N.M. Admin. Code § 1.13.30.10 - DIRECT TRANSFER OF RECORDS TO THE STATE ARCHIVES
A. An agency may transfer records with a
retention of permanent directly to the state archives. Records eligible for
direct transfer to archives shall be submitted on a form approved by the state
records administrator. No direct transfer of records shall occur without the
review and approval of the state records administrator.
B. Records transferred directly to state
archives shall be accompanied by an itemized records index on a form approved
by the state records administrator. A copy of the index for each box shall be
placed in the corresponding box. The complete index shall be attached to the
request and an electronic copy shall be submitted to the state archives on a
format approved by the state records administrator. The shipment box number
(i.e., 1 of 10, 2 of 20, etc.) shall be affixed to the boxes prior to delivery
to the state archives. All folders in the box shall be clearly labeled and
identify the contents of the folder.
C. Records involved in litigation, an audit
or investigation are not eligible for transfer to the state archives.
D. Only closed records shall be accepted for
transfer to the state archives.
Notes
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