reglab/statecodes huggingface dataset:
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 1.13.7.11 - FUNDING AND COMPENSATION

Current through Register Vol. 35, No. 13, July 16, 2024
A. The
				New Mexico office of the state historian scholars program is contingent on
				sufficient appropriation and operating budget.
B. Although an applicant shall request,
				pursuant to 1.13.7.10 NMAC, a fellowship for a given amount, duration and time,
				the decisions concerning these issues shall be made by the fellowship awards
				committee and shall be based on funding availability, the nature of the
				proposed research and access to collections and the number of fellowships
				awarded. All research and all post-award requirements conducted under a
				fellowship shall be completed by the end date of the fellowship period and, in
				all cases, no later than June 30 of the fiscal year in which the fellowship is
				awarded.
C. A successful applicant
				shall enter into a contract issued by the state records center and archives,
				which shall describe the specific research topic, research requirements,
				specific deliverables, timetables and compensation provisions.
D. As set forth in 1.13.7.8 NMAC,
				compensation shall not exceed $1000 per month. For a fellowship of one-month
				duration, payment shall be made at the conclusion of the fellowship, subject to
				the successful completion of all fellowship requirements. For a fellowship of
				duration of longer than one month, payment shall be made monthly, subject to
				the successful completion of identified deliverables. The deliverables shall be
				delineated in the acceptance agreement.
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 1.13.7.12 - REVIEW AND AWARD PROCESS

Current through Register Vol. 35, No. 13, July 16, 2024
A. The
				staff of the office of the state historian, a division of the state records
				center and archives, shall conduct an initial review of all applications to
				ensure that all required materials have been received and that the applicant
				meets the minimum qualifications. Applicants who do not meet minimum
				qualifications or whose applications are incomplete shall be notified in
				writing; however, application packages shall not be returned.
B. Qualifying applications shall be reviewed
				and rated and fellowships awarded, using an established rating system which
				shall take into consideration such factors as qualifications of the applicant,
				proposed use of identified archival collections, practicality of the proposal,
				value and use of proposed research in the advancement of the understanding and
				appreciation of New Mexico history, and budget availability.
C. Qualifying applications shall be reviewed
				and rated and awards made by a fellowship awards committee. Members of the
				committee shall be the state historian, two archivists, and two historians who
				shall be qualified by academic credentials or experience to evaluate the
				significance of the historical research proposed. The four members shall be
				appointed by the state historian, subject to the approval of the state records
				administrator. Members of the committee shall serve without compensation and
				shall declare any conflict of interest with respect to any applicant and shall
				not participate in the evaluation of any application where such a conflict may
				exist.
D. During the review
				process, the committee may request clarifying information from applicants, but
				the decisions of the committee shall be final.
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 1.13.7.13 - POST-AWARD REQUIREMENTS

Current through Register Vol. 35, No. 13, July 16, 2024
Successful fellowship applicants shall comply with the
				  following post-award requirements.
A.
				Research work shall take place at New Mexico archival repositories containing
				material relative to the history and cultures of New Mexico.
B. Prior to the conclusion of the fellowship
				period, each fellow shall be required to give a public lecture based on the
				research accomplished during the fellowship period.
C. Each fellow shall be required to submit a
				report of research findings prior to the conclusion of the fellowship. Each
				fellow shall produce and submit a three-page or longer, historical essay that
				may be included in the New Mexico history web project. In addition, the fellow
				shall submit any completed research findings that result in reports, papers,
				chapters and manuscripts to the state records center and archives. All
				submitted material shall be included in the state archives unpublished
				manuscript collection and shall be accessible to the public. Failure to comply
				with this requirement shall require immediate reimbursement to the state of the
				fellowship award. These requirements shall be further defined in the acceptance
				agreement.
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 1.13.7.14 - TIMETABLE - APPLICATIONS AND AWARDS

