New Mexico Administrative Code

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…

A. "FRRDS" means functional records retention and disposition schedule. B. "NMAC" stands for New Mexico administrative code. C. "NMSA" stands for New Mexico statutes annotated.

To comply with the Public Records Act, Section 14-3-1 et seq. NMSA 1978, electronic messages must be managed pursuant to established record retention and disposition schedules adopted by the commission and published in 1.21.2 NMAC, Retention and Disposition of Public Records.

Commission of Public Records - State Records Center and Archives (SRCA)

A. Purchases. Purchase of documents may be financed through monetary donations made to the SRCA and is restricted to materials which meet private collection policy criteria as stated in 1.13.40.11 NMAC. B. Loans. (1) The commission shall not accept materials without a signed loan…

Collections maintained by the SRCA are strongest in the area of government administration. However, through the centuries many government records for the Spanish, Mexican and territorial periods have been pilfered or destroyed. Consequently there are gaps within collections. Prio…

A. The commission of public records shall generally NOT accept: (1) materials that are not pertinent to New Mexico government or history; (2) materials pertaining to New Mexico of no historical, informational or evidential value; (3) materials to which the donor does not have leg…

The SRCA recognizes that other institutions collect in the same or overlapping areas, and it is further recognizes that other institutions may be more appropriate repositories for material donated to the SRCA. Therefore, opportunities to acquire artifacts, cultural material and o…

The policy of the SRCA is to make all materials available to researchers on equal terms, subject to the appropriate care and handling of materials and within limitations set by the donor in the deed of gift. See 1.13.11 NMAC, Research in the New Mexico Archives. A. Donors. Donors…

A. Duplicates and material that do not reflect the collection policy of the SRCA may be deaccessioned, subject to terms of acquisition, agency policy and state law. B. Deaccessioned items may be transferred to another repository, returned to the donor or donor's family or discard…

A. The SRCA reserves the right to make changes to this regulation as seems reasonable and prudent. B. Efforts shall be made to conform to the intent of the agreement made between the archives and the donor at the time of the accession.

A. This form delineates the conditions for an organization or individual to loan their records to the SRCA. Information contained on the form shall include, but shall not be limited to, the following:(1) description of documents or collections, including; (a) title of documents o…

A. This form delineates the legal transfer of ownership of documents or collections from the donor to the commission of public records - SRCA. Information contained on the form shall include, but is not limited to, the following: (1) name of donor; (2) address of donor; (3) descr…

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 one time registration form before entry into the archives research rooms. B. The form requests the following resear…

Potential donors of archival material

A. This form delineates the information required of the researcher to perform research in the archives research rooms. All researchers shall complete this form upon arrival to and departure from the archives research rooms. B. The form requests the following researcher informatio…

Section 1-3-5 NMSA 1978. Gifts, donations and loans. The commission may receive either as donations or loans from private sources, other state agencies, counties, municipalities, the federal government, and other states or countries, archival materials of any physical form or cha…

Permanent.

April 15, 1998 unless a later date is cited at the end of a section.

To provide criteria for evaluating documents for acquisition from sources other than state agencies which will enhance the current body of archival collections. Archival materials collected shall support New Mexico history in its broad context with original source materials which…

A. Access means the availability of archives, records, or manuscripts in terms of physical condition, legal permission and legal entry. B. Accession means a term used as both a noun and a verb for the act and procedures involved in a transfer of legal title and the taking of reco…

The commission of public records (commission) was created by the New Mexico legislature in 1959 and assigned the responsibility for the care, custody, preservation and disposition of public records created by state, county and local governments. The state records center and archi…

Private collections support the SRCA's mission to protect, preserve and provide access to public records which document the rights and history of the people of New Mexico, and to provide information to and about government. In addition, collections support research, exhibit and p…

State Commission of Public Records

Following are examples of projects that could be funded. A. Preservation projects that mitigate unstable or deteriorating conditions of historical records through the identification, organization and description, conservation treatment or reformatting of the records to another me…

A. Grant funds may be used to: (1) supplement organizational staff or hire temporary staff, but cannot be used to supplant the organization's staffing budget; (2) to purchase information technology items costing less than one thousand dollars ($1,000) per unit; (3) to purchase su…

Depending on available funds, the maximum award is limited to eight thousand five hundred dollars ($8,500) per applicant. Applicants shall provide a minimum match valued at twenty-five percent (25%) of the total grant award in either cash or in-kind services or materials as ident…

A. An applicant shall submit one completed application with original signatures and supporting documents and the number of identical copies as specified on the application. An applicant may submit attachments to support its application. B. The following information shall be inclu…

Grant applications shall be subjected to a four-stage process. A. First, all applications shall be screened for eligibility and compliance with 1.13.5 NMAC. Organizations that have submitted ineligible and non-compliant applications shall be notified by commission staff. B. Secon…

Grant applications shall be evaluated on the following criteria: A. significance of the materials; B. scope of work; C. outcome and impact; D. project budget; E. entities that have never received a historical records grant; F. entities that have not received a historical records …

Successful grant applicants shall comply with the following post-award requirements: A. Register as a vendor pursuant to state law. B. Execute a grant agreement or grant contract with the commission. C. Display the commission, New Mexico historical records advisory board and nati…

Eligible applicants include state, county, municipal and tribal government offices, political subdivisions and non-profit organizations. See 1.13.5.8 NMAC.

Section 14-3-4(F) NMSA 1978 authorizes the commission to adopt regulations to carry out the purposes of the Public Records Act; Section 14-3-14 NMSA 1978 authorizes the commission, upon recommendation of the state records administrator, to appoint advisory groups to more effectiv…

permanent

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