Part 2. RETENTION AND DISPOSITION OF PUBLIC RECORDS, version 14 (§ 1.21.2.1 to 1.21.2.943)

A. Category: Governance and compliance - legislation and regulation management B. Description: Records related to legislative research. C. Retention: permanent, transfer to archives 75 years from date file created or from date confidentiality waiver received [Waiver required per …

October 1, 2015, unless a later date is cited at the end of a section.

A. Category: Governance and compliance -occupational safety and health B. Description: Records related to occupational safety and health compliance inspections and investigations. C. Retention: destroy 10 years from date file closed

A. Category: Governance and compliance - permit management B. Description: Records related to short-term permits not identified in other classifications. C. Retention: destroy three years from date file closed

A. Category: Governance and compliance - permit management B. Description: Records related to transportation and trip permits. C. Retention: destroy three years from date file closed

A. Category: Governance and compliance - policy and standards management B. Description: Policies and procedures including, but not limited to, code of conduct. C. Retention: permanent, transfer to archives one year from date superseded or obsolete

A. Category: Governance and compliance - policy and standards management B. Description: Records related to standards and best practices including, but not limited to, information technology standards. C. Retention: permanent, transfer to archives one year from date superseded or…

A. Category: Governance and compliance - records management B. Description: Records related to the conversion of public records from one media format to another. C. Retention: permanent, transfer to archives five years from date file closed

A. Category: Governance and compliance - records management B. Description: Records related to the disposition of public records including, but not limited to, approvals. C. Retention: destroy 25 years from date file closed

A. Category: Governance and compliance - records management B. Description: Records related to requests for release of information, does not include public records requests. C. Retention: destroy one year from date file closed

A. Category: Governance and compliance - records management. B. Description: Records related to requests for information under the Inspection of Public Records Act including, but not limited to, tracking, responses and written explanations of denials. C. Retention: destroy four y…

A. Category: Governance and compliance - records management B. Description: Records related to withdrawal and receipt of records. C. Retention: destroy 25 years from date file closed

To establish a records retention schedule for the orderly management, retention, disposition and preservation of records necessary for carrying out the Public Records Act, Section 14-3-1 et seq. NMSA 1978, and to provide recommendations for the retention and preservation of recor…

A. Category: Legal and judiciary - contract management B. Description: Records related to agreements not identified in other classifications. C. Retention: destroy six years from date file closed

A. Category: Legal and judiciary - contract management B. Description: Interstate compacts and agreements and related records. C. Retention: permanent, transfer to archives five years from date file closed [For filing requirements, refer to Section 14-3-20 NMSA 1978]

A. Category: Legal and judiciary - contract management B. Description: Cooperative agreements including, but not limited to, memoranda of understanding. C. Retention: permanent, transfer to archives five years from date file closed

A. Category: Legal and judiciary - contract management B. Description: Records related to contracting of goods and services. C. Retention: destroy six years from date file closed

A. Category: Legal and judiciary - contract management B. Description: Leases and related records, does not include mineral leases. C. Retention: destroy six years from date file closed

A. Category: Legal and judiciary - contract management B. Description: Records related to settlements of contract or agreement disputes. C. Retention: destroy 14 years from date file closed

A. Category: Legal and judiciary - court administration B. Description: Court calendars. C. Retention: destroy one year from date file created

A. Category: Legal and judiciary - court administration. B. Description: Court case files, including, but not limited to, dockets; does not include DUI or domestic violence cases, district, appellate, supreme court or probate case files. C. Retention: (1) Judgement satisfied: des…

A. Category: Legal and judiciary - court administration B. Description: Court case files, including, but not limited to, dockets; does not include DUI or domestic violence cases, district, appellate, supreme court or probate case files. C. Retention: destroy one year from date fi…

A. Category: Legal and judiciary - court administration B. Description: Juvenile court case files. C. Retention: destroy 22 years from date of birth

A. Category: Legal and judiciary - court administration B. Description: Court case files including, but not limited to, dockets. Court cases include, but are not limited to, all DUI and domestic violence cases, district, appellate, supreme court or probate case files. C. Retentio…

A. Category: Legal and judiciary - court administration B. Description: Dismissed case files. C. Retention: destroy one year from date file closed

A. Category: Legal and judiciary - court administration B. Description: Exhibits. C. Retention: destroy one year from date of final disposition of associated case

A. Category: Legal and judiciary - court administration B. Description: Records related to the management of juries. C. Retention: destroy three months from date file closed

A. Category: Legal and judiciary - court administration B. Description: Records related to probation at the lower court level. C. Retention: destroy five years from date file closed

A. Category: Legal and judiciary - court administration B. Description: records related to court proceedings including, but not limited to, tapes, court reporter notes, and transcripts. Does not include appellate case files. C. Retention: destroy when associated case is no longer…

A. Category: Legal and judiciary - legal matter management B. Description: Records related to adoptions including, but not limited to, agreement and consents. C. Retention: permanent, transfer to archives 25 years from date file closed

A. Category: Legal and judiciary - legal matter management B. Description: Records related to research and correspondence related to legal issues including, but not limited to, precedents and opinions. C. Retention: permanent, transfer to archives from date file closed

A. Category: Legal and judiciary - legal matter management B. Description: Court ordered bonds and related records. C. Retention: destroy three years from the close of the fiscal year in which created

A. Category: Legal and judiciary - legal matter management B. Description: Records related to extraditions and requisitions. C. Retention: destroy three years from date file closed

A. Category: Legal and judiciary - legal matter management B. Description: Records related to extraditions and renditions issued by the governor. C. Retention: permanent, transfer to archives when no longer needed for reference

A. Category: Legal and judiciary - legal matter management B. Description: Records related to signatures including, but not limited to, facsimile and digital signatures. C. Retention: destroy 10 years from date file closed

A. Category: Legal and judiciary - legal matter management B. Description: Records related to hearings and appeals. C. Retention: destroy 10 years from date file closed

A. Category: Legal and judiciary - legal matter management B. Description: Records related to hearings and appeals which affect public policy. C. Retention: permanent, transfer to archives 10 years from date file closed

A. Category: Legal and judiciary - legal matter management B. Description: Records related to investigations with merit of alleged criminal activities and not identified in other classifications. C. Retention: destroy 10 years from date file closed

A. Category: Legal and judiciary - legal matter management B. Description: Records related to investigations conducted by the attorney general. C. Retention: permanent, transfer to archives five years from date file closed

A. Category: Legal and judiciary - legal matter management B. Description: Legal case files other than historical case files. C. Retention: destroy 10 years from date file closed

A. Category: Legal and judiciary - legal matter management B. Description: Legal case files pertaining to the office of the governor, attorney general and regulation and remediation. C. Retention: permanent, transfer to archives 10 years from date file closed

A. Category: Legal and judiciary - legal matter management B. Description: Missing person files and related records. C. Retention: permanent, transfer to archives five years from date file closed

A. Category: Legal and judiciary - legal matter management B. Description: Public defender and district attorney case files for adults, does not include capital offenses. C. Retention: destroy 10 years from date file closed

A. Category: Legal and judiciary - legal matter management B. Description: Public defender and district attorney case files related to capital offenses. C. Retention: permanent, transfer to archives 25 years from date file closed

A. Category: Legal and judiciary - legal matter management B. Description: Public defender and district attorney case files for juveniles. C. Retention: destroy 22 years from date of birth

A. Category: Legal and judiciary - legal matter management B. Description: Records related to waivers and releases. C. Retention: destroy two years from date file closed

A. Category: Legal and judiciary - legal matter management B. Description: Victim claim files and related records. C. Retention: destroy 100 years from date of birth of claimant