New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 3 - MANAGEMENT OF ELECTRONIC RECORDS › Section 1.13.3.7 - DEFINITIONS

Current through Register Vol. 35, No. 13, July 16, 2024
A.
"Administrator"
means the state records administrator (Section
				14-3-2
				NMSA 1978).
B.
"Agency"
means any state agency, department, bureau, board,
				commission, institution or other organization of the state government,
				including district courts.
				14-3-2 and
				14-3-15
				NMSA 1978.
C.
"Application"
means a software program designed for end user to do work,
				such as word processing, accounting, or illustrating. Software programs such as
				wordperfect, excel, and pagemaker are examples of end user
				applications.
D.
"Archives"
means a place where public records or other historical
				documents are kept.
E.
"Commission of public records"
means the governing body of the state
				records center and archives.
F.
"Computer"
means an electronic device designed to accept data
				(input), perform prescribed mathematical and logical operations at high speed
				(processing), and supply the results of these operations (output). This
				includes, but is not limited to, mainframe computers, minicomputers, and
				microcomputers, personal computers, portable computers, pocket computers,
				tablet computers, telephones capable of storing information, PDAs, smart phones
				and other devices.
G.
"Custodial agency"
means the agency responsible for the maintenance,
				care, or keeping of public records, regardless of whether the records are in
				that agency's actual physical custody and control.
H.
"Custodian"
means the person
				(guardian) responsible for the maintenance, care, or keeping of a public body's
				records, regardless of whether the records are in that person's actual physical
				custody and control. The statutory head of the agency using or maintaining the
				records or their designee.
I.
"Custody"
means the guardianship or records, archives, and
				manuscripts, which may include both physical possession (protective
				responsibility) and legal title (legal responsibility).
J.
"Data"
is the plural for
				"datum" which means a single piece of information. Data refers to a collection
				of information, electronic or non-electronic. Data can also refer to raw facts,
				figures, or symbols.
K.
"Database"
means a structured collection of records or data that is
				stored in a computer system. A database relies upon software to organize the
				storage of the data and to enable a person or program to extract desired
				information.
L.
"Destruction"
means the disposal of records of no further value by
				shredding, burial, incineration, pulping, electronic overwrite, or some other
				process, resulting in the obliteration of information contained on the
				record.
M.
"Disposition"
means the final action that puts into effect the results
				of an appraisal decision for a series of records; i.e., transfer to archives or
				destruction.
N.
"Draft
				copies"
means the working copies (rough versions) of documents prior to
				a draft final (conclusive document) being produced.
O.
"Draft final"
means the
				conclusive document produced.
P.
"Electronic records"
means records whose informational content has
				been encoded and recorded on a medium like magnetic tape, drums, discs, or
				punched paper tape and can be retrieved by finding aids known as software
				documentation. The encoded information is retrievable only with the help of a
				computer.
Q.
"Filing"
means the process of sequencing and sorting records to make them easy to
				retrieve when needed.
R.
"General schedule"
means records retention and disposition schedule that
				specifies the disposition of support records common to many offices or agencies
				within government
S.
"Human
				readable form"
means information that can be recognized and interpreted
				without the use of technology.
T.
"Information"
means data that has been transformed and made more
				valuable by processing.
U.
"Information system"
means an electronic framework by which hardware and
				software resources are coordinated to manipulate and convert inputs into
				outputs in order to achieve the objective of an enterprise.
V.
"Information system database"
means a subset of logically arranged data stored on media accessible by the
				computer.
W.
"Life
				cycle"
means the life span of a record from its creation or receipt to
				its final disposition.
X.
"Medium, media"
means the physical material on which information
				can be recorded.
Y.
"Microforms"
means microfilm media, including reels, fiche,
				jackets, and computer output microfilm (COM) containing micro images.
Z.
"Non-records or non-essential
				records"
means records listed on a records retention schedule for
				routine destruction, the loss of which presents no obstacle to restoring daily
				business. The following specific types of materials are non-records: extra
				copies of correspondence documents preserved only for convenience of reference
				blank forms or books which are outdated materials neither made nor received in
				pursuance of statutory requirements nor in connection with the functional
				responsibility of the office or agency preliminary and non-final drafts of
				letters, reports, and memoranda which may contain or reflect the working or
				deliberative process by which a final decision or position of the agency,
				board, department, or subdivision thereof is reached shorthand notes,
				stenographic tapes, mechanical recordings which have been transcribed, except
				where noted on agency retention schedules routing and other interdepartmental
				forms which are not significant evidence of the activity concerned and do not
				otherwise have value as described above stocks of publications already sent to
				archives and processed documents preserved for supply purposes only form and
				guide letters, sample letters, form paragraphs subject files, including copies
				of correspondence, memoranda, publications, reports, and other information
				received by agency and filed by subject (also referred to as reading files or
				information files).
AA.
"Operating system"
means the master control software that runs a
				computer. When the computer is turned on, the operating system is the first
				program that gets loaded into the memory of the machine.