Current through Register Vol. 35, No. 13, July 16, 2024
A. Completed applications shall be received
				by the office of the state historian by the deadline set forth in the call for
				proposals.
B. The staff of the
				office of the state historian shall conduct an initial review to determine if
				applications are complete and applicants meet minimum qualification within ten
				working days of the receipt of applications.
C. The fellowship review committee shall
				conduct its review and evaluation process of qualifying applications and award
				fellowships within one month of deadline set forth in the call for proposals.
				Successful applicants shall be notified by e-mail or, if an applicant has no
				e-mail address, by registered mail, return receipt requested. An applicant
				shall satisfy the requirements of Subsections D and E of 1.13.7.14 NMAC prior
				to beginning research and within the timeframes specified or the award may be
				rescinded.
D. Successful applicants
				shall notify the office of the state historian, a division of the state records
				center and archives, of their acceptance or rejection of fellowships within
				five days of notification of award. Notification shall be made by e-mail, or if
				the applicant has no e-mail address, by registered U.S. mail, return receipt
				requested.
E. Acceptance agreements
				shall be completed and signed prior to the beginning of research or within one
				month of notification of acceptance, whichever is earlier.
F. All research and deliverables identified
				in the acceptance agreement shall be completed by the end of the fellowship
				period, but in all cases no later than June 30 of the fiscal year in which the
				fellowship is awarded.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 8 - NEW MEXICO OFFICE OF THE STATE HISTORIAN SERVICE LEARNING STUDENT INTERNSHIP PROGRAM (REPEALED) › Section 1.13.8.12 - REVIEW AND AWARD PROCESS (Repealed)

Current through Register Vol. 35, No. 13, July 16, 2024
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 8 - NEW MEXICO OFFICE OF THE STATE HISTORIAN SERVICE LEARNING STUDENT INTERNSHIP PROGRAM (REPEALED) › Section 1.13.8.14 - TIMETABLE - APPLICATIONS AND AWARDS (Repealed)

Current through Register Vol. 35, No. 13, July 16, 2024
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 9 - NEW MEXICO HISTORICAL RECORDS ADVISORY BOARD › Section 1.13.9.3 - STATUTORY AUTHORITY

Current through Register Vol. 35, No. 13, July 16, 2024
Section
				  14-3-14 NMSA 1978
				  authorizes the state commission of public records, 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 requires each state to appoint a state historical
				  records advisory board to be eligible to receive national historical
				  publications and records commission grants.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 9 - NEW MEXICO HISTORICAL RECORDS ADVISORY BOARD › Section 1.13.9.5 - EFFECTIVE DATE

Current through Register Vol. 35, No. 13, July 16, 2024
January 12, 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 9 - NEW MEXICO HISTORICAL RECORDS ADVISORY BOARD › Section 1.13.9.6 - OBJECTIVE

Current through Register Vol. 35, No. 13, July 16, 2024
To establish a process for the state commission of public
				  records to appoint members to a state historical records advisory
				  board.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 9 - NEW MEXICO HISTORICAL RECORDS ADVISORY BOARD › Section 1.13.9.7 - DEFINITIONS

Current through Register Vol. 35, No. 13, July 16, 2024
A.
"Administrator"
refer to Public Records Act, Section 14-3-2(A) NMSA
				1978.
B.
"Agency"
refer to Public Records Act, Section 14-3-2(B) NMSA 1978.
C.
"Archives"
refer to
				1.13.10.7 NMAC.
D.
"Archives
				and historical services division"
refer to 1.13.10.7 NMAC.
E.
"Commission"
refer to Public
				Records Act, Section 14-3-2(C) NMSA 1978.
F.
"Coordinator"
means the
				state coordinator for the New Mexico Historical Records Advisory
				Board.
G.
"Public
				record"
refer to Public Records Act, Section 14-3-2(G) NMSA
				1978.
H.
"Records
				center"
refer to Public Records Act, Section 14-3-2(H) NMSA
				1978.
I.
"Records management
				division"
refer to 1.13.10.7 NMAC.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 9 - NEW MEXICO HISTORICAL RECORDS ADVISORY BOARD › Section 1.13.9.8 - ABBREVIATIONS AND ACRONYMS

Current through Register Vol. 35, No. 13, July 16, 2024
A.
"CFR"
stands for code of federal regulations.
B.
"NHPRC"
stands for national
				historical publications & records commission.
C.
"NMAC"
stands for New Mexico
				administrative code.
D.
"NMHRAB"
stands for New Mexico historical records advisory
				board.
E.
"NMSA"
stands for New Mexico statutes annotated.
F.
"USC"
stands for United
				States code.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 9 - NEW MEXICO HISTORICAL RECORDS ADVISORY BOARD › Section 1.13.9.9 - NEW MEXICO HISTORICAL RECORDS ADVISORY BOARD RESPONSIBILITIES

