New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 30 - DESTRUCTION OF PUBLIC RECORDS AND NON-RECORDS › Section 1.13.30.7 - DEFINITIONS

Current through Register Vol. 35, No. 13, July 16, 2024
A.
"Chief records
				officer"
means a person designated by an agency's records custodian to
				administrate the agency's records management program, refer to
				1.13.12.10
				NMAC.
B.
"Confidential"
means information provided to, created by or
				maintained by a government agency and that is exempt from release under state
				or federal laws.
C.
"Custodial agency"
means the agency responsible for the creation,
				maintenance, safekeeping and preservation of public records, regardless of
				physical location.
D.
"Degaussing"
means the process of removing magnetism from
				magnetically recorded tape thereby rendering the information
				unreadable.
E.
"Destruction"
means the disposal of records of no further
				operational, legal, fiscal or historical value by shredding, burial, pulping,
				electronic overwrite or some other process, resulting in the obliteration of
				information contained on the record.
F.
"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).
G.
"Functional records retention and
				disposition schedule"
means a rule adopted by the commission pursuant to
				Section
				14-3-6 NMSA
				1978 describing the function of records, establishing a timetable for their
				life cycle and providing authorization for their disposition.
H.
"Inactive record"
means a
				record no longer needed to conduct current business but required to be
				maintained for operational, legal, fiscal or historical purposes until it meets
				its retention.
I.
"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.
J.
"On-site
				destruction"
means destruction of records approved by the state records
				administrator to be destroyed at a location other than the records
				center.
K.
"Permanent
				records"
means records considered unique or so valuable in documenting
				the history or business of an organization that they are preserved in an
				archives.
L.
"Records"
means information preserved by any technique in any medium now known or later
				developed, that can be recognized by ordinary human sensory capabilities either
				directly or with the aid of technology.
M.
"Records liaison officer"
means a person designated by the records custodian to interact with the state
				commission of public records, refer to
				1.13.12.11
				NMAC.
N.
"Records
				management"
means the systematic control of all records from creation or
				receipt through processing, distribution, maintenance and retrieval, to their
				ultimate disposition.
O.
"Recycling"
means the process that recovers the raw materials of a
				medium allowing for the reuse of various media. Overwriting on magnetic media
				is a means of recycling.
P.
"Retention"
means the period of time during which records shall be
				maintained by an organization because they are needed for operational, legal,
				fiscal, historical or other purposes.
Q.
"State archives"
means the
				principle location within the state records center and archives that maintains,
				preserves and makes available to the public the permanent and historical
				records of the state of New Mexico.
R.
"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.
S.
"Trigger event"
means the event which begins the retention
				period.