New Mexico Administrative Code

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…

The SRCA offers without charge basic training in subjects integral to the performance of its statutory duties. Programs for which fees are imposed under this section provide advanced or other training beyond those basic requirements, and fees for these services are as set forth b…

A. Portable document format file (PDF) from microsoft word or PDF file - $0.25 per page. B. PDF from digital image file - $1.75 per page. C. PDF from original source - $3.25 per page.

There shall be a $ 3.00 per column inch charge to agencies publishing material in the New Mexico register.

A. Individual copies of the New Mexico register - $12.00. B. Annual paper subscription fees for the New Mexico register - $270.00. [Fees for copies of the New Mexico register are also found in 1.24.15.13 NMAC.]

All state, federal, municipal and county agencies, historical records repositories, businesses and the general public.

A. Paper storage for state agencies: (1) Records that have not met their legal retention - no charge. (2) Records that have met their legal retention and for which the records management division has issued a disposition notice - $0.50 per box, per month (see Section 1.13.10.11 N…

A. Standard storage box equivalent (15" x 12" x 10") or smaller - $0.50 per box. B. Map box equivalent (10x10x38) or smaller - $0.75 per box. C. Microfilm - $0.25 per roll. D. Microfiche - $14.00 per standard storage box equivalent (15" x 12" x 10") or smaller. E. Electronic medi…

There shall be a $10.00 fee to obtain a new, replacement, or additional access card for the disaster recovery backup vault.

Statutory authority for 1.13.2 NMAC is found in Chapter 14, Article 3, NMSA 1978. Specifically, Section 14-3-6 NMSA 1978 authorizes the state records administrator to adopt regulations. Section 14-3-15.1 NMSA 1978 provides for the payment of reasonable fees for the service of pro…

Permanent.

September 15, 2014, unless a later date is cited at the end of a section.

To set fees for goods and services provided by the state records center and archives.

A. "Acid-free" means having a pH of 7.0 or greater. B. "Administrator" means the state records administrator (Section 14-3-2 NMSA 1978). C. "Administrative law division" means an organizational unit of the commission of public records and is under the control of the state records…

All fees cited in 1.13.2 NMAC are per item, unless otherwise specified.

Cubic foot records storage box - $2.00

State Commission of Public Records - State Records Center and Archives