Current through Register Vol. 35, No. 13, July 16, 2024
A. The NMHRAB is an
				advisory group appointed by the commission for the purpose of coordinating
				state and local historical records projects within the state.
B. The commission may receive NHPRC grants to
				support the work of the NMHRAB; to operate statewide historical records
				services; and to make sub-grants to eligible organizations within the state in
				support of historical records activities.
C. The NMHRAB shall develop, revise and
				submit to the NHPRC an annual state plan including priorities for state
				historical records projects.
D. The
				NMHRAB shall review and comment on applications for NHPRC records projects
				grants submitted from New Mexico, according to the manual of suggested
				practices issued by the NHPRC.
E.
				The NMHRAB should meet at least twice a year and at such other times as it
				deems necessary and as necessary funding permits.
F. A member failing to attend two consecutive
				regular and properly notices meeting of the NMHRAB without reasonable excuse
				may be removed from the board at the next commission meeting.
G. A majority of the NMHRAB currently serving
				constitutes a quorum.
H. With the
				exception of an immediate resignation or removal by the commission, NMHRAB
				members will continue to serve until a successor has been appointed by the
				commission.
I. The NMHRAB may
				recommend the adoption, amendment or repeal of rules related to the
				administration of the NMHRAB to the commission for rulemaking action.
J. Members of the NMHRAB shall serve without
				compensation other than actual expenses of attending meetings of the NMHRAB or
				while in performance of their official duties in connection with the business
				of the NMHRAB.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 9 - NEW MEXICO HISTORICAL RECORDS ADVISORY BOARD › Section 1.13.9.10 - NMHRAB COORDINATOR RESPONSIBILITIES

Current through Register Vol. 35, No. 13, July 16, 2024
A. The coordinator is responsible for the
				NHPRC state program.
B. The state
				records administrator shall serve as the coordinator.
C. The coordinator shall report the NMHRAB
				appointment process, membership and recommendations to the NHPRC at least on an
				annual basis.
D. The coordinator
				shall serve as the chair of the NMHRAB.
E. The coordinator shall appoint a deputy
				state coordinator to assist in carrying out the duties and responsibilities of
				the coordinator and to serve as an acting coordinator at the coordinator's
				direction or upon the coordinator's absence, resignation or inability to
				serve.
F. The coordinator will
				provide for the timely orientation and training of new members to the NMHRAB.
				Training should include orientation to all statutes, rules, policies and
				procedures of the NMHRAB.
G. The
				coordinator may recommend the adoption, amendment or repeal of rules relating
				to the administration of the NMHRAB to the commission for rulemaking
				action.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 9 - NEW MEXICO HISTORICAL RECORDS ADVISORY BOARD › Section 1.13.9.11 - NMHRAB APPOINTMENT AND COMPOSITION

Current through Register Vol. 35, No. 13, July 16, 2024
A. The NMHRAB shall consist of six members
				appointed by the commission and the coordinator.
B. Members appointed by the commission will
				serve three-year terms; provided that at the time of initial appointment, the
				commission may appoint members to abbreviated terms to allow staggering of
				subsequent appointments. Vacancies will be filled in the manner of the original
				appointment.
C. A majority of the
				NMHRAB members should have recognizable experience in the administration of
				records, manuscripts or archives.
D. The NMHRAB should be as broadly
				representative as possible of the public and private archives, records offices,
				and research institutions and organizations of New Mexico.
E. The coordinator will solicit
				recommendations for membership from the current NMHRAB and submit NMHRAB
				approved recommendations to the commission.
F. The commission's decision with reference
				to appointments will be entered on its minutes and the coordinator will then
				notify the appointed member(s) regarding the date of appointment and term of
				appointment.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 10 - RECORDS STORAGE AND ACCESS › Section 1.13.10.6 - OBJECTIVE

Current through Register Vol. 35, No. 13, July 16, 2024
To establish requirements for the custody, access, storage
				  and disposition of records stored at the state records center by agencies that
				  utilize the records center services.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 10 - RECORDS STORAGE AND ACCESS › Section 1.13.10.8 - CUSTODY OF RECORDS

Current through Register Vol. 35, No. 13, July 16, 2024
In accordance with the functional records retention and
				  disposition schedule, agency records stored at the records center shall remain
				  in the custody of the records custodian of the custodial agency until:
A. they are destroyed or transferred to
				archives with written approval from the administrator; and
B. the written consent of the records
				custodian or designated chief records officer of the custodial
				agency.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 10 - RECORDS STORAGE AND ACCESS › Section 1.13.10.9 - BOX REQUIREMENTS

Current through Register Vol. 35, No. 13, July 16, 2024
A.
				Agencies utilizing the records center shall use storage boxes 15" x 12" x 10"
				in size. Records with a retention of permanent must be submitted in acid-free
				boxes. Agencies submitting boxes for storage containing paper records shall:
(1) place only one type of record
				classification with disposition dates within a three year range in each
				box;
(2) place the records in the
				box vertically, in the same order in which the records were maintained and
				shall coincide with the records index;
(3) place letter-sized folders across the
				12-inch side, facing the front of the box;
(4) place legal-sized folders across the
				15-inch side, starting from left to right;
(5) leave at least one-inch of space for ease
				of access;
(6) place the lid on the
				box;
(7) place all documents (with
				the exception of oversize materials) in accurately labeled standard file
				folders; and
(8) do not place
				hanging file folders in the boxes.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 10 - RECORDS STORAGE AND ACCESS › Section 1.13.10.10 - RECORDS CENTER ACCESS AND WITHDRAWAL OF RECORDS REQUIREMENTS

