New Mexico Administrative Code
Title 1 - GENERAL GOVERNMENT ADMINISTRATION
Chapter 13 - PUBLIC RECORDS
Part 10 - RECORDS STORAGE AND ACCESS
Section 1.13.10.15 - STORAGE OF ELECTRONIC MEDIA
Current through Register Vol. 35, No. 18, September 24, 2024
A. An agency shall have an approved imaging plan on file with the administrator before electronic media can be stored at the state records center. For information on imaging plans see 1.14.2 NMAC, Microphotography Systems, Microphotography Standards.
B. An agency shall complete a storage transmittal form and submit it to the records management division for approval. An agency records liaison officer may contact the records management division for information and assistance with storage.
C. Withdrawal and access to electronic retention files shall be through the withdrawal procedures defined in 1.13.10.11 NMAC.
D. Agencies are responsible for safeguarding against storage media deterioration and technology changes that can leave electronic records inaccessible over a period of time because of hardware or software obsolescence. To eliminate the possibility of creating a situation where information can no longer be retrieved, agencies shall provide for future record accessibility by:
E. The records custodian and records liaison officer shall be notified by the records management division when records in storage have met the legal retention period and are eligible to be transferred to archives or are eligible for destruction.