New Mexico Administrative Code

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State Commission of Public Records

A. The coordinator is responsible for the NHPRC state program. B. The state records administrator shall serve as the coordinator. C. The coordinator shall report the NMHRAB appointment process, membership and recommendations to the NHPRC at least on an annual basis. D. The coordi…

A. The NMHRAB shall consist of six members appointed by the commission and the coordinator. B. Members appointed by the commission will serve three-year terms; provided that at the time of initial appointment, the commission may appoint members to abbreviated terms to allow stagg…

New Mexico Historical Records Advisory Board

Section 14-3-14 NMSA 1978 authorizes the state commission of public records, upon recommendation of the state records administrator, to appoint advisory groups to more effectively obtain the best professional thinking regarding any particular group or type of records. 36 CFR Part…

Permanent.

January 12, 2015, unless a later date is cited at the end of a section.

To establish a process for the state commission of public records to appoint members to a state historical records advisory board.

A. "Administrator" refer to Public Records Act, Section 14-3-2(A) NMSA 1978. B. "Agency" refer to Public Records Act, Section 14-3-2(B) NMSA 1978. C. "Archives" refer to 1.13.10.7 NMAC. D. "Archives and historical services division" refer to 1.13.10.7 NMAC. E. "Commission" refer …

A. "CFR" stands for code of federal regulations. B. "NHPRC" stands for national historical publications & records commission. C. "NMAC" stands for New Mexico administrative code. D. "NMHRAB" stands for New Mexico historical records advisory board. E. "NMSA" stands for New Mexico …

A. The NMHRAB is an advisory group appointed by the commission for the purpose of coordinating state and local historical records projects within the state. B. The commission may receive NHPRC grants to support the work of the NMHRAB; to operate statewide historical records servi…

State Commission of Public Records - State Records Center and Archives

This standard applies to the production of traditional microfilm in which source documents are photographed utilizing a camera and images are captured on film. The measures outlined in this section are required to maintain the integrity of the original records and to ensure that …

The microfilm system plan shall address each of the elements in this section: A. purpose of the system; B. specific goals of the system including identification of the official copy of record; C. record series to be microphotographed as identified in the records retention and dis…

These standards apply to the production of master microfilm from records digitally created (born digital) or imaged (scanned) from paper. A. State agencies shall utilize a COM system capable of recording faithfully onto microfilm all of the information contained in the digital im…

A COM plan shall be submitted together with an imaging plan for approval by the state records administrator (see 1.14.2.16 NMAC, imaging system plan.) Agencies with an approved imaging plan on file with the SRCA shall submit the COM plan as an addendum to the imaging plan. The CO…

This section is limited in scope to the conversion of documents to digitized images suitable for storage on optical, magnetic media, or converted to COM. The standards listed in this section are intended to maintain the integrity of the original record and to ensure that the imag…

To ensure the reliability and accuracy of image systems and processes, agencies shall specifically address each of these management structure components. A. Policies and procedures shall be implemented that define proper management, maintenance and use of the system. Policies and…

The imaging system plan submitted to the administrator for approval shall address all the items in this section. A. System description. (1) The general purpose of the system including the identification of the official copy of record. (2) The specific goals of system. (3) The aff…

In addition to those non-SRCA standards already incorporated into this rule, it is recommended that agencies employing or anticipating the use of a microphotography system refer to and consider the following national or international standards: A. ANSI/AIIM MS1-1996 Recommended P…

All state agencies

Sections 14-3-2, 14-3-15 and 14-3-17 of the Public Records Act (Chapter 14, Article 3 NMSA 1978) gives the state records administrator review and approval authority over microphotography systems of state agencies, and gives the commission of public records authority to establish …

Permanent

July 29, 1996, unless a later date is cited at the end of a section.

To establish methods for prescribing the capture, quality and permanence of microfilm and digital images produced by microphotography systems to: ensure that in their content and detail the microfilm and digital images represent accurate reproductions of the original records; tha…

A. "Agency" means any state agency, department, bureau, board, commission, institution or other organization of the state government, including district courts. See Sections 14-3-2 and 14-3-15 NMSA 1978. B. "Approved microphotography system" means a microphotography system that h…

A. "AIIM" stands for association for information and image management. B. "ANSI" stands for american national standards institute. C. "ARMA" stands for association of records managers and administrators. D. "CCITT" stands for consultative committee for international telegraphy an…

A. The state records administrator shall approve all microphotography system plans for microfilm, COM and imaging. Original records shall not be destroyed until an agency has an approved microphotography plan and the state records administrator has approved the destruction (see 1…

Commission of Public Records - State Records Center and Archives

The administrator is authorized to arrange the transfer of microphotography equipment from a state agency which does not use it, and which has released it, to a state agency needing such equipment for a current microphotography system.

A. Agencies with an excess of microphotography equipment. State agencies identifying an excess of microphotography within their agency, shall request from the state records administrator the following forms: microfilm equipment status (SRC 95-02) and microfilm equipment transfer …

All state agencies.

A. Section 14-3-6 NMSA 1978. Administrator; duties. It shall be the duty of the head of each state agency to cooperate with the administrator in conducting surveys and to establish and maintain an active, continuing program for economical and efficient management of the agency's …

Permanent

May 25, 1995 unless a later date is cited at the end of a section or paragraph.

A. To establish and maintain an inventory of all microphotography equipment including imaging (optical, CD-ROM, etc.) owned or leased by state agencies. B. To arrange the transfer of microphotography equipment from a state agency which does not use it, and which has released it, …

A. Administrator: state records administrator. (Section 14-3-2(B) NMSA 1978). B. Agency: Any agency, authority, board, bureau, commission, committee, department, institution or officer of state government. (Section 14-3-2(D) NMSA 1978). Subsection D applies only to state agencies…

A. The administrator shall establish and maintain a yearly inventory of all microphotography equipment owned and or leased by state agencies. B. The administrator shall create an awareness among state agencies of the existence of excess microphotography equipment. C. The administ…

A. Initial inventory. Initial inventory shall be done via survey. Survey shall consist of microphotography equipment inventory form (SRC 95-01). Agencies shall return the completed microfilm equipment inventory forms to the state records center within thirty days of date of recei…

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