Current through Register Vol. 35, No. 13, July 16, 2024
A. Access to records
				stored in the records center shall be authorized in writing by the records
				custodian, chief records officer or records liaison officer.
B. Public access to records stored at the
				records center is prohibited. All requests for inspection of records shall be
				directed to the records custodian of the custodial agency.
C. Requests for withdrawal of records stored
				in the records center shall be made by the records custodian, chief records
				officer or records liaison officer. Withdrawal of records shall be requested on
				a form approved by the administrator.
D. Requests for withdrawals shall be at the
				box level. The records center will not honor requests for withdrawal of records
				at the folder level.
E. Requests to
				withdraw between one to 10 boxes shall be processed by the records management
				division within three business days. Requests to withdraw 10 or more boxes
				shall be evaluated and processed based on the work load of the records
				management division.
F. Emergency
				withdrawal requests will be processed within one business day of receipt.
				Emergency requests shall be made on a form approved by the administrator and
				accompanied by a letter of explanation from the records custodian or chief
				records officer.
G. Withdrawn boxes
				not retrieved within five business days of request will be returned to
				inventory in the records center.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 10 - RECORDS STORAGE AND ACCESS › Section 1.13.10.11 - STORAGE OF RECORDS WITH A FINITE RETENTION AT THE RECORDS CENTER

Current through Register Vol. 35, No. 13, July 16, 2024
A. The records
				management division provides storage to agencies for inactive public records.
				Non-record materials shall not be submitted for storage in the records
				center.
B. Records involved in
				pending litigation, an audit or investigation are not eligible for transfer to
				the records center.
C. Agencies
				shall submit storage transmittal form(s) electronically using a form approved
				by the administrator.
D. Each
				storage transmittal form shall contain records of one media type and designate
				one storage location.
E. Records
				will not be accepted for storage whose retention will be met within 36
				months.
F. Barcode labels provided
				by the records center staff shall be affixed to the records storage boxes prior
				to delivery. The labels shall be placed two to three-inches below the handle
				side of the storage box.
G. The
				records custodian, the chief records officer and the records liaison officer
				shall be notified by the records management division when records in storage
				have met the legal retention period and are eligible for destruction.
H. If an agency does not respond to the
				authorization to destroy records by the established deadline, the administrator
				shall charge the custodial agency a storage fee for the storage of records that
				are eligible for destruction. In addition, the return of withdrawn boxes,
				storage and disposition services will be suspended. For information on the fee
				schedule, refer to 1.13.2 NMAC.
I.
				A storage fee shall be charged for records that are eligible for destruction
				but are not destroyed at the request of the custodial agency. For information
				on the fee schedule, refer to 1.13.2 NMAC.
J. Destruction, returns and storage services
				will be suspended if the agency has an invoice that is 90 days or more past
				due.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 10 - RECORDS STORAGE AND ACCESS › Section 1.13.10.12 - STORAGE OF PERMANENT PAPER RECORDS

Current through Register Vol. 35, No. 13, July 16, 2024
A. Records with a retention of permanent
				shall include a records index on a form approved by the
				administrator.
B. A copy of the
				records index form shall be placed in the storage box. An electronic copy of
				the records index form shall be submitted with the corresponding storage
				transmittal form.
C. Records with a
				retention of permanent are not eligible for storage in the Albuquerque records
				center. Such requests shall be submitted for storage in the Santa Fe records
				center.
D. The barcode labels shall
				be affixed to the records storage boxes prior to delivery to the records
				center. Barcode labels provided by the records center staff shall be affixed to
				the records storage boxes prior to delivery. The labels shall be placed two to
				three-inches below the handle side of the storage box.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 10 - RECORDS STORAGE AND ACCESS › Section 1.13.10.14 - STORAGE OF MICROFILM

Current through Register Vol. 35, No. 13, July 16, 2024
A. For
				storage requirements, refer to
				1.13.10.11
				and
				1.13.10.12
				NMAC.
B. All state agencies and any
				public entity shall have an approved microphotography plan on file with the
				records management division before master microfilm can be stored. For
				microfilm plan requirements, refer to 1.14.2 NMAC. For information on the fee
				schedule, refer to 1.13.2 NMAC.
C.
				Microfilm shall pass inspection before it is approved for storage.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 10 - RECORDS STORAGE AND ACCESS › Section 1.13.10.15 - STORAGE OF ELECTRONIC MEDIA

