reglab/statecodes huggingface dataset:
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 2 - FEES › Section 1.13.2.3 - STATUTORY AUTHORITY

Current through Register Vol. 35, No. 13, July 16, 2024
Statutory authority for 1.13.2 NMAC is found in Chapter 14,
				  Article 3, NMSA 1978. Specifically, Section
				  14-3-6 NMSA
				  1978 authorizes the state records administrator to adopt regulations. Section
				  14-3-15.1
				  NMSA 1978 provides for the payment of reasonable fees for the service of
				  providing information contained in information databases by the agency that
				  inserted the information. It further mandates the assessment of a fee by the
				  agency providing access or use where information contained in a database is
				  "searched, manipulated, or retrieved or a copy of the database is made for any
				  private nonpublic use." The section also authorizes the imposition of certain
				  conditions on the use of such information or databases. Section
				  14-3-8.1
				  creates the records center revolving fund, in which money from the sale of
				  "publications, services, equipment, supplies and materials" is deposited.
				  Section
				  14-3-19
				  NMSA 1978 allows the state commission of public records to sell certain items
				  and services at a cost plus five percent handling charge. All receipts from
				  such sales go into the records center revolving fund.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 2 - FEES › Section 1.13.2.10 - ARCHIVAL QUALITY SUPPLIES

Current through Register Vol. 35, No. 13, July 16, 2024
The archives and historic services division shall publish, in
				  conjunction with an approved statewide price agreement, a listing of all
				  archival supplies it may make available to all other governmental agencies and
				  to the general public. Any supply listed may be available at state cost plus
				  five percent. Contact the archives and historical services division at
				  505-476-7956 for pricing and availability.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 2 - FEES › Section 1.13.2.11 - PHOTOCOPY FEES

Current through Register Vol. 35, No. 13, July 16, 2024
A. Paper
				photocopies (made by staff).
(1) 8 ½ x
				11 - $0.25
(2) 8 ½ x 14 -
				$0.30
(3) 11 x 17 - $0.35
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 2 - FEES › Section 1.13.2.12 - MICROPHOTOGRAPHY FEES

Current through Register Vol. 35, No. 13, July 16, 2024
A. Microfilm
				to paper or electronic media (made by archives staff).
(1) 8 ½ x 11 - $0.50 per
				page
(2) 8 ½ x 14 - $0.60
				per page
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 2 - FEES › Section 1.13.2.13 - DIGITAL REPRODUCTION OF PHOTOGRAPHS, DOCUMENTS, OVERSIZED RECORDS AND MOVING IMAGE MATERIAL

Current through Register Vol. 35, No. 13, July 16, 2024
A.
				Requests for duplication and reproduction of public records that are covered
				under Section
				14-3-15.1
				NMSA 1978 or are copyrighted or otherwise contractually restricted shall be
				accompanied by a letter of intent describing the proposed use and SRCA form
				96-18 "conditions for publication/reproduction."
B. Photographs and documents. Prices are
				assessed per individual image.
(1) 8 x 10
				print on photo quality paper from digital images file - $17.00.
(2)) 8 x 10 print on photo quality paper from
				original source material - $21.00.
(3) Digital image file (JPEG) from digital
				image file delivered via e-mail or on CD/DVD - $14.00. Digital image files
				delivered via e-mail shall be limited to 8 x 10 images scanned at 300 dots per
				inch (dpi).
(4) Digital image file
				(JPEG) from original source material delivered via e-mail or on CD/DVD -
				$19.00. Digital image files delivered via e-mail shall be limited to 8 x 10
				images scanned at 300 dpi.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 2 - FEES › Section 1.13.2.14 - SRCA PUBLICATIONS

Current through Register Vol. 35, No. 13, July 16, 2024
A.
				Calendar to the Spanish archives of New Mexico II - $5.00
B. Calendar to the Mexican archives of New
				Mexico - $3.00
C. Calendar to the
				territorial archives of New Mexico - $3.00
D. Calendar to land records of New Mexico
				(Spanish archives of New Mexico I) - $5.00
E. Calendar to the Sender collection -
				$12.00
F. Guide to "lost" records
				of Zuni - $7.00
G. Microfilm manual
				- $18.50
H. Genealogy charts -
				$8.00
I. New Mexico administrative
				code training manual - extra copies (individuals attending training receive one
				copy of the manual without charge) - $22.50
J. Billy the Kid packet - $49.00
K. Guide to the archdiocese of Santa Fe: the
				AASF and LDS series - $7.00
L. New
				Mexico county marriage register inventory - $7.00
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 2 - FEES › Section 1.13.2.15 - Requirements for srca form 96-18

