New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 10 - RECORDS STORAGE AND ACCESS › Section 1.13.10.7 - 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
				1.13.12.9
				NMAC.
B.
"Custodial
				agency"
means the agency responsible for the creation, maintenance,
				safekeeping and preservation of public records, regardless of physical
				location.
C.
"Custody"
means the guardianship of records, archives and manuscripts, which may include
				both physical possession (protective responsibility) and legal title (legal
				responsibility).
D.
"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.
E.
"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).
F.
"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.
G.
"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.
H.
"Master
				microfilm"
means the original microform produced from which duplicates
				or intermediates can be obtained.
I.
"Microphotography"
means the
				transfer of images onto film and electronic imaging or other information
				storage techniques that meet the performance guidelines for legal acceptance of
				public records provided by information system technology pursuant to rules
				adopted by the commission.
J.
"Non-record"
means extra copies of documents kept solely for
				convenience of reference, stocks of publications, 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.
K.
"Pending litigation"
means
				threatened, pending or active proceedings in a court of law whose activity is
				in progress but not yet completed.
L.
"Pick-up only personnel"
means personnel authorized by a records custodian, chief records officer or
				record liaison officer to only pick-up records from the records
				center.
M.
"Records liaison
				officer"
means a person designated by the records custodian to interact
				with the state commission of public records, refer to
				1.13.12.10
				NMAC.
N.
"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.
O.
"Trigger event"
means the event which begins the retention
				period.