Current through Register Vol. 35, No. 13, July 16, 2024
A. An
				agency shall have an approved imaging plan on file with the administrator
				before electronic media can be stored at the state records center. For
				information on imaging plans see 1.14.2 NMAC, Microphotography Systems,
				Microphotography Standards.
B. An
				agency shall complete a storage transmittal form and submit it to the records
				management division for approval. An agency records liaison officer may contact
				the records management division for information and assistance with storage.
(1) The storage transmittal form shall be
				signed by the agency's records custodian or records liaison officer.
(2) At a minimum, each individual unit (tape,
				disk, etc.) of electronic media shall be clearly identified with the agency
				name, record series and disposition date.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 10 - RECORDS STORAGE AND ACCESS › Section 1.13.10.17 - DISPOSITION OF RECORDS STORED IN THE STATE RECORDS CENTER

Current through Register Vol. 35, No. 13, July 16, 2024
A. The records management division is
				responsible for reviewing and applying the appropriate retention to records
				brought in for storage. The records management division shall notify records
				custodians and chief records officer when the custodial agency's records are
				eligible for disposition.
B. The
				administrator shall provide the custodial agency with a report of records
				eligible for either destruction or transfer to the state archives. The notice
				shall contain but not limited to the following; name of agency; agency code;
				date; number of record series eligible for destruction; method of destruction;
				location, barcode; record series item number; shipment box number; shipment
				date; description; and inclusive record series dates.
C. The custodial agency shall assign one
				individual as chief records officer to coordinate the review of the notice of
				records eligible for either destruction or transfer to the state archives with
				all divisions of the custodial agency. Upon receiving a notification of records
				eligible for destruction the custodial agency's chief records officer shall
				review the report of records to be destroyed and respond by the established
				deadline.
D. The custodial agency
				may request an exception to remove records from destruction if; the records
				identified in the notice are involved in litigation; the records identified in
				the notice are involved in active investigation; or the records identified in
				the notice are involved in an audit. The custodial agency shall submit the
				request for an exception in writing to the administrator and cite the exception
				(e.g., pending litigation, audit in process, audit pending, etc.).
E. The destruction notice shall have the
				written approval from the administrator with the written consent of the records
				custodian or designated chief records officer prior to the execution of the
				destruction.
F. If an agency does
				not respond to the notice of records eligible for destruction by the
				established deadline, the administrator shall charge the custodial agency a
				storage fee for the storage of records that are eligible for destruction. In
				addition, the return of withdrawn boxes, storage and disposition services will
				be suspended. For information on the fee schedule see 1.13.2 NMAC.
G. Records currently stored requiring legal
				holds must be identified by the agency in writing and permanently removed from
				the record center if the legal hold last longer than five years. Failing to do
				so will result in the agency being denied additional storage space.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 10 - RECORDS STORAGE AND ACCESS › Section 1.13.10.18 - DIRECT TRANSFER OF RECORDS TO THE STATE ARCHIVES

Current through Register Vol. 35, No. 13, July 16, 2024
A. An agency may transfer records with a
				retention period of permanent or transfer to state archives to the state
				archives directly by submitting a request for disposition form and the required
				index to the records management division for review and approval. The request
				for disposition form shall list only those records that are eligible for
				transfer to the state archives.
B.
				For direct transfers to the state archives an index shall be created in
				microsoft excel format. See 1.13.10.13 NMAC for a description of the required
				content of the index. Prior to delivery of the records, the agency shall
				provide the state archives and historical services division with an electronic
				copy of the index in microsoft excel format by e-mail. The state archives and
				historical services division will notify the agency when to deliver the records
				to the state archives.
C. Inactive
				records involved in litigation, an audit or investigation are not eligible for
				transfer to the state archives.
D.
				Once the transfer is authorized, the legal title and custody of the records is
				vested in the administrator.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 10 - RECORDS STORAGE AND ACCESS › Section 1.13.10.19 - RECORDS LIAISON OFFICER

