the
				individual with the authority to oversee the agency's records management
				program.
B. The chief records
				officer shall perform the following duties:
(1) coordinate the response to the
				disposition authorization (destruction and transfer to state
				archives);
(2) establish and
				maintain a centralized tracking system for the agency's storage containers
				(including the containers' indices, metadata and locators) and the disposition
				of records;
(3) disseminate
				information on any pending litigation, a discovery order, subpoena, government
				investigation or audit;
(4) ensure
				staff is adequately trained on proper records management practices;
				and
(5) develop policies and
				procedures pertaining to records management issues (i.e., handling confidential
				materials, new hire orientation, e-mail management, disposition of records when
				an employee leaves the agency, metadata development, etc.).
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 12 - DESIGNATION OF RECORDS MANAGEMENT PERSONNEL › Section 1.13.12.11 - RECORDS LIAISON OFFICER

Current through Register Vol. 35, No. 13, July 16, 2024
If a record liaison officer is designated by the records
				  custodian, the following responsibilities are assigned.
A. Records liaison officers shall be
				authorized to interact with the state commission of public records and the
				state records administrator for the purposes of storage, withdrawal, access or
				disposition of records.
B. All
				records liaison officers shall attend the required basic records management
				training offered by the state commission of public records before they can
				store, withdraw, access or request the disposition of records.
C. Records liaison officers are required to
				attend the basic records management training once every three fiscal
				years.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 12 - DESIGNATION OF RECORDS MANAGEMENT PERSONNEL › Section 1.13.12.12 - PICK-UP ONLY PERSONNEL

Current through Register Vol. 35, No. 13, July 16, 2024
Pick-up personnel are authorized to pick-up agency records
				  from the records center.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 12 - DESIGNATION OF RECORDS MANAGEMENT PERSONNEL › Section 1.13.12.13 - DIGITAL SIGNATURE ISSUANCE AND USAGE

Current through Register Vol. 35, No. 13, July 16, 2024
A. A records custodian, chief records officer
				or records liaison officer may request a digital signature. This signature may
				be used exclusively for the purpose of submitting approved designation and
				destruction forms to the state commission of public records.
B. To request a digital signature, records
				management personnel shall submit a digital signature request each fiscal year
				using a form approved by the administrator. The original signed form must be:
(1) submitted in person to the agency
				analysis bureau by the records custodian, chief records officer or records
				liaison officer and accompanied by a government issued form of photo
				identification; or
(2) submitted to
				the agency analysis bureau by mail and include the notarized signature of the
				records custodian, chief records officer or records liaison officer.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 20 - STORAGE OF DISASTER RECOVERY BACKUP FILES AT THE STATE COMMISSION OF PUBLIC RECORDS - STATE RECORDS CENTER AND ARCHIVES › Section 1.13.20.1 - ISSUING AGENCY

Current through Register Vol. 35, No. 13, July 16, 2024
State Commission of Public Records - State Records Center and
				  Archives
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 20 - STORAGE OF DISASTER RECOVERY BACKUP FILES AT THE STATE COMMISSION OF PUBLIC RECORDS - STATE RECORDS CENTER AND ARCHIVES › Section 1.13.20.3 - STATUTORY AUTHORITY

Current through Register Vol. 35, No. 13, July 16, 2024
Section
				  14-3-8
				  NMSA 1978. A records center is established in Santa Fe under the supervision
				  and control of the administrator. The center, in accordance with the
				  regulations established by the administrator and the commission, shall be the
				  facility for the receipt, storage or disposition of all inactive and
				  infrequently used records Section
				  14-3-6 NMSA
				  1978 provides the state records administrator the authority to establish
				  records and information management programs for the application of efficient
				  and economical management methods for the creation, utilization, maintenance,
				  retention, preservation and disposal of public records.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 20 - STORAGE OF DISASTER RECOVERY BACKUP FILES AT THE STATE COMMISSION OF PUBLIC RECORDS - STATE RECORDS CENTER AND ARCHIVES › Section 1.13.20.5 - EFFECTIVE DATE

Current through Register Vol. 35, No. 13, July 16, 2024
June 30, 2005 unless a later date is cited at the end of a
				  section.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 20 - STORAGE OF DISASTER RECOVERY BACKUP FILES AT THE STATE COMMISSION OF PUBLIC RECORDS - STATE RECORDS CENTER AND ARCHIVES › Section 1.13.20.6 - OBJECTIVE