Current through Register Vol. 35, No. 13, July 16, 2024
A. This form delineates conditions for
				publication and reproduction of images held by the SRCA as public records and
				shall be completed and submitted to the administrator as provided in 1.13.2
				NMAC and as evidence of agreement by the requester to the terms and conditions
				prescribed therein and in 1.13.2 NMAC. Information contained on the form shall
				include, but not be limited to, the following:
(1) provision for reservation of rights by
				the administrator;
(2) formats for
				required credit line;
(3)
				requirements relating to method of payment; and
(4) description of respective rights and
				responsibilities of the administrator and the requester, including copyright
				restrictions, relating to reproduction and publication.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 2 - FEES › Section 1.13.2.16 - TRAINING PROGRAMS

Current through Register Vol. 35, No. 13, July 16, 2024
The SRCA offers without charge basic training in subjects
				  integral to the performance of its statutory duties. Programs for which fees
				  are imposed under this section provide advanced or other training beyond those
				  basic requirements, and fees for these services are as set forth below.
A. One-half-day session - $25.00
B. One-day session - $40.00
C. One-and-one-half-day session -
				$55.00
D. Two-day session -
				$75.00
E. Special workshops may be
				priced to cover costs plus five percent for expected participants.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 2 - FEES › Section 1.13.2.17 - ELECTRONIC COPIES OF RECORDS

Current through Register Vol. 35, No. 13, July 16, 2024
A. Portable document format file (PDF) from
				microsoft word or PDF file - $0.25 per page.
B. PDF from digital image file - $1.75 per
				page.
C. PDF from original source -
				$3.25 per page.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 2 - FEES › Section 1.13.2.18 - CHARGES FOR PUBLISHING IN THE NEW MEXICO REGISTER

Current through Register Vol. 35, No. 13, July 16, 2024
There shall be a $ 3.00 per column inch charge to agencies
				  publishing material in the New Mexico register.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 2 - FEES › Section 1.13.2.19 - COPIES OF THE NEW MEXICO REGISTER

Current through Register Vol. 35, No. 13, July 16, 2024
A. Individual copies of the New Mexico
				register - $12.00.
B. Annual paper
				subscription fees for the New Mexico register - $270.00.
[Fees for copies of the New Mexico register are also found in
				  1.24.15.13 NMAC.]
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 2 - FEES › Section 1.13.2.20 - RECORDS STORAGE SERVICES

Current through Register Vol. 35, No. 13, July 16, 2024
A.
				Paper storage for state agencies:
(1) Records
				that have not met their legal retention - no charge.
(2) Records that have met their legal
				retention and for which the records management division has issued a
				disposition notice - $0.50 per box, per month (see Section
				1.13.10.11
				NMAC).
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 2 - FEES › Section 1.13.2.21 - RECORDS DESTRUCTION SERVICES

Current through Register Vol. 35, No. 13, July 16, 2024
A. Standard storage box equivalent (15" x 12"
				x 10") or smaller - $0.50 per box.
B. Map box equivalent (10x10x38) or smaller -
				$0.75 per box.
C. Microfilm - $0.25
				per roll.
D. Microfiche - $14.00
				per standard storage box equivalent (15" x 12" x 10") or smaller.
E. Electronic media - $10.00 per standard
				storage box equivalent (15" x 12" x 10") or smaller.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 2 - FEES › Section 1.13.2.22 - STORAGE OF DISASTER RECOVERY BACKUP FILES

Current through Register Vol. 35, No. 13, July 16, 2024
There shall be a $10.00 fee to obtain a new, replacement, or
				  additional access card for the disaster recovery backup
				  vault.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 3 - MANAGEMENT OF ELECTRONIC RECORDS › Section 1.13.3.3 - STATUTORY AUTHORITY

Current through Register Vol. 35, No. 13, July 16, 2024
Section
				  14-3-6 of
				  the Public Records Act (Chapter 14, Article 3, NMSA 1978) gives the state
				  records administrator the authority to establish and maintain an active,
				  continuing program for economical and efficient management of the public
				  records of state government.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 3 - MANAGEMENT OF ELECTRONIC RECORDS › Section 1.13.3.6 - OBJECTIVE

Current through Register Vol. 35, No. 13, July 16, 2024
The objective of this rule is to establish an architecture
				  for the management of public records on electronic media that:
A. ensures proper records and information
				management practices are implemented and adhered to by state government
				entities;
B. ensures uniformity and
				facilitates the accessibility of public records of government
				entities
C. maintains
				accountability and preserves electronic records; and
D. provides guidance to users and managers of
				electronic systems in New Mexico government about:
(1) the issues associated with managing
				electronic records, special record keeping and accountability concerns that
				arise in the context of electronic government;
(2) archival strategies for the
				identification, management and preservation of electronic records with enduring
				value; identification and appropriate disposition of electronic records with
				short-term value; and
(3) improving
				access to state government records.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 3 - MANAGEMENT OF ELECTRONIC RECORDS › Section 1.13.3.8 - ACRONYMS