Current through Register Vol. 35, No. 13, July 16, 2024
A. A
				records liaison officer may be designated by a records custodian to handle the
				storage, withdrawal and access or transfer of agency records to the state
				records center.
B. All records
				liaison officers shall attend the required basic records management training
				offered by the records management division before they can store, withdraw or
				access records stored in the state records center.
C. Records liaison officers shall be required
				to attend additional training when notified by the records management division
				of changes to records management policies, procedures or rules.
D. The records liaison officer shall be
				re-appointed annually by the record custodian, using a form approved by the
				administrator.
E. The form shall
				include but not be limited to the following: name and signature of the records
				custodian (agency head or cabinet secretary); name and signature of the records
				liaison officer; division or bureau (if acceptable); agency code; agency name
				and mailing address; fiscal year of designation; phone number; fax number and
				e-mail address.
F. If a records
				liaison officer leaves the employment of an agency or is released from records
				management duties, the agency shall immediately notify the records management
				division regarding the change, and the records custodian shall appoint a new
				records liaison officer.
G. An
				agency must have an approved records liaison officer on file with the records
				management division in order to store, withdraw or access records stored in the
				state records center.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 10 - RECORDS STORAGE AND ACCESS › Section 1.13.10.20 - CHIEF RECORDS OFFICER

Current through Register Vol. 35, No. 13, July 16, 2024
A.
				One chief records officer shall be designated by the agency records
				custodian.
B. The chief records
				officer shall the authority to oversee the agency's records management
				program.
C. The chief records
				officer shall have the same authorities and responsibilities as a record
				liaison officer.
D. The chief
				records officer shall be re-appointed each fiscal year by the record custodian,
				using a form approved by the administrator.
E. The form shall include but not limited to
				the following: name and signature of the records custodian (executive director
				or cabinet secretary); name and signature of the chief records officer;
				division or bureau (if acceptable); agency code; agency name and mailing
				address; fiscal year of designation; phone number; fax number and e-mail
				address.
F. If the chief records
				officer leaves the employment of an agency or is released from records
				management duties, the agency shall immediately notify the records management
				division regarding the change and the records custodian shall appoint a new
				chief records officer.
G. The chief
				records officer shall have the following responsibilities:
(1) coordinating the response to disposition
				notifications (destruction and transfer to state archives);
(2) establishing and maintaining a
				centralized tracking system for the agency's storage containers (including the
				containers' indices, metadata and locators) and the disposition of
				records;
(3) disseminate
				information on any litigation, a discovery order, subpoena, government
				investigation or audit;
(4) ensure
				staff is adequately trained on proper records management practices;
				and
(5) develop policies and
				procedures pertaining to records management issues (i.e., handling confidential
				materials, new hire orientation, email management, disposition of records when
				an employee leaves the agency, metadata development, etc.).
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 11 - ACCESS TO PUBLIC RECORDS, RESEARCH IN THE NEW MEXICO ARCHIVES › Section 1.13.11.3 - STATUTORY AUTHORITY

Current through Register Vol. 35, No. 13, July 16, 2024
Section
				  14-3-8
				  NMSA 1978. Records center. Requires the establishment of a records center in
				  Santa Fe under the supervision and control of the administrator. This facility
				  receives the inactive and infrequently used records of present and former state
				  agencies/governments. Records in the custody of the administrator and retained
				  by the center shall be open to the inspection of the general public, subject to
				  reasonable rules and regulations prescribed by the administrator. Facilities
				  for the use of these records in research by the public shall be provided in the
				  center.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 11 - ACCESS TO PUBLIC RECORDS, RESEARCH IN THE NEW MEXICO ARCHIVES › Section 1.13.11.5 - EFFECTIVE DATE

Current through Register Vol. 35, No. 13, July 16, 2024
July 1, 1996 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 11 - ACCESS TO PUBLIC RECORDS, RESEARCH IN THE NEW MEXICO ARCHIVES › Section 1.13.11.6 - OBJECTIVE

Current through Register Vol. 35, No. 13, July 16, 2024
To establish guidelines for public use of records, donated
				  documents, and research rooms of the New Mexico state record center and
				  archives; to guarantee the security and preservation of documents and records;
				  and to provide public access to the archives of New Mexico.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 11 - ACCESS TO PUBLIC RECORDS, RESEARCH IN THE NEW MEXICO ARCHIVES › Section 1.13.11.7 - 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 the government and private records of the Spanish, Mexican,
				territorial and statehood periods. It also refers to the state archives of the
				commission of public records.
B.
"Archivist"
means a professionally trained staff member of the
				archives and historical services division of the NMSRCA responsible for the
				appraisal, arrangement, description, preservation and use of archival
				material.
C.
"Documents"
means any recorded information regardless of media,
				including books, correspondence, reports, maps, manuscripts, may include paper,
				microforms, photographs, sound recordings, motion pictures, drawings and
				electronic files.
D.
"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 and 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 of the government, or
				because of the informational and historical value of data contained therein.
				(Section
				14-3-2
				NMSA 1978). For the purpose of this rule, public records do not include the
				current records of state government.
E.
"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).
F.
"Records center"
means the
				New Mexico state records center and archives. It is the principal central
				records repository for the non-current records of agencies, former governments
				of the state, and materials obtained from other sources.
G.
"Researcher"
means a person
				who requests access to original documents or copies of original documents in
				the archives.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 11 - ACCESS TO PUBLIC RECORDS, RESEARCH IN THE NEW MEXICO ARCHIVES › Section 1.13.11.8 - GUIDELINES FOR USE OF ARCHIVES RESEARCH ROOM