Current through Register Vol. 35, No. 13, July 16, 2024
To establish procedures for offsite storage of disaster
				  recovery backup files and electronic media at the state records center and
				  archives.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 20 - STORAGE OF DISASTER RECOVERY BACKUP FILES AT THE STATE COMMISSION OF PUBLIC RECORDS - STATE RECORDS CENTER AND ARCHIVES › Section 1.13.20.7 - DEFINITIONS

Current through Register Vol. 35, No. 13, July 16, 2024
A.
"Administrator"
means the state records administrator (Section
				14-3-2
				NMSA 1978).
B.
"Agency"
means any state agency, department, bureau, board,
				commission, institution or other organization of the state government, the
				territorial government and the Spanish and Mexican governments in New Mexico
				(Section
				14-3-2
				NMSA 1978).
C.
"Commission"
means the state commission of public records (Section
				14-3-2
				NMSA 1978).
D.
"Electronic
				disaster recovery files"
means the process of creating a secondary copy
				of data for the purpose of disaster recovery, i.e., being able to recover or
				restore the data should an unplanned event make the primary data
				inaccessible.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 20 - STORAGE OF DISASTER RECOVERY BACKUP FILES AT THE STATE COMMISSION OF PUBLIC RECORDS - STATE RECORDS CENTER AND ARCHIVES › Section 1.13.20.8 - SPACE AVAILABILITY

Current through Register Vol. 35, No. 13, July 16, 2024
The state records center and archives provides secure, vault
				  storage for public records contained in electronic disaster recovery files.
				  This service is dependent on the space available.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 20 - STORAGE OF DISASTER RECOVERY BACKUP FILES AT THE STATE COMMISSION OF PUBLIC RECORDS - STATE RECORDS CENTER AND ARCHIVES › Section 1.13.20.9 - DISASTER RECOVERY BACKUP FILES

Current through Register Vol. 35, No. 13, July 16, 2024
A. An agency requesting permission to store
				electronic disaster recovery files with the state records center shall complete
				the request to store electronic disaster recovery files form approved by the
				administrator.
B. The form shall
				include but not be limited to the following: agency name; name of contact
				person; division; phone number; fax number; physical address; mailing address;
				e-mail address; names of persons authorized to access and retrieve disaster
				recovery files; signature of authorized personnel; type and quantity of media;
				description of electronic media contents; name and signature of agency record
				custodian; and signature of the administrator.
C. The request to store electronic disaster
				recovery files form shall be re-submitted to the administrator when changes are
				made that differ from the original request (e.g., deleting or adding authorized
				personnel).
D. At a minimum, each
				individual unit (tape, disk, etc.) of disaster recovery backup files shall be
				clearly identified with the agency name.
E.
Access.
(1) Access to disaster recovery backup files
				is permitted through the use of an automated key system. Key cards shall be
				issued at cost plus five percent processing fee to agencies by the
				administrator when a request for storage of electronic disaster recovery files
				is approved.
(2) Lost key cards
				shall be reported immediately to the records management division so that the
				keys can be deactivated on the automated key system. Key cards shall be
				replaced at cost plus five percent processing fee.
(3) Regular access to electronic media shall
				be between the hours of 8:00 a.m. to 12:00 noon and 1:00 p.m. to 5:00 p.m.,
				Monday through Friday.
(4)
				Authorized agency personnel requesting after hours access to electronic media
				shall be required to provide personal identification prior to access.
(5) Agencies requiring twenty-four hour
				Monday through Sunday access to disaster recovery backup files shall make such
				requests in writing to the administrator. Requests shall state the reasons for
				requiring around the clock access to disaster recovery backup files. The
				administrator shall review all requests and shall either approve or deny such
				access.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 30 - DESTRUCTION OF PUBLIC RECORDS AND NON-RECORDS › Section 1.13.30.3 - STATUTORY AUTHORITY

Current through Register Vol. 35, No. 13, July 16, 2024
Public Records Act, Sections
				  14-3-4
				  and
				  14-3-6 NMSA
				  1978.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 30 - DESTRUCTION OF PUBLIC RECORDS AND NON-RECORDS › Section 1.13.30.5 - EFFECTIVE DATE

Current through Register Vol. 35, No. 13, July 16, 2024
November 28, 2017, unless a later date is cited at the end of
				  a section.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 30 - DESTRUCTION OF PUBLIC RECORDS AND NON-RECORDS › Section 1.13.30.8 - ASSIGNMENT OF RESPONSIBILITIES