Current through Register Vol. 35, No. 13, July 16, 2024
A.
"BMP"
stands for microsoft windows bitmap format.
B.
"JPEG"
stands for joint
				photographic experts group
C.
"MPEG"
stands for moving picture experts group.
D.
"PDA"
is short for personal
				digital assistant.
E.
"PDF"
stands for portable document format.
F.
"RRDS"
stands for records
				retention and disposition schedule.
G.
"SGML"
standard generalized
				markup language.
H.
"SRCA"
stands for the New Mexico state records center and
				archives.
I.
"TIFF"
stands for tagged image file format.
J.
"USB"
stands for universal
				serial bus.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 3 - MANAGEMENT OF ELECTRONIC RECORDS › Section 1.13.3.10 - INTRODUCTION: ACCOUNTABILITY

Current through Register Vol. 35, No. 13, July 16, 2024
A.
				Public acceptance of New Mexico state government and the roles of its employees
				depend on trust and confidence. This trust is founded on all of government
				being accountable for its actions. Access to full and accurate records is at
				the heart of the accountability process. Records are the means by which the
				evidence of past and current action, decisions, procedures and policy are
				preserved for future analysis and access.
(1)
				Records are fundamental tools in the business of government and their absence
				can lead to inefficiencies or failure in operational procedures. The absence of
				records can open agency employees to accusations of fraud and impropriety,
				political embarrassment and an inability to defend the state in cases of legal
				action or claims against the government.
(2) Records can also be transferred from one
				medium to another and from one context to another through copying, imaging or
				digital transfer. Electronic records are easily updated, deleted, altered and
				manipulated. If appropriate measures are not taken, the essential
				characteristics of records (content, structure, context) can be altered or lost
				in the process. Careful planning and system design are required to ensure that
				these characteristics of records are both captured and maintained.
(3) These guidelines are intended to provide
				guidance to agencies on the management of electronic records throughout their
				entire lifecycle, from initial system design to the final disposal or permanent
				preservation of state records. This "records lifecycle" view is critical in an
				electronic environment because, by the disposition stage (when actions are
				taken regarding records no longer needed for current government business),
				records may be irretrievable if not properly managed while they are in active
				use. The administrative rule covers records created using all types of
				computerized environments, including such diverse elements as personal
				computers, distributed networks, mainframes, spatial data systems, and
				multimedia systems.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 3 - MANAGEMENT OF ELECTRONIC RECORDS › Section 1.13.3.12 - PERMANENT ELECTRONIC RECORDS MAINTAINED BY THE CUSTODIAL AGENCY

Current through Register Vol. 35, No. 13, July 16, 2024
If the custodial agency opts to maintain their permanent
				  electronic records on-site, the custodial agency shall develop and implement
				  guidelines and procedures that address the following elements of an on-site
				  archival program.
A. Policy. Develop
				an archives repository written policy for access to agency permanent electronic
				records that addresses the following areas:
(1) program objectives;
(2) system reliability;
(3) custody - legal and physical;
(4) rationale for alternatives
				adopted;
(5)
				processibility;
(6)
				migration;
(7) archives repository
				or outsource implementation; and
(8) audit for compliance.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 3 - MANAGEMENT OF ELECTRONIC RECORDS › Section 1.13.3.13 - DISPOSITION OF ELECTRONIC RECORDS

Current through Register Vol. 35, No. 13, July 16, 2024
A. The disposition of electronic record can
				have two possible avenues, either the information and the record media are
				destroyed or the information is obliterated. Unlike paper-based records the
				media for electronic records can remain useful and only the information needs
				to be destroyed thus the resulting best practices for the destruction of
				information. An agency will select the best practice based on the media, and
				the nature or sensitivity of the information. For a local hard disk, items one
				and two should be sufficient, for other magnetic, optical, or solid-state
				storage media, agency information systems staff should be consulted:
(1) erasure from electronic media and all
				back up media;
(2) emptying of
				electronic trash receptacle;
(3)
				witnessed overwriting of reusable magnetic media multiple times such as
				suggested by the US department of defense;
(4) witnessed degaussing of the magnetic
				media; and
(5) witnessed physical
				destruction of the media.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 4 - RECORDS MANAGEMENT REQUIREMENTS FOR ELECTRONIC MESSAGING › Section 1.13.4.2 - SCOPE

Current through Register Vol. 35, No. 13, July 16, 2024
all state agencies as defined by the Public Records Act,
				  Section
				  14-3-1 et
				  seq. NMSA 1978.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 4 - RECORDS MANAGEMENT REQUIREMENTS FOR ELECTRONIC MESSAGING › Section 1.13.4.3 - 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 4 - RECORDS MANAGEMENT REQUIREMENTS FOR ELECTRONIC MESSAGING › Section 1.13.4.5 - EFFECTIVE DATE