BB.
"Permanent records"
means
				records considered being unique or so valuable in documenting the history or
				business or an organization that they are preserved in an archives.
CC.
"Permanent archival records"
means records identified in either general records retention and disposition
				schedule or a program records retention and disposition schedule possessing a
				retention requirement of transfer to the SRCA.
DD.
"Personal digital
				assistant"
means a handheld device that combines computing, telephone,
				fax, and networking features. PDAs are also called palmtops, hand-held
				computers and pocket computers. A PDA is a small computer that literally fits
				in your palm. Palmtops that use a pen rather than a keyboard for input are
				often called hand-held computers or PDAs. Because of their small size, most
				palmtop computers do not include disk drives. However, many contain slots in
				which you can insert disk drives, modems, memory, and other devices. Palmtops
				are also called PDAs, hand-held computers and pocket computers.
EE.
"Program"
means a coded set
				of instructions, written by humans, that directs a computer's functions. The
				program can be stored on disk (in which case the program is software) or in a
				chip (which is firmware).
FF.
"Public records"
means all books, papers, maps, photographs, or
				other documentary materials, regardless of physical form or characteristics,
				made or received by any agency in pursuance of law or in connection with the
				transaction of public business, preserved or appropriate for preservation, by
				the agency or its legitimate successor as evidence of the organization,
				functions, policies, decisions, procedures, operations or other activities or
				the government, or because of the informational and historical value of data
				contained therein (14-3-2
				NMSA 1978).
GG.
"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 (1.13.70
				NMAC).
HH.
"Records
				center"
means a facility designed and constructed to provide low-cost,
				efficient storage and reference service on records that have become inactive
				but have not reached their disposition date. The state records center, as
				defined by 14-3-2(E), NMSA 1978, is the "...central records depository which is
				the principal state facility for the storage, disposal, allocation or use of
				non-current records of agencies, or materials obtained from other
				sources."
II.
"Records
				custodian"
means the statutory head of the agency or their
				designee.
JJ.
"Records
				liaison officer"
means the individual in the custodial agency designated
				by the records custodian to cooperate with, assist, and advise the state
				records administrator in the performance of the administrator's duties
				(14-3-4,
				NMSA 1978). The records liaison officer in an agency is responsible for
				implementing the records retention and disposition schedules within their
				agency. The records liaison officer is also responsible for authorizing the
				storage and or destruction of their agency's records.
KK.
"Records retention and disposition
				schedules"
means rules adopted by the commission pursuant to Section
				14-3-6 NMSA
				1978 describing records of an agency, establishing a timetable for their life
				cycle and providing authorization for their disposition.
LL.
"Records series"
means file
				units, documents, or electronic records arranged according to a filing system
				or maintained as a unit because they relate to a particular subject or
				function, result from the same activity, have a particular form, or share some
				other relationship arising from their creation, receipt, or use.
MM.
"Recycle bin"
means an icon
				on a microsoft windows based operating system desktop that represents a
				directory where deleted files are temporarily stored. This enables and user to
				retrieve files that you may have accidentally deleted or delete the files
				permanently.
NN.
"Scheduling"
means the action of establishing retention periods for
				records and providing for their proper disposition at the end of active
				use.
OO.
"Smart
				phones"
means a phone that uses an identifiable operating system, often
				with the ability to add applications (e.g. for enhanced data processing,
				internet connectivity or electronic message).
PP.
"Software"
means the set of
				instructions for a computer to carry out a specified procedure.
QQ.
"System"
means an integrated
				framework that has one or more objectives and coordinates the resources needed
				to convert inputs to outputs. The word system often is used in a generic sense
				in referring to a computer setup--what type of computer and cpu operating
				system, how much hard disk space, how much memory, or what software package and
				peripherals are used.
RR.
"Transfer"
means moving inactive records to a records center or
				archives. Moving records into the SRCA also includes the transfer of custody
				from the custodial agency to the SRCA.
SS.
"TIFF"
means tagged image
				file format, a standardized format for storage of digitalized images, which
				contains a header or tag that defines the exact data structure of the
				associated image.
TT.
"USB
				flash drives"
means a small, portable flash memory card that plugs into
				a computer's USB port and functions as a portable hard drive. USB flash drives
				are small and can plug into any computer with a USB drive.
UU.
"Vital records"
means
				records essential to the continuing operation of an agency. They are either
				intrinsically irreplaceable or irreplaceable because copies do not have the
				same value as the originals. They are essential to the continuity of services
				during a disaster or to the restoration of daily business when it has been
				interrupted. They are the records that would be required to protect the legal
				and financial interests of an agency, preserve the rights of the people, and
				resume operations after a major disaster like fire or flood.
VV.
"Voice mail"
means a
				telecommunication message that is digitized and can be stored and subsequently
				retrieved in audio or visual format.
WW.
"Working copies"
means the
				rough versions of documents prior to a conclusive document produced.