Current through Register Vol. 35, No. 13, July 16, 2024
Section
				  14-3-4
				  NMSA 1978 authorizes the commission of public records to appoint a state
				  records administrator to carry out the purposes of the Public Records Act. The
				  state records administrator is responsible for establishing records management
				  programs within state government for the purpose of ensuring the efficient and
				  economical management of public records throughout their lifecycle from their
				  creation, utilization, maintenance, retention, preservation and final
				  disposition.
A. The commission of
				public records hereby delegates the authority to order the routine destruction
				of public records, in accordance with adopted records retention and disposition
				schedules, to the state records administrator.
B. The state records administrator shall
				prescribe the appropriate method of destruction of public records.
C. The state records center and archives, in
				accordance with the rules established by the state records administrator and
				the commission of public records, is the authorized facility for the receipt,
				storage or disposition of all inactive and infrequently used records of present
				or former state agencies.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 30 - DESTRUCTION OF PUBLIC RECORDS AND NON-RECORDS › Section 1.13.30.9 - DISPOSITION OF RECORDS

Current through Register Vol. 35, No. 13, July 16, 2024
A.
				Agencies shall ensure the proper authorized disposition of their records
				regardless of format or medium.
B.
				Records may be destroyed with the written approval of the state records
				administrator and the written consent of the records custodian, designated
				chief records officer or records liaison officer of the custodial
				agency.
C. Records may be
				transferred to the state archives with the written approval of the state
				records administrator and the written consent of the records custodian or
				designated chief records officer of the custodial agency; once the transfer is
				authorized and the records are in the physical custody of the state archives,
				the legal custody of the records is vested in the state records
				administrator.
D. Agencies shall
				follow rules issued by the state records administrator governing the methods of
				destruction.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 30 - DESTRUCTION OF PUBLIC RECORDS AND NON-RECORDS › Section 1.13.30.10 - DIRECT TRANSFER OF RECORDS TO THE STATE ARCHIVES

Current through Register Vol. 35, No. 13, July 16, 2024
A. An agency may transfer records with a
				retention of permanent directly to the state archives. Records eligible for
				direct transfer to archives shall be submitted on a form approved by the state
				records administrator. No direct transfer of records shall occur without the
				review and approval of the state records administrator.
B. Records transferred directly to state
				archives shall be accompanied by an itemized records index on a form approved
				by the state records administrator. A copy of the index for each box shall be
				placed in the corresponding box. The complete index shall be attached to the
				request and an electronic copy shall be submitted to the state archives on a
				format approved by the state records administrator. The shipment box number
				(i.e., 1 of 10, 2 of 20, etc.) shall be affixed to the boxes prior to delivery
				to the state archives. All folders in the box shall be clearly labeled and
				identify the contents of the folder.
C. Records involved in litigation, an audit
				or investigation are not eligible for transfer to the state archives.
D. Only closed records shall be accepted for
				transfer to the state archives.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 30 - DESTRUCTION OF PUBLIC RECORDS AND NON-RECORDS › Section 1.13.30.11 - ON-SITE DESTRUCTION OF RECORDS

Current through Register Vol. 35, No. 13, July 16, 2024
On-site destruction of records may occur at the custodial
				  agency's location. For approval of on-site destruction, the records custodian,
				  chief records officer or records liaison officer shall submit a request on a
				  form approved by the state records administrator.
A. The form may be submitted electronically
				with a valid digital signature issued by the state records
				administrator.
B. The state records
				administrator or designee may inspect records prior to approval of on-site
				destruction.
C. The state records
				administrator may suspend destruction of records determined to have historical
				value and, upon approval of the Commission, transfer the records to the state
				archives.
D. For legal and audit
				purposes, the agency shall retain a certificate of destruction as proof of the
				records destroyed. The certificate of destruction shall include, at a minimum,
				the following information:
(1) For paper
				records:
(a) place and date of pick
				up;
(b) printed name and signature
				of employee(s) performing service;
(c) printed name and signature of
				witnesses;
(d) number of pounds
				destroyed/shredded (vendor) or number of boxes (agency certified);
(e) date of destruction/shredding;
(f) identification of company's authorizing
				agent by name and position;
(g)
				printed name and signature of official certifying the destruction (vendor or
				designated records management personnel); and
(h) statement that shredded records cannot be
				read, interpreted, or reconstructed.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 30 - DESTRUCTION OF PUBLIC RECORDS AND NON-RECORDS › Section 1.13.30.12 - RECORDS DELIVERED TO THE RECORDS CENTER FOR DESTRUCTION