Current through Register Vol. 35, No. 13, July 16, 2024
March 31, 2015, 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 4 - RECORDS MANAGEMENT REQUIREMENTS FOR ELECTRONIC MESSAGING › Section 1.13.4.6 - OBJECTIVE

Current through Register Vol. 35, No. 13, July 16, 2024
To ensure that electronic messages, and any attachments which
				  may be transmitted with the electronic message, including text messages, social
				  media and e-mail, that are identified as public records, are retained
				  economically and efficiently for as long as they have legal, fiscal, business
				  or historical value.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 4 - RECORDS MANAGEMENT REQUIREMENTS FOR ELECTRONIC MESSAGING › Section 1.13.4.7 - DEFINITIONS

Current through Register Vol. 35, No. 13, July 16, 2024
A.
"Archives"
means the permanent records of the state of New Mexico,
				which may include government and private collections of the Spanish, Mexican,
				territorial and statehood periods, assessed to have significant historical
				value to warrant their preservation by the state of New Mexico.
B.
"Attachments"
are electronic
				file(s) sent along with an electronic message.
C.
"Disposition"
means final
				action that puts into effect the results of an appraisal decision for a series
				of records (i.e., transfer to archives or destruction).
D.
"Electronic message"
includes, but is not limited to, a text message, social media and e-mail
				that is created and delivered in an electronic format.
E.
"Native format"
means the
				file format that a software application uses to create or save files.
F.
"Non-record"
means extra
				copies of documents kept solely for convenience of reference, stocks of
				publications, transitory records, records not usually included within the scope
				of the official records of an agency or government entity and library material
				intended only for reference or exhibition. The following specific types of
				materials are non-records: materials neither made nor received in pursuance of
				statutory requirements nor in connection with the functional responsibility of
				the officer or agency, extra copies of correspondence, preliminary drafts,
				blank forms, transmittal letters or forms that do not add information, sample
				letters, and informational files.
G.
"Social media"
means forms of
				electronic communication through which users create online communities to share
				information, ideas, messages and other content (e.g., twitter, facebook,
				instagram, pinterest, linkedin, etc.).
H.
"Transitory"
means messages
				which serve to convey information of temporary importance in lieu of oral
				communication. Transitory messages are only required for a limited time to
				ensure the completion of a routine action or the preparation of a subsequent
				record. Transitory messages are not required to control, support or to document
				the operations of government.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 4 - RECORDS MANAGEMENT REQUIREMENTS FOR ELECTRONIC MESSAGING › Section 1.13.4.8 - ABBREVIATIONS

Current through Register Vol. 35, No. 13, July 16, 2024
A.
"FRRDS"
means functional records retention and disposition schedule.
B.
"NMAC"
stands for New Mexico
				administrative code.
C.
"NMSA"
stands for New Mexico statutes annotated.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 4 - RECORDS MANAGEMENT REQUIREMENTS FOR ELECTRONIC MESSAGING › Section 1.13.4.9 - PUBLIC RECORDS

Current through Register Vol. 35, No. 13, July 16, 2024
To comply with the Public Records Act, Section
				  14-3-1 et
				  seq. NMSA 1978, electronic messages must be managed pursuant to established
				  record retention and disposition schedules adopted by the commission and
				  published in 1.21.2 NMAC, Retention and Disposition of Public
				  Records.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 4 - RECORDS MANAGEMENT REQUIREMENTS FOR ELECTRONIC MESSAGING › Section 1.13.4.10 - MANAGEMENT RESPONSIBILITIES

Current through Register Vol. 35, No. 13, July 16, 2024
The development and implementation of an electronic message
				  management program is the responsibility of each agency records custodian, as
				  defined by the Public Records Act, Section 14-3-2(B) and (I) NMSA 1978. It is
				  also management's responsibility to provide guidance to employees on the proper
				  retention and legal disposition of electronic messages. Agency records
				  management programs must clearly define the roles and responsibilities of users
				  in creating, receiving, categorizing, retaining and disposing or archiving
				  electronic messages.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 4 - RECORDS MANAGEMENT REQUIREMENTS FOR ELECTRONIC MESSAGING › Section 1.13.4.11 - RETENTION AND SCHEDULING REQUIREMENTS

Current through Register Vol. 35, No. 13, July 16, 2024
Electronic messages determined to be a public record shall be
				  classified, filed and retained on the basis of content.
A. Attachments classified as public records
				shall be categorized under the appropriate record classification identified in
				1.21.2 NMAC, Retention and Disposition of Public Records.
B. An electronic message that contains
				multiple subjects with different retention periods shall be retained according
				to the longest retention period.
C.
				An electronic message scheduled as permanent may be transferred to the state
				archives under the provisions of 1.13.10 NMAC, Records Storage and
				Access.
D. Non-record electronic
				messages may be destroyed without the prior approval of the state records
				administrator.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 4 - RECORDS MANAGEMENT REQUIREMENTS FOR ELECTRONIC MESSAGING › Section 1.13.4.12 - IDENTIFYING THE OFFICIAL COPY OF RECORD

