New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 5 - NEW MEXICO HISTORICAL RECORDS GRANT PROGRAM GUIDELINES › Section 1.13.5.7 - DEFINITIONS

Current through Register Vol. 35, No. 13, July 16, 2024
A.
"Access"
means the availability of archives, records or manuscripts in terms of
				physical condition, legal permission and intellectual entry.
B.
"Accession"
means a term
				used as both a noun and a verb for the act and procedures involved in a
				transfer of legal title and the taking of records or papers into the physical
				custody of an archival agency, records center or manuscript repository and the
				materials involved in such a transfer
C.
"Administrator"
means the
				state records administrator
D.
"Archives"
means the non-current records of an organization or
				institution preserved because of their continuing value in meeting the needs of
				the creating organization.
E.
"Arrangement of collections"
means the process and results of
				organizing records or manuscripts, particularly by function or activity of
				their creator
F.
"Collection
				policy"
means a statement adopted by an archival agency, records center
				or manuscript repository to guide its accessioning and de-accessioning
				decisions in order to carry out its formal mission.
G.
"Commission"
refer to Public
				Records Act, Section 14-3-2(C) NMSA 1978.
H.
"Data universal numbering system
				number"
means a unique, nine digit identification number issued by Dun
				and Bradstreet.
I.
"Deaccession"
means the act, or the materials involved in the act,
				of a transfer out of the custody of an archives and is the opposite of
				accession.
J.
"Documentary
				edition"
means a published edition of documents derived directly from
				original records and often accompanied by editorial commentary and
				annotations.
K.
"Evaluation"
means a mechanism by which the effectiveness of the project can be
				measured by describing the extent to which a project's goals have been met.
				Narrative, graphic or statistical methods can be used to assess the product or
				to analyze the process. Participant or user assessments are also helpful in
				some cases.
L.
"Finding
				aid"
means a descriptive device created by an archives, records center
				or repository to establish the size, condition, content or arrangement of a
				collection or record group.
M.
"Non-profit organization"
means any organization, which by its
				articles of association and bylaws prohibits acts of private inurement, that
				is, transferring of the organization's earnings to persons in their private
				capacity; nonprofit organizations are required to use their earnings for their
				program activities and these earnings are tax-exempt if the organization has
				met the approval of the internal revenue service as falling within a category
				such as 501(c) (3).
N.
"Original records"
means archives or public records as created by
				a governmental or quasi-governmental body and manuscripts such as letters,
				diaries, photographs or other first-hand reports.
O.
"Political subdivisions"
means any county; incorporated city; town or village; drainage,
				conservancy, irrigation, water and sanitation or other district; mutual
				domestic association; public water cooperative association; community ditch
				association; or community land grant organizes and governed pursuant to Chapter
				49, Article 1 NMSA 1978.
P.
"Preservation"
means the provision of adequate facilities for the
				protection, care and maintenance of archives, records and manuscripts,
				particularly to promote their future availability.
Q.
"Public officer"
refer to
				Governmental Conduct Act, Section 10-16-2(I) NMSA 1978.
R.
"Supply inventory"
includes
				expenditures for furniture, fixtures, machinery, or other equipment that cost
				less than one thousand dollars ($1,000) per unit.