New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 13 - PUBLIC RECORDS › Part 40 - PRIVATE COLLECTION DEVELOPMENT POLICY › Section 1.13.40.7 - 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 legal 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 manuscripts repository and the materials
				involved in such a transfer.
C.
Acquisition
means the process of identifying and acquiring by
				donation or purchase archival materials from sources outside of state
				government.
D.
Administrator
means the state records administrator, who also
				serves as the director of the state records center and archives appointed by
				the commission of public records.
E.
Archival material
means the
				non-current records or papers of an individual, family, organization or
				institution preserved because of their continuing historical, informational or
				intrinsic value.
F.
Archives
means the permanent records of the state of New Mexico,
				which may include government and private collections of the Spanish, Mexican,
				territorial and statehood periods, assessed to have significant historical
				value to warrant their preservation by the state of New Mexico. The term also
				refers to the organizational unit of the SRCA storing these records.
G.
Artifact
means an object of
				archaeological interest, produced by man.
H.
Collection policy
means a
				statement of policy adopted by an archival agency, records center, or
				manuscripts repository to guide its accessioning and de-accessioning decisions
				in order to carry out its formal mission.
I.
Collection
means an
				artificial accumulation of documents brought together on the basis of some
				common characteristic, a grouping of records created by private individuals and
				organizations or the total holdings of a manuscript repository.
J.
De-accession
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.
K.
Deed of gift
means a legal
				document accomplishing the donation of archival materials to the SRCA through
				transfer of title.
L.
Documents
means any recorded information regardless of media,
				including books, correspondence, reports, maps, manuscripts, microforms,
				photographs, sound recordings, motion pictures, architectural drawings and
				electronic files.
M.
Donation
means a gift.
N.
Material culture
means
				physical objects used by a society other than documents.
O.
Personal papers
means a
				natural accumulation of documents created or accumulated by an individual or
				family belonging to him or her and subject to his or her disposition.
P.
Private collection
means a
				body of archival materials relating to an individual, family, organization or
				institution acquired through donation or purchase rather than in accordance
				with state statute.
Q.
Record
means recorded information, regardless of media or
				characteristics, made or received and maintained by an institution.
R.
Repository
refers to the SRCA
				as a facility where documents are deposited, donated, or stored for
				safekeeping.
S.
Researcher
means a person who has applied for access to public
				records or private collections in accordance with 1.13.11 NMAC.