New Mexico Administrative Code

June 30, 2005 unless a later date is cited at the end of a section.

To establish procedures for offsite storage of disaster recovery backup files and electronic media at the state records center and archives.

A. "Administrator" means the state records administrator (Section 14-3-2 NMSA 1978). B. "Agency" means any state agency, department, bureau, board, commission, institution or other organization of the state government, the territorial government and the Spanish and Mexican govern…

The state records center and archives provides secure, vault storage for public records contained in electronic disaster recovery files. This service is dependent on the space available.

A. An agency requesting permission to store electronic disaster recovery files with the state records center shall complete the request to store electronic disaster recovery files form approved by the administrator. B. The form shall include but not be limited to the following: a…

State Commission of Public Records - State Records Center and Archives

A. Public acceptance of New Mexico state government and the roles of its employees depend on trust and confidence. This trust is founded on all of government being accountable for its actions. Access to full and accurate records is at the heart of the accountability process. Reco…

A. The electronic records system should be administered and configured with the best practices in mind for information and resource management to ensure the reliability of the records being produced. Towards this goal of reliability the life cycle of the records shall be taken in…

If the custodial agency opts to maintain their permanent electronic records on-site, the custodial agency shall develop and implement guidelines and procedures that address the following elements of an on-site archival program. A. Policy. Develop an archives repository written po…

A. The disposition of electronic record can have two possible avenues, either the information and the record media are destroyed or the information is obliterated. Unlike paper-based records the media for electronic records can remain useful and only the information needs to be d…

all state agencies

Section 14-3-6 of the Public Records Act (Chapter 14, Article 3, NMSA 1978) gives the state records administrator the authority to establish and maintain an active, continuing program for economical and efficient management of the public records of state government.

Permanent

June 30, 2008 unless a later date is sited at the end of a section.

The objective of this rule is to establish an architecture for the management of public records on electronic media that: A. ensures proper records and information management practices are implemented and adhered to by state government entities; B. ensures uniformity and facilita…

A. "Administrator" means the state records administrator (Section 14-3-2 NMSA 1978). B. "Agency" means any state agency, department, bureau, board, commission, institution or other organization of the state government, including district courts. 14-3-2 and 14-3-15 NMSA 1978. C. "…

A. "BMP" stands for microsoft windows bitmap format. B. "JPEG" stands for joint photographic experts group C. "MPEG" stands for moving picture experts group. D. "PDA" is short for personal digital assistant. E. "PDF" stands for portable document format. F. "RRDS" stands for recor…

State Commission of Public Records and the State Records Administrator.

A. An agency may transfer records with a retention of permanent directly to the state archives. Records eligible for direct transfer to archives shall be submitted on a form approved by the state records administrator. No direct transfer of records shall occur without the review …

On-site destruction of records may occur at the custodial agency's location. For approval of on-site destruction, the records custodian, chief records officer or records liaison officer shall submit a request on a form approved by the state records administrator. A. The form may …

Agencies storing records at their location may deliver records that have met their retentions to the records center for destruction. For approval to deliver records to the records center for destruction, the records custodian, chief records officer or records liaison officer shal…

A. Upon receiving a disposition authorization notice for records stored in the records center, only the custodial agency's records custodian or chief records officer shall review the report of records to be destroyed or transferred to archives and respond by the established deadl…

Destruction of non-records is the sole responsibility of the custodial agency and does not require the prior approval of the state records administrator. That responsibility includes identifying whether the information is a non-record or a public record. All state agencies and an…

All records or data created or managed by a contractor or non-government entity for a governmental agency shall be disposed of in accordance with the procedures established in 1.13.30 NMAC.

The development and implementation of a records management program is the responsibility of each agency records custodian, as defined by the Public Records Act. It is also management's responsibility to provide guidance to employees on the proper legal disposition of public recor…

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

Public Records Act, Sections 14-3-4 and 14-3-6 NMSA 1978.

Permanent.

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

To establish requirements for the proper and orderly destruction of public records.

A. "Chief records officer" means a person designated by an agency's records custodian to administrate the agency's records management program, refer to 1.13.12.10 NMAC. B. "Confidential" means information provided to, created by or maintained by a government agency and that is ex…

Section 14-3-4 NMSA 1978 authorizes the commission of public records to appoint a state records administrator to carry out the purposes of the Public Records Act. The state records administrator is responsible for establishing records management programs within state government f…

A. Agencies shall ensure the proper authorized disposition of their records regardless of format or medium. B. Records may be destroyed with the written approval of the state records administrator and the written consent of the records custodian, designated chief records officer …

State Commission of Public Records and the State Records Administrator

The development and implementation of an electronic message management program is the responsibility of each agency records custodian, as defined by the Public Records Act, Section 14-3-2(B) and (I) NMSA 1978. It is also management's responsibility to provide guidance to employee…

Electronic messages determined to be a public record shall be classified, filed and retained on the basis of content. A. Attachments classified as public records shall be categorized under the appropriate record classification identified in 1.21.2 NMAC, Retention and Disposition …

An agency policy for managing electronic messages should include directions regarding how to determine the official copy of record. Typically, the official copy is an electronic message received from an outside source, the sender's copy or the final electronic message of a thread…

Procedures for filing electronic messages will vary based on the agency's needs and the particular hardware and software in use. A. The department of information technology may provide an agency with a centrally managed enterprise electronic messaging system. However, the departm…

Electronic messages and attachments that are classified as public records are subject to the provisions in 1.13.10 NMAC, Records Storage and Access and 1.13.30 NMAC, Disposition of Public Records and Non-Records. A. Electronic messages and attachments, classified as public record…

all state agencies as defined by the Public Records Act, Section 14-3-1 et seq. NMSA 1978.

Public Records Act, Sections 14-3-4 and 14-3-6 NMSA 1978.

Permanent

March 31, 2015, unless a later date is cited at the end of a section.

To ensure that electronic messages, and any attachments which may be transmitted with the electronic message, including text messages, social media and e-mail, that are identified as public records, are retained economically and efficiently for as long as they have legal, fiscal,…

A. "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 M…