Current through Register Vol. 35, No. 13, July 16, 2024
An agency policy for managing electronic messages should
				  include directions regarding how to determine the official copy of record.
				  Typically, the official copy is an electronic message received from an outside
				  source, the sender's copy or the final electronic message of a thread
				  discussion.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 4 - RECORDS MANAGEMENT REQUIREMENTS FOR ELECTRONIC MESSAGING › Section 1.13.4.13 - FILING ELECTRONIC MESSAGES

Current through Register Vol. 35, No. 13, July 16, 2024
Procedures for filing electronic messages will vary based on
				  the agency's needs and the particular hardware and software in use.
A. The department of information technology
				may provide an agency with a centrally managed enterprise electronic messaging
				system. However, the department of information technology's system is not
				designed to be a records management system. Agencies using a department of
				information technology system must instruct all public officials using the
				system how to copy public records from their electronic messaging account to a
				records management system.
B.
				Electronic messages sent or received from a computer outside a state electronic
				messaging system that is classified as a public record, shall be transferred to
				an agency's records management system for proper retention and
				disposition.
C. Non-records are not
				required to be retained by an agency and regular deletion should be included in
				an agency's procedure for management of electronic messages.
D. Electronic systems used to manage
				electronic messages shall ensure that messages and attachments classified as
				public records are maintained in their native format until their final
				disposition and can be accessed, retrieved and read.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 4 - RECORDS MANAGEMENT REQUIREMENTS FOR ELECTRONIC MESSAGING › Section 1.13.4.14 - DISPOSITION

Current through Register Vol. 35, No. 13, July 16, 2024
Electronic messages and attachments that are classified as
				  public records are subject to the provisions in 1.13.10 NMAC, Records Storage
				  and Access and 1.13.30 NMAC, Disposition of Public Records and
				  Non-Records.
A. Electronic messages
				and attachments, classified as public records, shall not be destroyed without
				the prior written approval of the state records administrator (1.13.30 NMAC,
				Disposition of Public Records and Non-Records).
B. Electronic messages potentially relevant
				to a pending audit, investigation or litigation shall be preserved, even if the
				retention period has been met.
C.
				An electronic message that is legally confidential should be marked as
				confidential.
D. An electronic
				message that is legally confidential and transferred to the state archives
				shall be identified as confidential and the legal designation for
				confidentially shall be cited.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 5 - NEW MEXICO HISTORICAL RECORDS GRANT PROGRAM GUIDELINES › Section 1.13.5.2 - SCOPE

Current through Register Vol. 35, No. 13, July 16, 2024
Eligible applicants include state, county, municipal and
				  tribal government offices, political subdivisions and non-profit organizations.
				  See
				  1.13.5.8
				  NMAC.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 5 - NEW MEXICO HISTORICAL RECORDS GRANT PROGRAM GUIDELINES › Section 1.13.5.3 - STATUTORY AUTHORITY

Current through Register Vol. 35, No. 13, July 16, 2024
Section 14-3-4(F) NMSA 1978 authorizes the commission to
				  adopt regulations to carry out the purposes of the Public Records Act; Section
				  14-3-14 NMSA 1978
				  authorizes the commission, upon recommendation of the state records
				  administrator, to appoint advisory groups to more effectively obtain the best
				  professional thinking regarding any particular group or type of records. 36 CFR
				  Part 1206 authorizes the commission to receive national historical publications
				  and records commission grants to make subgrants to eligible organizations
				  within the state in support of historical records activities.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 5 - NEW MEXICO HISTORICAL RECORDS GRANT PROGRAM GUIDELINES › Section 1.13.5.5 - EFFECTIVE DATE

Current through Register Vol. 35, No. 13, July 16, 2024
August 1, 2015 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 5 - NEW MEXICO HISTORICAL RECORDS GRANT PROGRAM GUIDELINES › Section 1.13.5.6 - OBJECTIVE

Current through Register Vol. 35, No. 13, July 16, 2024
The New Mexico historical records advisory board receives
				  funds from the New Mexico legislature or the national historical publications
				  and records commission to fund its historical records grant programs for
				  improving preservation of and access to New Mexico's historical records.
				  Subject to funding availability, grants may be awarded annually to applicants
				  who demonstrate the ability and commitment to solving their historical records
				  problems.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 5 - NEW MEXICO HISTORICAL RECORDS GRANT PROGRAM GUIDELINES › Section 1.13.5.8 - ELIGIBILITY