Current through Register Vol. 35, No. 13, July 16, 2024
Agencies storing records at their location may deliver
				  records that have met their retentions to the records center for destruction.
				  For approval to deliver records to the records center for destruction, the
				  records custodian, chief records officer or records liaison officer shall
				  submit a request on a form approved by the state records administrator.
A. The form may be submitted electronically
				with a valid digital signature issued by the state records
				administrator.
B. The state records
				administrator or designee may inspect records prior to the acceptance of the
				shipment for destruction.
C. The
				state records administrator may suspend destruction of records determined to be
				of historical value and, upon approval of the commission, transfer the records
				to the state archives.
D. The
				approved request for destruction shall match items delivered to the records
				center for destruction. When a discrepancy is found between what is listed on
				the approved request and what is delivered to the records center, the shipment
				shall be rejected and the agency shall remove the shipment from the records
				center.
E. Agencies utilizing the
				records centers for destruction services shall use boxes equivalent to 15" x
				10" x 12" in size.
F. Records
				destroyed through the records center shall be assessed a fee per box. Agencies
				shall have a purchase order in place prior to delivery of the shipment to the
				records center. For information on the fee schedule, refer to 1.13.2
				NMAC.
G. Destruction, returns and
				storage services will be suspended if the agency has an invoice that is 90 days
				or more past due.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 30 - DESTRUCTION OF PUBLIC RECORDS AND NON-RECORDS › Section 1.13.30.13 - DISPOSITION OF RECORDS STORED IN THE RECORDS CENTER

Current through Register Vol. 35, No. 13, July 16, 2024
A. Upon receiving a disposition authorization
				notice for records stored in the records center, only the custodial agency's
				records custodian or chief records officer shall review the report of records
				to be destroyed or transferred to archives and respond by the established
				deadline. Records liaison officers do not have authority to sign the
				disposition authorization notice for records stored at the records
				center.
B. Failure to return a
				completed disposition authorization notice by the established deadline shall
				result in a storage fee for records that are eligible for destruction. In
				addition, the return of withdrawn boxes, storage and disposition services will
				be suspended. For information on the fee schedule, refer to 1.13.2
				NMAC.
C. Records destroyed through
				the annual destruction process shall be assessed a fee per box. For information
				on the fee schedule, refer to 1.13.2 NMAC.
D. Destruction, returns and storage services
				will be suspended if the agency has an invoice that is 90 days or more past
				due.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 30 - DESTRUCTION OF PUBLIC RECORDS AND NON-RECORDS › Section 1.13.30.14 - DESTRUCTION OF NON-RECORDS

Current through Register Vol. 35, No. 13, July 16, 2024
Destruction of non-records is the sole responsibility of the
				  custodial agency and does not require the prior approval of the state records
				  administrator. That responsibility includes identifying whether the information
				  is a non-record or a public record. All state agencies and any public entity
				  that use the state records center services shall submit a request on a form
				  approved by the state records administrator. For the proper destruction of
				  records with or without confidential or sensitive information, refer to
				  1.13.30.11
				  NMAC.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 30 - DESTRUCTION OF PUBLIC RECORDS AND NON-RECORDS › Section 1.13.30.15 - DESTRUCTION OF RECORDS HELD BY CONTRACTORS

Current through Register Vol. 35, No. 13, July 16, 2024
All records or data created or managed by a contractor or
				  non-government entity for a governmental agency shall be disposed of in
				  accordance with the procedures established in 1.13.30 NMAC.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 30 - DESTRUCTION OF PUBLIC RECORDS AND NON-RECORDS › Section 1.13.30.16 - MANAGEMENT RESPONSIBILITIES

Current through Register Vol. 35, No. 13, July 16, 2024
The development and implementation of a records management
				  program is the responsibility of each agency records custodian, as defined by
				  the Public Records Act. It is also management's responsibility to provide
				  guidance to employees on the proper legal disposition of public records and
				  non-records. Agency records management programs must clearly define the roles
				  and responsibilities of users disposing public records and non-records.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 40 - PRIVATE COLLECTION DEVELOPMENT POLICY › Section 1.13.40.3 - STATUTORY AUTHORITY

Current through Register Vol. 35, No. 13, July 16, 2024
Section
				  1-3-5
				  NMSA 1978. Gifts, donations and loans. The commission may receive either as
				  donations or loans from private sources, other state agencies, counties,
				  municipalities, the federal government, and other states or countries, archival
				  materials of any physical form or characteristics which are deemed to be of
				  value to the state and the general public for historical reference or research
				  purposes. Acceptance of both donations and loans shall be at the discretion of
				  the commission upon advice of the administrator. Accepted donations shall
				  become, without qualification or restriction, the property of the state of New
				  Mexico. Loans shall be accepted only after a written agreement covering all
				  terms and conditions of each loan has been signed by the lender, the
				  administrator and approved by the commission.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 40 - PRIVATE COLLECTION DEVELOPMENT POLICY › Section 1.13.40.6 - OBJECTIVE