Current through Register Vol. 35, No. 13, July 16, 2024
A. Research room hours are 12:00 pm to 4:30
				pm, Monday through Friday, except holidays or other times specified by NMSRCA.
(1) Reference assistance is available from
				12:00 pm to 4:30 pm.
(2) Historical
				films and videos can be viewed by appointment only.
(3) Requests to view 10 or more photographs
				require an appointment.
(4)
				Material shall not be pulled from the vault between 12:00 pm and 1:00 pm or
				after 4:15 pm.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 11 - ACCESS TO PUBLIC RECORDS, RESEARCH IN THE NEW MEXICO ARCHIVES › Section 1.13.11.9 - GUIDELINES FOR USE OF DOCUMENTS

Current through Register Vol. 35, No. 13, July 16, 2024
A. Researchers shall complete a records
				request form (SRC Form 11A) when requesting documents.
(1) The name of the collection, series, box,
				and folder number shall be noted.
(2) The researcher shall hand the completed
				request form to an archivist or the person at the reference desk.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 11 - ACCESS TO PUBLIC RECORDS, RESEARCH IN THE NEW MEXICO ARCHIVES › Section 1.13.11.10 - DUPLICATION, CITATION, PUBLICATION, AND COPYRIGHT

Current through Register Vol. 35, No. 13, July 16, 2024
A. Documents may be photocopied or duplicated
				for a fee. (1.13.2 NMAC)
B. Certain
				documents may not be copied due to physical condition, possible damage, or
				legal restrictions.
(1) Archivists shall
				determine the suitability of documents to be photocopied.
(2) Original documents which are available on
				microfilm or some form of digital media shall not be photocopied when a legible
				copy can be made from the microfilm or digital media.
(3) Researchers shall not remove documents
				from folders when requesting photocopies.
(4) Researchers shall not tag documents to be
				copied with adhesive note pads. Researchers shall ask an archivist or the
				person at the reference desk for assistance.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 11 - ACCESS TO PUBLIC RECORDS, RESEARCH IN THE NEW MEXICO ARCHIVES › Section 1.13.11.11 - ACCESS

Current through Register Vol. 35, No. 13, July 16, 2024
A. Under the Inspection
				of Public Records Act, Section
				14-2-1
				NMSA 1978, access to certain records is restricted.
For certain law enforcement records, see 1.13.11.17 NMAC for
				  inspection or duplication.
B. The use of donated materials shall be
				subject to restrictions placed by the donor.
C. Access to materials which are not arranged
				or are being processed may also be restricted.
D. Access to fragile or very valuable
				materials may also be restricted.
E. Access to permanent agency records in the
				custody of the NMSRCA, but not yet accessioned into the archives shall be
				requested by the state records administrator.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 11 - ACCESS TO PUBLIC RECORDS, RESEARCH IN THE NEW MEXICO ARCHIVES › Section 1.13.11.12 - LOAN OF DOCUMENTS

Current through Register Vol. 35, No. 13, July 16, 2024
A. All
				loans shall be authorized by the administrator.
B. Requests shall be made in writing at least
				60 days before the documents leave the NMSRCA.
C. Borrower shall complete, sign and agree to
				all security measures, insurance requirements, packing, transporting, display,
				storage and handling provisions listed in the outgoing loan agreement, Form SRC
				96-24.
D. Loans shall be made for a
				period not to exceed one year.
E.
				The NMSRCA shall approve any arrangements to include loaned records in related
				publications.
F. The NMSRCA
				reserves the right to require other safeguards than those listed on the
				outgoing loan agreement form and to withdraw records from exhibit at any
				time.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 11 - ACCESS TO PUBLIC RECORDS, RESEARCH IN THE NEW MEXICO ARCHIVES › Section 1.13.11.13 - REQUIREMENTS FOR RECORDS REQUEST FORM, SRC FORM 11A

