New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 10 - RECORDS STORAGE AND ACCESS › Section 1.13.10.16 - STORAGE OF MICROFILM

Current through Register Vol. 35, No. 13, July 16, 2024
A. An
				agency shall have an approved microphotography plan on file with the records
				management division before master microfilm can be stored. For information on
				microphotography systems and standards see 1.14.2 NMAC.
B. The microphotography plan shall specify
				that the master microfilm will be stored at the state records center.
C. Agency's records liaison officers or
				microfilm vendors approved by an agency to transfer microfilm to the state
				records center shall complete a microfilm storage transmittal form and submit
				it manually (hardcopy) to the records management division for approval before
				records can be stored. The form shall contain but is not limited to the
				following: agency code; agency name; division name; date prepared; page number;
				office location; name and signature of the records liaison officer; records
				liaison officer telephone number; records liaison officer fax number; record
				series number; record series title; date filmed; begin date; end date;
				disposition date; roll number; begin document; end document and media
				type.
D. Microfilm rolls or
				microfiche with a retention period of permanent or transfer to archives
				submitted for storage to the state records center shall include an index as
				described in 1.13.10.13 NMAC. An index shall be provided for each individual
				roll or microfiche card.
E.
				Microfilm shall pass inspection before it is approved for storage. Information
				on microfilm that has passed inspection will be entered into a computer
				tracking system by the records management division. The computer system assigns
				permanent container numbers.
F.
				Microfilm storage transmittal forms shall be returned to the custodial agency
				with a notation indicating the assigned permanent container numbers.
G. It is the responsibility of the custodial
				agency to notify the microfilm vendor under contract that the microfilm has
				passed inspection.
H. After the
				microfilm has passed inspection and has been approved for storage the custodial
				agency shall submit a request for disposition form to the records management
				division requesting authorization to dispose of the source documents.
I. If the microfilm has failed inspection,
				the records management division shall notify the agency by letter that the
				microfilm can not be stored and that source documents shall be re-filmed before
				they can be destroyed.
J. For the
				procedure on withdrawal and access of records stored at the state records
				center, see 1.13.10.11 NMAC.
K. The
				records custodian and records liaison officer shall be notified by the records
				management division when records in storage have met the legal retention period
				and are eligible to be transferred to state archives or are eligible for
				destruction.
L. If an agency does
				not respond to the notice of records eligible for destruction by the
				established deadline, the administrator shall charge the custodial agency a
				storage fee for the storage of 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 see 1.13.2 NMAC.
M. Records currently stored requiring legal
				holds must be identified by the agency in writing and permanently removed from
				the record center if the legal hold last longer than five years. Failing to do
				so will result in the agency being denied additional storage space.