Current through Register Vol. 35, No. 13, July 16, 2024
To provide criteria for evaluating documents for acquisition
				  from sources other than state agencies which will enhance the current body of
				  archival collections. Archival materials collected shall support New Mexico
				  history in its broad context with original source materials which document
				  government policy, political leadership, the legislative process, citizenship,
				  land ownership, water rights and family histories.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 40 - PRIVATE COLLECTION DEVELOPMENT POLICY › Section 1.13.40.8 - BACKGROUND

Current through Register Vol. 35, No. 13, July 16, 2024
The commission of public records (commission) was created by
				  the New Mexico legislature in 1959 and assigned the responsibility for the
				  care, custody, preservation and disposition of public records created by state,
				  county and local governments. The state records center and archives (SRCA) is
				  the facility established by the commission to fulfill its statutory mandate.
				  The SRCA currently houses public records from the executive, legislative and
				  judicial branches of state government, including documents dating from New
				  Mexico's Spanish (1621-1821), Mexican (1821-1846), and territorial (1846-1912)
				  periods of history. The archives also maintains an extensive collection of
				  personal papers which have been donated by families, attorneys, political
				  figures and benevolent organizations. A collection policy is a standard
				  archives practice for publicly declaring an archives's intent to collect
				  documents that pertain to certain subject areas, geographical areas, languages,
				  or physical forms of material.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 40 - PRIVATE COLLECTION DEVELOPMENT POLICY › Section 1.13.40.9 - USES OF PRIVATE COLLECTIONS IN STATE REPOSITORY

Current through Register Vol. 35, No. 13, July 16, 2024
Private collections support the SRCA's mission to protect,
				  preserve and provide access to public records which document the rights and
				  history of the people of New Mexico, and to provide information to and about
				  government. In addition, collections support research, exhibit and public
				  outreach.
A. Research: Archival
				collections provide resources for scholars and researchers studying government
				and history by strengthening and augmenting existing collections in the fields
				of New Mexico government and history.
B. Exhibits: Archival collections support
				exhibit programs that interpret New Mexico's heritage to statewide, national
				and international visitors.
(1) Exhibits may
				be prepared from private collections and displayed in the archives.
(2) Documents from private collections may
				also be loaned to other institutions for exhibition with the approval of the
				commission.
(3) Reproductions and
				duplicates of documents from private collections may be used for exhibits
				outside the agency with permission of the administrator.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 40 - PRIVATE COLLECTION DEVELOPMENT POLICY › Section 1.13.40.10 - ACQUISITIONS

Current through Register Vol. 35, No. 13, July 16, 2024
A. Purchases. Purchase
				of documents may be financed through monetary donations made to the SRCA and is
				restricted to materials which meet private collection policy criteria as stated
				in 1.13.40.11 NMAC.
B. Loans.
(1) The commission shall not accept materials
				without a signed loan agreement.(SRC form 97-34), 1.13.40.17 NMAC.
(2) A loan agreement shall not exceed a
				period of five years without review.
(3) Loaned material shall be maintained
				intact, subject to the terms and conditions of the loan agreement.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 40 - PRIVATE COLLECTION DEVELOPMENT POLICY › Section 1.13.40.11 - COLLECTION STRENGTHS, WEAKNESSES AND PRIORITIES

Current through Register Vol. 35, No. 13, July 16, 2024
Collections maintained by the SRCA are strongest in the area
				  of government administration. However, through the centuries many government
				  records for the Spanish, Mexican and territorial periods have been pilfered or
				  destroyed. Consequently there are gaps within collections. Prior to the
				  creation of the SRCA in 1960 and the establishment of a records management
				  program for the retention, preservation and disposition of public records,
				  state agencies and elected officials disposed of records at will. Therefore
				  there are many discontinuances within the public records maintained for state
				  government for the years 1912 to 1959. The SRCA would like to collect archival
				  materials that supplement current collections and meet the agency's
				  objective.
A. Identified collection
				strengths. Since its creation in 1960, the SRCA has actively collected the
				state's official permanent government records. In that year the state archives,
				in its capacity as the official custodian of the state archives, acquired from
				the historical society of New Mexico the Spanish, Mexican and territorial
				archives of New Mexico. These collections provide important documentation in
				the following subjects and time periods.
(1)
				Spanish period. Administrative, civil, judicial, military and land grant
				records of the Spanish government in New Mexico for the years
				1680-1821.
(2) Mexican period.
				Administrative, civil, judicial, military, legislative and land grant records
				of the Mexican government in New Mexico for the years 1821-1846.
(3) Territorial period. Administrative,
				judicial, military and legislative records of the territory of New Mexico for
				the years 1889-1912.
(4) Statehood.
				Executive and legislative documents from 1960 to the present.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 40 - PRIVATE COLLECTION DEVELOPMENT POLICY › Section 1.13.40.12 - LIMITATIONS AND EXCLUSIONS

