New Mexico Administrative Code

A. Category: Administration - general management B. Description: Records related to the tracking of data for the purpose of reporting. C. Retention: destroy five years from date file created

A. Category: Administration - general management B. Description: Records related to grant administration. C. Retention: destroy three years from the date file closed

A. Category: Administration - buildings, facilities and infrastructure B. Description: Records related to government owned buildings and facilities including, but not limited to, capital improvements, as-built and as-constructed drawings, does not include routine maintenance and …

A. Category: Administration - buildings, facilities and infrastructure B. Description: Records related to the planning, design and construction of projects using capital funds. C. Retention: permanent, transfer to archives five years from date file closed

A. Category: Administration - buildings, facilities and infrastructure B. Description: Records related to the planning, design and construction of specific projects including, but not limited to, facility and infrastructure projects. C. Retention: permanent, transfer to archives …

A. Category: Administration - buildings, facilities and infrastructure B. Description: Records related to the maintenance and repair of government owned and operated buildings and facilities. C. Retention: destroy three years from the close of the fiscal year in which file closed

A. Category: Administration - buildings, facilities and infrastructure B. Description: Maps, drawings or plans of government owned assets including, but not limited to, property, facilities, buildings and infrastructure. C. Retention: permanent, transfer to archives when no longe…

A. Category: Administration - buildings, facilities and infrastructure B. Description: Records related to safety and security for government owned or operated buildings. C. Retention: destroy three years from date file closed

A. Category: Administration - buildings, facilities and infrastructure B. Description: Records related to work and job orders for repair and maintenance of property. C. Retention: destroy one year from date file closed

A. Category: Administration - community and public relations B. Description: Records related to awards and recognition. C. Retention: permanent, transfer to archives one year from date file closed

A. Category: Administration - community and public relations B. Description: Records related to complaints by the public relating to policies, procedures or business practices including, but not limited to, fling forms, recommendations, responses and resolution. C. Retention: des…

A. Category: Administration - community and public relations B. Description: Records related to community outreach with historical significance. C. Retention: permanent, transfer to archives five years from date file closed

A. Category: Administration - community and public relations B. Description: Records related to official government press, news releases and notices. C. Retention: permanent, transfer to archives five years from date file created

A. Category: Administration - community and public relations B. Description: Records related to community programs not identified in other classifications. C. Retention: destroy three years from date file closed

A. Category: Administration - community and public relations B. Description: Records related to marketing of the government including, but not limited to, advertising and public relations with the media including newspapers, television and magazines. C. Retention: permanent, tran…

A. Category: Administration - equipment and vehicle management B. Description: Records related to equipment including, but not limited to, history, logs, manuals and operating procedures; and not identified in other classifications. C. Retention: destroy three years from date of …

A. Category: Administration - equipment and vehicle management B. Description: Records related to maintenance and repair of vehicles and equipment. C. Retention: destroy three years from the close of the fiscal year in which created

A. Category: Administration - equipment and vehicle management B. Description: Records related to vehicles including, but not limited to, history, logs, manuals and operating procedures; and not identified in other classifications. C. Retention: destroy three years from date of d…

A. Category: Administration - information technology B. Description: Records related to security and access to information technology. C. Retention: destroy three years from date file closed

A. Category: Administration - information technology B. Description: Records related to development and maintenance of voice and data networks, infrastructure and computer applications. C. Retention: destroy when superseded or obsolete

A. Category: Administration - information technology B. Description: Records related to management of public websites including, but not limited to, design, graphics, formats and links. C. Retention: destroy one year from date file closed

A. Category: Administration - risk management B. Description: Records related to reporting damage to government owned and operated property including, but not limited to, claims. C. Retention: destroy three years from date file closed

A. Category: Administration - risk management B. Description: Records related to general liability claims. C. Retention: destroy three years from date file closed

A. Category: Administration - risk management B. Description: Records of insurance certificates and bonds provided by contractors, vendors and other non-governmental entities. C. Retention: destroy five years from date file closed

A. Category: Administration - risk management B. Description: Records related to insurance of government owned and operated property and assets. C. Retention: destroy 10 years from date file closed

A. Category: Administration - risk management B. Description: Waivers and releases of liability and related records. C. Retention: destroy two years from date file closed

A. Category: Administration - historical and cultural resource management B. Description: Records related to the management of items and objects owned or managed by a library. C. Retention: destroy when no longer needed for reference

A. Category: Administration - historical and cultural resource management B. Description: Records related to the management of items and objects owned or managed by a museum or archive. C. Retention: permanent

A. Category: Administration - historical and cultural resource management B. Description: Records related to borrowing, lending and returning of library items including, but not limited to, tracking. C. Retention: destroy when superseded or obsolete

A. Category: Administration - historical and cultural resource management B. Description: Records related to the management of patrons. C. Retention: destroy five years from date file closed

A. Category: Administration - historical and cultural resource management B. Description: Records related to requests from the public. C. Retention: destroy three years from the close of the calendar year in which file closed

A. Category: Administration - historical and cultural resource management B. Description: Records related to scholarly research. C. Retention: permanent, transfer to archives five years from date file closed

A. Category: Administration - historical and cultural resource management B. Description: Records related to the preservation of cultural resources. C. Retention: permanent, transfer to archives five years from date file closed

A. Category: Administration - education B. Description: Records related to proficiency and learning assessments. C. Retention: destroy five years from date file closed

A. Category: Administration - education B. Description: Records related to development of courses including, but not limited to, outlines and syllabi. C. Retention: destroy five years from date file closed

A. Category: Administration - education B. Description: Records related to student enrollment and withdrawal. C. Retention: destroy two years from date file closed

A. Category: Administration - education B. Description: Records related to examination and testing including, but not limited to, grade results. C. Retention: destroy two years from close of calendar year in which file created

A. Category: Administration - education B. Description: Records related to academic, athletic and social programs. C.Retention: destroy five years from date file created

A. Category: Administration - education B. Description: Records related to higher education programs. C. Retention: destroy three years from date file closed

A. Category: Administration - education B. Description: Records related to class registration. C. Retention: destroy one year from date file closed

A. Category: Administration - education B. Description: Records related to student evaluations, discipline, assessments and attendance; does not include transcripts. C. Retention: destroy two years from date file closed

A. Category: Administration - education B. Description: Official student transcripts. C. Retention: permanent, transfer to archives 100 years from date of birth

All agencies as defined in the Public Records Act, Section 14-3-1 et seq. NMSA 1978.

A. Category: Employee services - benefits management B. Description: Records related to employee benefit claims. C. Retention: destroy three years from date file closed

A. Category: Employee services - benefits management B. Description: Records related to employee enrollment in government benefit plans. C. Retention: destroy five years from termination of coverage

A. Category: Employee services - benefits management B. Description: Records related to benefit plans and statements. C. Retention: destroy 10 years from date file closed

A. Category: Employee services - employer and labor services B. Description: Records related to pre-employment screening. C. Retention: destroy five years from date file created

A. Category: Employee services - employer and labor services B. Description: Records related to labor relations. C. Retention: destroy three years from date file closed

A. Category: Employee services - employer and labor services B. Description: Records related to programs for labor and employer services not identified in other classifications. C. Retention: destroy five years from date file closed

A. Category: Employee services - payroll management B. Description: Records related to deduction and garnishments from employee paychecks. C. Retention: destroy three years from the close of the fiscal year in which created