Current through Register Vol. 35, No. 13, July 16, 2024
A. To be
eligible
for an historical records grant, the applicant shall be
				one of the entities listed below.
(1) A
				governmental organization including:
(a) state
				agencies as prescribed in the Public Records Act; except the
				commission;
(b) county
				offices;
(c) municipal
				offices;
(d) political
				subdivisions; or
(e) tribal
				government offices.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 5 - NEW MEXICO HISTORICAL RECORDS GRANT PROGRAM GUIDELINES › Section 1.13.5.9 - CONDITIONS FOR RECEIVING A HISTORICAL RECORDS GRANT

Current through Register Vol. 35, No. 13, July 16, 2024
A. The applicant shall:
(1) demonstrate legal custody of historically
				significant original records at the time of the grant application
				deadline;
(2) provide a copy of its
				collection policy or a statement from its governing body indicating its
				commitment to sound practices concerning the historical material included in
				the project;
(3) demonstrate the
				ability to carry out the objective of the proposal within the grant
				period;
(4) describe the records,
				their importance in documenting New Mexico's history and the proposed project
				that affects the records;
(5)
				include a mechanism for evaluating the impact of the project on its historical
				records' environment; and
(6)
				provide a letter from its governing body indicating support of the project and
				continuation of the project's purposes beyond the grant period.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 5 - NEW MEXICO HISTORICAL RECORDS GRANT PROGRAM GUIDELINES › Section 1.13.5.10 - TYPES OF PROJECTS FUNDED

Current through Register Vol. 35, No. 13, July 16, 2024
Following are examples of projects that could be
				  funded.
A.
Preservation
projects that mitigate unstable or deteriorating conditions of historical
				records through the identification, organization and description, conservation
				treatment or reformatting of the records to another medium. National historical
				publications and records commission funding shall not be used for the following
				activities:
(1) to undertake an archival
				project centered on the papers of an appointed or elected public official who
				remains in major office, or is politically active, or the majority of whose
				papers have not yet been accessioned in a repository; and
(2) to undertake arrangement, description or
				preservation projects involving federal government records that are in the
				custody of the national archives and records administration, in the custody of
				some other federal agency or that have been deposited in a non-federal
				institution without an agreement authorized by the national archives and
				records administration.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 5 - NEW MEXICO HISTORICAL RECORDS GRANT PROGRAM GUIDELINES › Section 1.13.5.11 - ALLOWABLE GRANT FUNDING EXPENSES

Current through Register Vol. 35, No. 13, July 16, 2024
A. Grant funds may be used to:
(1) supplement organizational staff or hire
				temporary staff, but cannot be used to supplant the organization's staffing
				budget;
(2) to purchase information
				technology items costing less than one thousand dollars ($1,000) per
				unit;
(3) to purchase supply
				inventory costing less than one thousand dollars ($1,000) per unit;
(4) to purchase office supplies costing less
				than one thousand dollars ($1,000) per unit; and
(5) to pay for contractual services fees
				(consultants and vendors).
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 5 - NEW MEXICO HISTORICAL RECORDS GRANT PROGRAM GUIDELINES › Section 1.13.5.12 - FUNDING

Current through Register Vol. 35, No. 13, July 16, 2024
Depending on available funds, the maximum award is limited to
				  eight thousand five hundred dollars ($8,500) per applicant. Applicants shall
				  provide a minimum match valued at twenty-five percent (25%) of the total grant
				  award in either cash or in-kind services or materials as identified in
				  Subsection B of
				  1.13.5.11
				  NMAC. The match shall be rendered during the project period as specified in the
				  grant award.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 5 - NEW MEXICO HISTORICAL RECORDS GRANT PROGRAM GUIDELINES › Section 1.13.5.13 - APPLICATION FOR HISTORICAL RECORDS GRANTS

Current through Register Vol. 35, No. 13, July 16, 2024
A. An applicant shall submit one completed
				application with original signatures and supporting documents and the number of
				identical copies as specified on the application. An applicant may submit
				attachments to support its application.
B. The following information shall be
				included in the application:
(1) applicant
				information including legal name, data universal numbering system number,
				address, contact name, phone number and e-mail address (if
				available);
(2) signature by an
				individual legally authorized to obligate the applicant;
(3) project title and amount of both the
				grant request and the proposed match;
(4) applicant's status as defined in
				Subsection A of 1.13.5.8 NMAC;
(5)
				a summary statement of no more than 200 words in length that briefly summarizes
				the nature and purpose of the project proposed for funding;
(6) a project description narrative limited
				to four pages in length submitted on the form prescribed by the administrator;
				the narrative shall explain the significance of the material to be affected by
				the project, the scope of work to be performed and the outcome and impact that
				the completed project would produce;
(7) the budget and budget narrative for the
				project submitted on the form prescribed by the administrator;
(8) the project work plan for the project
				submitted on the form prescribed by the administrator; and
(9) required attachments including:
(a) project work plan;
(b) project budget;
(c) statement demonstrating the applicant's
				legal custody of the affected records, or written permission from the
				organization that has legal custody;
(d) collection policy or statement from the
				affected organization's governing body indicating its commitment to sound
				practices concerning the historical material included in the project;
(e) a letter from the affected organization's
				governing body indicating support of the project and continuation of the
				project's purposes beyond the grant period;
(f) resumes of key personnel;
(g) job descriptions of staff to be
				hired;
(h) contractor and vendor
				scopes of work and minimum qualifications; and
(i) cost proposals or quotes from each
				contractor and vendor.
(10) a non-profit organization must also
				submit:
(a) a copy of its tax-exempt or
				501(c)(3), or equivalent, status;
(b)a copy of certification of its good
				standing status with the New Mexico secretary of state; and
(c) evidence that it has made provisions for
				the transfer of its holdings to a like organization or an appropriate
				repository for public access upon dissolution.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 5 - NEW MEXICO HISTORICAL RECORDS GRANT PROGRAM GUIDELINES › Section 1.13.5.14 - REVIEW PROCESS