Current through Register Vol. 35, No. 13, July 16, 2024
A.
				The commission of public records shall generally NOT accept:
(1) materials that are not pertinent to New
				Mexico government or history;
(2)
				materials pertaining to New Mexico of no historical, informational or
				evidential value;
(3) materials to
				which the donor does not have legal title;
(4) duplications of original material under
				other ownership or custody with the exception of scholarly research
				material;
(5) artifacts or material
				culture;
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 40 - PRIVATE COLLECTION DEVELOPMENT POLICY › Section 1.13.40.13 - COOPERATION WITH OTHER REPOSITORIES

Current through Register Vol. 35, No. 13, July 16, 2024
The SRCA recognizes that other institutions collect in the
				  same or overlapping areas, and it is further recognizes that other institutions
				  may be more appropriate repositories for material donated to the SRCA.
				  Therefore, opportunities to acquire artifacts, cultural material and other
				  textural materials not covered by the collection policy shall be referred to an
				  appropriate repository.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 40 - PRIVATE COLLECTION DEVELOPMENT POLICY › Section 1.13.40.14 - ACCESS TO PRIVATE COLLECTIONS BY RESEARCHERS

Current through Register Vol. 35, No. 13, July 16, 2024
The policy of the SRCA is to make all materials available to
				  researchers on equal terms, subject to the appropriate care and handling of
				  materials and within limitations set by the donor in the deed of gift. See
				  1.13.11 NMAC, Research in the New Mexico Archives.
A. Donors. Donors shall have access to their
				donated collections during regularly scheduled hours.
B. General public. With registration, any
				researcher may use the collections during regularly scheduled hours, subject to
				agency guidelines.
C. State,
				federal, county and municipal employees. With registration, employees may use
				collections during regularly scheduled hours, subject to agency
				guidelines.
D. Access to materials.
				The SRCA staff shall monitor the use of materials by researchers at all times
				in order to guard the safety and security of materials.
E. Guidelines. Researchers shall sign a
				visitors log, (SRC form 64), as described in 1.13.40.20 NMAC; follow the
				guidelines for use of documents, 1.13.11.9 NMAC; and complete a user
				registration form (SRC form 96-20), as described in 1.13.40.19 NMAC.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 40 - PRIVATE COLLECTION DEVELOPMENT POLICY › Section 1.13.40.15 - STATEMENT OF DE-ACCESSIONING POLICY

Current through Register Vol. 35, No. 13, July 16, 2024
A. Duplicates and material that do not
				reflect the collection policy of the SRCA may be deaccessioned, subject to
				terms of acquisition, agency policy and state law.
B. Deaccessioned items may be transferred to
				another repository, returned to the donor or donor's family or
				discarded.
C. Preservation policies
				regarding the care and storage of deteriorating materials, and reformatting of
				fragile material to a more stable media, may require disposal or return of
				original documents.
D. The SRCA
				reserves the right to deaccession any materials within its collections subject
				to the terms of acquisition and the notification of the donor or his or her
				heirs.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 40 - PRIVATE COLLECTION DEVELOPMENT POLICY › Section 1.13.40.16 - REVISION OF REGULATION

Current through Register Vol. 35, No. 13, July 16, 2024
A. The
				SRCA reserves the right to make changes to this regulation as seems reasonable
				and prudent.
B. Efforts shall be
				made to conform to the intent of the agreement made between the archives and
				the donor at the time of the accession.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 40 - PRIVATE COLLECTION DEVELOPMENT POLICY › Section 1.13.40.17 - REQUIREMENTS FOR INCOMING LOAN AGREEMENT, SRC FORM 97-34

Current through Register Vol. 35, No. 13, July 16, 2024
A. This form delineates the conditions for an
				organization or individual to loan their records to the SRCA. Information
				contained on the form shall include, but shall not be limited to, the
				following:
(1) description of documents or
				collections, including;
(a) title of
				documents or collections;
(b) date
				of documents or collections;
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 40 - PRIVATE COLLECTION DEVELOPMENT POLICY › Section 1.13.40.18 - REQUIREMENTS FOR DEED OF GIFT, SRC FORM 77

