New Mexico Administrative Code

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.

The New Mexico historical records advisory board receives funds from the New Mexico legislature or the national historical publications and records commission to fund its historical records grant programs for improving preservation of and access to New Mexico's historical records…

A. "Access" means the availability of archives, records or manuscripts in terms of physical condition, legal permission and intellectual 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 taki…

A. To be eligible for an historical records grant, the applicant shall be one of the entities listed below.(1) A governmental organization including:(a) state agencies as prescribed in the Public Records Act; except the commission; (b) county offices; (c) municipal offices; (d) p…

A. The applicant shall: (1) demonstrate legal custody of historically significant original records at the time of the grant application deadline; (2) provide a copy of its collection policy or a statement from its governing body indicating its commitment to sound practices concer…

State Commission of Public Records - State Records Center and Archives

A. An applicant for a fellowship shall complete an application package that shall contain the following items. (1) A signed cover letter that shall contain, at a minimum: (a) a statement explaining the applicant's interest in the scholar's program; (b) the eligibility criterion u…

A. The New Mexico office of the state historian scholars program is contingent on sufficient appropriation and operating budget. B. Although an applicant shall request, pursuant to 1.13.7.10 NMAC, a fellowship for a given amount, duration and time, the decisions concerning these …

A. The staff of the office of the state historian, a division of the state records center and archives, shall conduct an initial review of all applications to ensure that all required materials have been received and that the applicant meets the minimum qualifications. Applicants…

Successful fellowship applicants shall comply with the following post-award requirements. A. Research work shall take place at New Mexico archival repositories containing material relative to the history and cultures of New Mexico. B. Prior to the conclusion of the fellowship per…

A. Completed applications shall be received by the office of the state historian by the deadline set forth in the call for proposals. B. The staff of the office of the state historian shall conduct an initial review to determine if applications are complete and applicants meet mi…

Scholars meeting the eligibility requirements set forth in 1.13.7 NMAC to pursue research at New Mexico archival repositories.

Section 14-3-6 NMSA 1978 provides that the state records administrator shall adopt regulations necessary for carrying out the Public Records Act, which governs the management of the public records, including those held in the state archives. [The program was first funded through …

Permanent.

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

To promote an understanding and appreciation of New Mexico history by providing financial incentive to fellows conducting research on New Mexico history and cultures.

A. Fellowship means a contract with the state records center and archives, under the terms of which the contractor (fellow) receives compensation for research and other deliverables as defined in the contract and pursuant to the provisions of 1.13.7 NMAC. B. Research means, for p…