N.M. Admin. Code § 1.13.40.7 - DEFINITIONS
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 records or papers into the physical custody of an
archival agency, records center or manuscripts repository and the materials
involved in such a transfer.
C.
Acquisition means the process of identifying and acquiring by
donation or purchase archival materials from sources outside of state
government.
D.
Administrator means the state records administrator, who also
serves as the director of the state records center and archives appointed by
the commission of public records.
E.
Archival material means the
non-current records or papers of an individual, family, organization or
institution preserved because of their continuing historical, informational or
intrinsic value.
F.
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 Mexico. The term also
refers to the organizational unit of the SRCA storing these records.
G.
Artifact means an object of
archaeological interest, produced by man.
H.
Collection policy means a
statement of policy adopted by an archival agency, records center, or
manuscripts repository to guide its accessioning and de-accessioning decisions
in order to carry out its formal mission.
I.
Collection means an
artificial accumulation of documents brought together on the basis of some
common characteristic, a grouping of records created by private individuals and
organizations or the total holdings of a manuscript repository.
J.
De-accession means the act,
or the materials involved in the act, of a transfer out of the custody of an
archives and is the opposite of accession.
K.
Deed of gift means a legal
document accomplishing the donation of archival materials to the SRCA through
transfer of title.
L.
Documents means any recorded information regardless of media,
including books, correspondence, reports, maps, manuscripts, microforms,
photographs, sound recordings, motion pictures, architectural drawings and
electronic files.
M.
Donation means a gift.
N.
Material culture means
physical objects used by a society other than documents.
O.
Personal papers means a
natural accumulation of documents created or accumulated by an individual or
family belonging to him or her and subject to his or her disposition.
P.
Private collection means a
body of archival materials relating to an individual, family, organization or
institution acquired through donation or purchase rather than in accordance
with state statute.
Q.
Record means recorded information, regardless of media or
characteristics, made or received and maintained by an institution.
R.
Repository refers to the SRCA
as a facility where documents are deposited, donated, or stored for
safekeeping.
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