Current through Register Vol. 35, No. 13, July 16, 2024
A. This form delineates the legal transfer of
				ownership of documents or collections from the donor to the commission of
				public records - SRCA. Information contained on the form shall include, but is
				not limited to, the following:
(1) name of
				donor;
(2) address of
				donor;
(3) description of donated
				materials;
(4) any access
				restrictions; and
(5) terms of
				donation.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 40 - PRIVATE COLLECTION DEVELOPMENT POLICY › Section 1.13.40.19 - REQUIREMENTS FOR USER REGISTRATION FORM, SRC FORM 96-20

Current through Register Vol. 35, No. 13, July 16, 2024
A. This form delineates the information
				required of the researcher to become a registered patron of the archives
				research rooms. All researchers shall complete this one time registration form
				before entry into the archives research rooms.
B. The form requests the following researcher
				information:
(1) name and signature of
				researcher;
(2) signature of parent
				or guardian of the researcher, as provided for in Subsection H of 1.13.11.8
				NMAC.
(3) physical and email (if
				available) addresses of the researcher;
(4) telephone number of the
				researcher;
(5) user description of
				researcher;
(6) indication of the
				researcher's willingness to share research information with other researchers;
				and
(7) date.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 40 - PRIVATE COLLECTION DEVELOPMENT POLICY › Section 1.13.40.20 - REQUIREMENTS FOR VISITOR'S LOG, SRC FORM 64

Current through Register Vol. 35, No. 13, July 16, 2024
A. This form delineates the information
				required of the researcher to perform research in the archives research rooms.
				All researchers shall complete this form upon arrival to and departure from the
				archives research rooms.
B. The
				form requests the following researcher information:
(1) printed full name of
				researcher;
(2) intended
				use;
(3) date;
(4) time in; and
(5) time out.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 70 - PERFORMANCE GUIDELINES FOR THE LEGAL ACCEPTANCE OF PUBLIC RECORDS PRODUCED BY INFORMATION TECHNOLOGY SYSTEMS (REPEALED) › Section 1.13.70.1 - ISSUING AGENCY (REPEALED)

Current through Register Vol. 35, No. 13, July 16, 2024
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 70 - PERFORMANCE GUIDELINES FOR THE LEGAL ACCEPTANCE OF PUBLIC RECORDS PRODUCED BY INFORMATION TECHNOLOGY SYSTEMS (REPEALED) › Section 1.13.70.3 - STATUTORY AUTHORITY (REPEALED)

Current through Register Vol. 35, No. 13, July 16, 2024
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 70 - PERFORMANCE GUIDELINES FOR THE LEGAL ACCEPTANCE OF PUBLIC RECORDS PRODUCED BY INFORMATION TECHNOLOGY SYSTEMS (REPEALED) › Section 1.13.70.8 - EVIDENCE - BACKGROUND (REPEALED)

Current through Register Vol. 35, No. 13, July 16, 2024
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 70 - PERFORMANCE GUIDELINES FOR THE LEGAL ACCEPTANCE OF PUBLIC RECORDS PRODUCED BY INFORMATION TECHNOLOGY SYSTEMS (REPEALED) › Section 1.13.70.10 - INFORMATION TECHNOLOGY SYSTEM ASSESSMENT CRITERIA (REPEALED)

Current through Register Vol. 35, No. 13, July 16, 2024
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 70 - PERFORMANCE GUIDELINES FOR THE LEGAL ACCEPTANCE OF PUBLIC RECORDS PRODUCED BY INFORMATION TECHNOLOGY SYSTEMS (REPEALED) › Section 1.13.70.11 - AVAILABILITY OF PROCESS OR SYSTEM FOR OUTSIDE INSPECTION (REPEALED)

Current through Register Vol. 35, No. 13, July 16, 2024
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 70 - PERFORMANCE GUIDELINES FOR THE LEGAL ACCEPTANCE OF PUBLIC RECORDS PRODUCED BY INFORMATION TECHNOLOGY SYSTEMS (REPEALED) › Section 1.13.70.12 - LEGAL STATUS OF PUBLIC RECORDS OFFERED AS EVIDENCE (REPEALED)

Current through Register Vol. 35, No. 13, July 16, 2024
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 70 - PERFORMANCE GUIDELINES FOR THE LEGAL ACCEPTANCE OF PUBLIC RECORDS PRODUCED BY INFORMATION TECHNOLOGY SYSTEMS (REPEALED) › Section 1.13.70.13 - TESTIMONY OF RECORDS CUSTODIAN (REPEALED)

