N.M. Admin. Code § 1.13.10.18 - DIRECT TRANSFER OF RECORDS TO THE STATE ARCHIVES

A. An agency may transfer records with a retention period of permanent or transfer to state archives to the state archives directly by submitting a request for disposition form and the required index to the records management division for review and approval. The request for disposition form shall list only those records that are eligible for transfer to the state archives.

B. For direct transfers to the state archives an index shall be created in microsoft excel format. See 1.13.10.13 NMAC for a description of the required content of the index. Prior to delivery of the records, the agency shall provide the state archives and historical services division with an electronic copy of the index in microsoft excel format by e-mail. The state archives and historical services division will notify the agency when to deliver the records to the state archives.

C. Inactive records involved in litigation, an audit or investigation are not eligible for transfer to the state archives.

D. Once the transfer is authorized, the legal title and custody of the records is vested in the administrator.

Notes

N.M. Admin. Code § 1.13.10.18

1.13.10.18 NMAC - N, 6/29/2007; A, 6/30/2009 Amended, New Mexico Register, Volume XXV, Issue 17, September 15, 2014, eff. 9/3/2014