Current through Register Vol. 35, No. 13, July 16, 2024
Grant applications shall be subjected to a four-stage
				  process.
A. First, all applications
				shall be screened for eligibility and compliance with 1.13.5 NMAC.
				Organizations that have submitted ineligible and non-compliant applications
				shall be notified by commission staff.
B. Second, eligible applications shall be
				reviewed for technical content by commission professional staff. At this level
				applicants may be advised of areas that need clarification.
C. Third, eligible proposals shall be
				evaluated by the New Mexico historical records advisory board and ranked
				according to published evaluation criteria published in 1.13.5.15
				NMAC.
D. Fourth, recommendations
				for funding shall be submitted to the administrator for consideration and final
				approval.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 5 - NEW MEXICO HISTORICAL RECORDS GRANT PROGRAM GUIDELINES › Section 1.13.5.15 - EVALUATION CRITERIA

Current through Register Vol. 35, No. 13, July 16, 2024
Grant applications shall be evaluated on the following
				  criteria:
A. significance of the
				materials;
B. scope of
				work;
C. outcome and
				impact;
D. project
				budget;
E. entities that have never
				received a historical records grant;
F. entities that have not received a
				historical records grant for three or more fiscal years prior to the fiscal
				year in which the grant period will occur; and
G. conditions identified by the national
				historical publications and records commission for grant recipients as outlined
				in the commission's federal grant award.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 5 - NEW MEXICO HISTORICAL RECORDS GRANT PROGRAM GUIDELINES › Section 1.13.5.16 - POST-AWARD REQUIREMENTS

Current through Register Vol. 35, No. 13, July 16, 2024
Successful grant applicants shall comply with the following
				  post-award requirements:
A. Register
				as a vendor pursuant to state law.
B. Execute a grant agreement or grant
				contract with the commission.
C.
				Display the commission, New Mexico historical records advisory board and
				national historical publications and records commission logos and note
				financial support on all printed materials and websites promoting the grant
				project.
D. Where applicable,
				include an online publishing component to increase the public's online access
				to descriptive information and digital collections.
E. Submit interim reports by January 31 of
				the fiscal year for which the grant award is made or as required in the grant
				agreement or grant contract on the form prescribed by the administrator.
				Progress reported shall be substantially in line with the project work plan
				included in the grant agreement or grant contract. Any appreciable deviation
				from the work plan shall be justified in the progress report.
(1) If work has not been initiated as
				stipulated in the grant agreement or grant contract, the commission reserves
				the right to nullify the entire grant award.
(2) If progress reported lags substantially
				behind that described in the grant agreement or grant contract, the grant
				administrator shall review the project, consult with the grantee to determine
				whether timely completion of the project is feasible and make a recommendation
				to the administrator on continuation of the project. Based on the
				recommendation, the commission reserves the right to terminate the grant or
				require an amended scope of work and reduced award.
(3) Failure to submit the interim report by
				the established deadline may result in suspension of further reimbursements or
				payments until the report is submitted and accepted. If the report is not
				submitted within 30 days of the due date of the interim report, no further
				requests for reimbursements or payments shall be honored until the report is
				received.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 7 - NEW MEXICO OFFICE OF THE STATE HISTORIAN SCHOLARS PROGRAM › Section 1.13.7.2 - SCOPE

Current through Register Vol. 35, No. 13, July 16, 2024
Scholars meeting the eligibility requirements set forth in
				  1.13.7 NMAC to pursue research at New Mexico archival
				  repositories.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 7 - NEW MEXICO OFFICE OF THE STATE HISTORIAN SCHOLARS PROGRAM › Section 1.13.7.3 - STATUTORY AUTHORITY