Current through Register Vol. 35, No. 13, July 16, 2024
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 70 - PERFORMANCE GUIDELINES FOR THE LEGAL ACCEPTANCE OF PUBLIC RECORDS PRODUCED BY INFORMATION TECHNOLOGY SYSTEMS (REPEALED) › Section 1.13.70.14 - INFORMATION TECHNOLOGY SYSTEM PERFORMANCE GUIDELINES CHECK-UP (REPEALED)

Current through Register Vol. 35, No. 13, July 16, 2024
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 14 - MICROPHOTOGRAPHY SYSTEMS › Part 2 - MICROPHOTOGRAPHY SYSTEMS, MICROPHOTOGRAPHY STANDARDS › Section 1.14.2.3 - STATUTORY AUTHORITY

Current through Register Vol. 35, No. 13, July 16, 2024
Sections
				  14-3-2,
				  14-3-15
				  and
				  14-3-17
				  of the Public Records Act (Chapter 14, Article 3 NMSA 1978) gives the state
				  records administrator review and approval authority over microphotography
				  systems of state agencies, and gives the commission of public records authority
				  to establish microphotography standards. The operation of any microphotography
				  system requires the written approval of the state records administrator, and
				  compliance with the minimum standards established by the commission of public
				  records.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 14 - MICROPHOTOGRAPHY SYSTEMS › Part 2 - MICROPHOTOGRAPHY SYSTEMS, MICROPHOTOGRAPHY STANDARDS › Section 1.14.2.5 - EFFECTIVE DATE

Current through Register Vol. 35, No. 13, July 16, 2024
July 29, 1996, unless a later date is cited at the end of a
				  section.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 14 - MICROPHOTOGRAPHY SYSTEMS › Part 2 - MICROPHOTOGRAPHY SYSTEMS, MICROPHOTOGRAPHY STANDARDS › Section 1.14.2.6 - OBJECTIVE

Current through Register Vol. 35, No. 13, July 16, 2024
To establish methods for prescribing the capture, quality and
				  permanence of microfilm and digital images produced by microphotography systems
				  to: ensure that in their content and detail the microfilm and digital images
				  represent accurate reproductions of the original records; that they serve the
				  purposes for which the original records were created; and that they meet the
				  legal acceptance requirements of records produced by information technology
				  systems. See 1.13.70 NMAC, Performance Guidelines For the Legal Acceptance of
				  Public Records Produced by Information Technology Systems.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 14 - MICROPHOTOGRAPHY SYSTEMS › Part 2 - MICROPHOTOGRAPHY SYSTEMS, MICROPHOTOGRAPHY STANDARDS › Section 1.14.2.7 - DEFINITIONS

Current through Register Vol. 35, No. 13, July 16, 2024
A. "Agency" means any
				state agency, department, bureau, board, commission, institution or other
				organization of the state government, including district courts. See Sections
				14-3-2 and
				14-3-15
				NMSA 1978.
B. "Approved
				microphotography system" means a microphotography system that has been approved
				in writing by the administrator under the provisions of Section
				14-3-15
				NMSA 1978.
C. "CD-ROM mastering
				process" means the creation of the first recording (the master) in the compact
				disk-read only memory replication process.
D. "CD-ROM premastering" see
				premastering.
E. "Compact disk"
				means read-only optical disk available in formats for audio, data and other
				information.
F. "Compact disk-read
				only memory" means optical disk that is created by a mastering process and used
				for reading.
G. "Compact disk-write
				once read many" means an optical disk that is written and then available for
				reading.
H. "Density" means the
				light-absorbing or light-reflecting characteristics of a photographic image,
				filter, etc.; or the number of pixels per square inch.
I. "Disposition" means the final action that
				puts into effect the results of an appraisal decision for a record series
				(e.g., transfer to archives or destruction).
J. "Document accountability" means the
				process whereby original documents are compared against the images produced, so
				that the film ensures the validity and integrity of the images.
K. "Dots per inch" means the measurement of
				output device resolution and quality, e.g., number of pixels per inch on
				display device. Measures the number of dots horizontally and
				vertically.
L. "Enhancement
				algorithms" means the set of techniques for processing an image so that the
				result is visually clearer than the original image.
M. "JPEG" means the specific compressed image
				file format specified by ISO. [See JPEG acronym]
N. "Imaging" means the process of converting
				human readable media, such as paper or microfilm, into information that can be
				stored and retrieved electronically.
O. "Master" (noun) means:
(1) in micrographics, the original microform
				produced from which duplicates or intermediates can be obtained (ISO);
				and
(2) in electronic imaging, the
				first recording, one from which duplicates can be obtained.