New Mexico Administrative Code

A. An agency shall have an approved microphotography plan on file with the records management division before master microfilm can be stored. For information on microphotography systems and standards see 1.14.2 NMAC. B. The microphotography plan shall specify that the master micr…

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…

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 disp…

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…

All state agencies and any public entity that use the state records center services.

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 lia…

Public Records Act, Section 14-3-6 NMSA 1978.

Permanent.

November 30, 2015, unless a later date is cited at the end of a section.

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.

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 o…

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 fro…

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 classifica…

Commission of Public Records - New Mexico State Records Center and Archives

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 w…

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…

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…

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…

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 therei…

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 researc…

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) insu…

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 th…

Researchers using the New Mexico archives and research rooms.

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…

Permanent.

July 1, 1996 unless a later date is cited at the end of a section.

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.

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 …

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…

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 de…

State Commission of Public Records.

If a chief records officer is designated by the records custodian, the following responsibilities are assigned. A. The chief records officer shall be the individual with the authority to oversee the agency's records management program. B. The chief records officer shall perform t…

If a record liaison officer is designated by the records custodian, the following responsibilities are assigned. A. Records liaison officers shall be authorized to interact with the state commission of public records and the state records administrator for the purposes of storage…

Pick-up personnel are authorized to pick-up agency records from the records center.

A. A records custodian, chief records officer or records liaison officer may request a digital signature. This signature may be used exclusively for the purpose of submitting approved designation and destruction forms to the state commission of public records. B. To request a dig…

All agencies that utilize the records center services and state archives.

Public Records Act, Section 14-3-4 NMSA 1978.

Permanent.

November 28, 2017, unless a later date is cited at the end of a section.

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.

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 shred…

A. The statutory records custodian for each agency may designate one individual to act as a designated records custodian on his or her behalf. The designee shall be appointed each fiscal year using a form approved by the administrator. For designated records custodian responsibil…

If a statutory records custodian elects to designate an individual to serve on his or her behalf as a designated records custodian, the following requirements and responsibilities are assigned. A. The designated records custodian shall be the individual responsible for satisfying…

State Records Administrator.

The archives and historic services division shall publish, in conjunction with an approved statewide price agreement, a listing of all archival supplies it may make available to all other governmental agencies and to the general public. Any supply listed may be available at state…

A. Paper photocopies (made by staff). (1) 8 1/2 x 11 - $0.25 (2) 8 1/2 x 14 - $0.30 (3) 11 x 17 - $0.35 B. Certification of paper copies - $0.50 per page. C. Self-service photocopies (made by patron in archives and historic services division). (1) 8 1/2 x 11 - $0.10 (2) 8 1/2 x 1…

A. Microfilm to paper or electronic media (made by archives staff). (1) 8 1/2 x 11 - $0.50 per page (2) 8 1/2 x 14 - $0.60 per page B. Self-service microfilm to paper copies.(1) 8 1/2 x 11 - $0.10 (2) 8 1/2 x 14 - $0.10 (3) 11 x 17 - $0.15 C. Self-service microfilm to electronic …

A. Requests for duplication and reproduction of public records that are covered under Section 14-3-15.1 NMSA 1978 or are copyrighted or otherwise contractually restricted shall be accompanied by a letter of intent describing the proposed use and SRCA form 96-18 "conditions for pu…

A. Calendar to the Spanish archives of New Mexico II - $5.00 B. Calendar to the Mexican archives of New Mexico - $3.00 C. Calendar to the territorial archives of New Mexico - $3.00 D. Calendar to land records of New Mexico (Spanish archives of New Mexico I) - $5.00 E. Calendar to…

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 administrator as provided in 1.13.2 NMAC and as evidence of agreement by the requester to the terms and conditions prescrib…