Current through Register Vol. 35, No. 13, July 16, 2024
Section
				  14-3-6 NMSA
				  1978 provides that the state records administrator shall adopt regulations
				  necessary for carrying out the Public Records Act, which governs the management
				  of the public records, including those held in the state archives.
[The program was first funded through a special appropriation
				  in Laws 2005, Chapter 34, Section 4, Subsection E. Money to continue the
				  program was included in the agency's subsequent fiscal year base
				  budget.]
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 7 - NEW MEXICO OFFICE OF THE STATE HISTORIAN SCHOLARS PROGRAM › Section 1.13.7.5 - 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 7 - NEW MEXICO OFFICE OF THE STATE HISTORIAN SCHOLARS PROGRAM › Section 1.13.7.6 - OBJECTIVE

Current through Register Vol. 35, No. 13, July 16, 2024
To promote an understanding and appreciation of New Mexico
				  history by providing financial incentive to fellows conducting research on New
				  Mexico history and cultures.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 7 - NEW MEXICO OFFICE OF THE STATE HISTORIAN SCHOLARS PROGRAM › Section 1.13.7.7 - DEFINITIONS

Current through Register Vol. 35, No. 13, July 16, 2024
A.
Fellowship
means a contract with the state records center and
				archives, under the terms of which the contractor (fellow) receives
				compensation for research and other deliverables as defined in the contract and
				pursuant to the provisions of 1.13.7 NMAC.
B.
Research
means, for purposes
				of 1.13.7 NMAC, research conducted using primary sources from New Mexico
				archival repositories containing material relative to the history and cultures
				of New Mexico.
C.
Independent
				scholar
means an individual, regardless of academic credentials, who is
				recognized as an authority in any field or discipline that advances an
				understanding and appreciation of New Mexico history. Independent scholars may
				include individuals such as community historians, tribal elders, etc.
D.
Archival repository
means an
				archival repository in New Mexico that contains material relative to the
				history and cultures of New Mexico.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 7 - NEW MEXICO OFFICE OF THE STATE HISTORIAN SCHOLARS PROGRAM › Section 1.13.7.8 - ELIGIBILITY

Current through Register Vol. 35, No. 13, July 16, 2024
Applicants for fellowships shall meet the requirements
				  described below.
A. An applicant
				shall:
(1) be enrolled in a graduate program
				in an accredited college or university and conducting research toward a
				graduate degree at that institution, subject to the provisions of Subsection B
				of 1.13.7.8 NMAC; or
(2) hold a
				graduate degree in a field or discipline from an accredited college or
				university, subject to the provisions of Subsection B of 1.13.7.8 NMAC;
				or
(3) be an independent
				scholar.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 7 - NEW MEXICO OFFICE OF THE STATE HISTORIAN SCHOLARS PROGRAM › Section 1.13.7.9 - FELLOWSHIPS - TERMS AND CONDITIONS

Current through Register Vol. 35, No. 13, July 16, 2024
A. Fellowships shall be awarded for a maximum
				of $1,000 per month. The amount of a fellowship shall be determined by budget
				availability. The funding shall be used to support research relating to the
				advancement of an understanding and appreciation of New Mexico history and
				cultures.
B. The duration of a
				fellowship shall be one to two months, except as provided in Subsection C of
				1.13.7.9 NMAC, and shall be determined by the nature of the proposed research
				project and budget availability.
C.
				A fellowship with duration of greater than two months may be awarded, if the
				proposed research is sufficiently extensive and the benefit to the state of New
				Mexico and to the advancement of an understanding and appreciation of New
				Mexico history is determined to be sufficiently significant. The sufficiency of
				the research and the significance of the benefit shall be determined by the
				fellowship awards committee.
D.
				Fellowships shall be awarded only for research projects based on research
				conducted using primary sources available in New Mexico archival repositories
				containing material relative to the history and cultures of New Mexico. A
				minimum of 80 hours per month of on-site research in these archival
				repositories shall be required.
E.
				Fellowships shall be awarded only for research projects that shall benefit the
				state of New Mexico and its citizens by advancing an understanding and
				appreciation of New Mexico history.
F. Each fellow shall be required to meet the
				post-award requirements set forth in 1.13.7.13 NMAC.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 7 - NEW MEXICO OFFICE OF THE STATE HISTORIAN SCHOLARS PROGRAM › Section 1.13.7.10 - APPLICATION FOR FELLOWSHIP

Current through Register Vol. 35, No. 13, July 16, 2024
A. An
				applicant for a fellowship shall complete an application package that shall
				contain the following items.
(1) A signed
				cover letter that shall contain, at a minimum:
(a) a statement explaining the applicant's
				interest in the scholar's program;
(b) the eligibility criterion under which the
				application is being made (see 1.13.7.8 NMAC);
(c) the length of the fellowship requested
				and the preferred dates of the fellowship (within the time limits set forth in
				1.13.7.14 NMAC); and
(d) the amount
				of the fellowship requested (see 1.13.7.9 NMAC).