Current through Register Vol. 35, No. 13, July 16, 2024
A. This form delineates information required
				to retrieve public records from the archives vault by archivist, for viewing by
				requestor in the main archives research room.
B. The form shall require of the requester:
(1) printed name and signature of the
				requester;
(2) intended use of
				materials by the requester; and
(3)
				collection information, which may include the following:
(a) collection title;
(b) accession number
(c) box and folder number; and
(d) description of item.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 11 - ACCESS TO PUBLIC RECORDS, RESEARCH IN THE NEW MEXICO ARCHIVES › Section 1.13.11.14 - REQUIREMENTS FOR CONDITIONS FOR PUBLICATION/REPRODUCTION, SRC 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 SRCA as provided in
				1.13.2 NMAC and as evidence of agreement by the requestor 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 SRCA;
(2) formats for required
				credit line;
(3) requirements
				relating to the method of payment; and
(4) description of respective rights and
				responsibilities of the SRCA and the requestor, including copyright
				restrictions, relating to reproduction and publication.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 11 - ACCESS TO PUBLIC RECORDS, RESEARCH IN THE NEW MEXICO ARCHIVES › Section 1.13.11.15 - REQUIREMENTS FOR USER REGISTRATION FORM, SRC FORM 96-20

Current through Register Vol. 35, No. 13, July 16, 2024
A. This form delineates the information
				required of the researcher to become a registered patron of the archives
				research rooms. All researchers shall complete this onetime registration form
				before entry into the archives research rooms.
B. The form shall require from the
				researcher, but not be limited to, the following:
(1) name and signature of
				researcher;
(2) signature of parent
				or guardian of researcher, as provided for in Subsection H of 1.13.11.8
				NMAC.
(3) physical and email
				addresses of researcher;
(4)
				telephone number of researcher;
(5)
				user description of researcher;
(6)
				researcher's willingness to share research information with other researchers;
				and
(7) date.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 11 - ACCESS TO PUBLIC RECORDS, RESEARCH IN THE NEW MEXICO ARCHIVES › Section 1.13.11.16 - REQUIREMENTS FOR OUTGOING LOAN AGREEMENT, SRC FORM 96-24

Current through Register Vol. 35, No. 13, July 16, 2024
A. This form delineates the conditions for an
				organization to borrow public records held by the archives and historical
				services division of the SRCA. Information contained on the form shall include,
				but not limited to, the following:
(1)
				protection of the borrowed items;
(2) insurance coverage of the borrowed
				items;
(3) packing and shipping of
				borrowed items and their cost;
(4)
				appropriate credit line for borrowed items;
(5) return of borrowed items; and
(6) extensions and cancellations of loan
				agreement.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 11 - ACCESS TO PUBLIC RECORDS, RESEARCH IN THE NEW MEXICO ARCHIVES › Section 1.13.11.17 - REQUIREMENTS FOR LAW ENFORCEMENT RECORDS

Current through Register Vol. 35, No. 13, July 16, 2024
A. The inspection and reproduction of public
				records shall be made in accordance with the Inspection of Public Records Act
				and the terms and conditions prescribed within this rule and 1.13.2
				NMAC.
B. The requestor shall
				provide the following information:
(1) the
				printed name of the requestor;
(2)
				the requestor's address; and
(3)
				the date of the request.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 12 - DESIGNATION OF RECORDS MANAGEMENT PERSONNEL › Section 1.13.12.3 - STATUTORY AUTHORITY

Current through Register Vol. 35, No. 13, July 16, 2024
Public Records Act, Section
				  14-3-4
				  NMSA 1978.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 12 - DESIGNATION OF RECORDS MANAGEMENT PERSONNEL › Section 1.13.12.5 - EFFECTIVE DATE

Current through Register Vol. 35, No. 13, July 16, 2024
November 28, 2017, 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 12 - DESIGNATION OF RECORDS MANAGEMENT PERSONNEL › Section 1.13.12.6 - OBJECTIVE

Current through Register Vol. 35, No. 13, July 16, 2024
To establish requirements for the designation of personnel to
				  interact with the commission of public records and the state records
				  administrator for the access, storage and disposition of records stored at the
				  state records center and archives.
New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 12 - DESIGNATION OF RECORDS MANAGEMENT PERSONNEL › Section 1.13.12.7 - DEFINITIONS

Current through Register Vol. 35, No. 13, July 16, 2024
A.
"Custodial
				agency"
means the agency responsible for the creation, maintenance,
				safekeeping and preservation of public records, regardless of physical
				location.
B.
"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.
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.
"Pending litigation"
means
				threatened, pending or active proceedings in a court of law whose activity is
				in progress but not yet completed.
E.
"Records custodian''
means
				the statutory head of the agency using or maintaining the records or the
				custodian's designee as defined in Section
				14-3-2
				NMSA, 1978.
F.
"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.