New Mexico Administrative Code
Title 1 - GENERAL GOVERNMENT ADMINISTRATION
Chapter 13 - PUBLIC RECORDS
Part 10 - RECORDS STORAGE AND ACCESS
Section 1.13.10.16 - STORAGE OF MICROFILM
Current through Register Vol. 35, No. 18, September 24, 2024
A. An agency shall have an approved microphotography plan on file with the records management division before master microfilm can be stored. For information on microphotography systems and standards see 1.14.2 NMAC.
B. The microphotography plan shall specify that the master microfilm will be stored at the state records center.
C. Agency's records liaison officers or microfilm vendors approved by an agency to transfer microfilm to the state records center shall complete a microfilm storage transmittal form and submit it manually (hardcopy) to the records management division for approval before records can be stored. The form shall contain but is not limited to the following: agency code; agency name; division name; date prepared; page number; office location; name and signature of the records liaison officer; records liaison officer telephone number; records liaison officer fax number; record series number; record series title; date filmed; begin date; end date; disposition date; roll number; begin document; end document and media type.
D. Microfilm rolls or microfiche with a retention period of permanent or transfer to archives submitted for storage to the state records center shall include an index as described in 1.13.10.13 NMAC. An index shall be provided for each individual roll or microfiche card.
E. Microfilm shall pass inspection before it is approved for storage. Information on microfilm that has passed inspection will be entered into a computer tracking system by the records management division. The computer system assigns permanent container numbers.
F. Microfilm storage transmittal forms shall be returned to the custodial agency with a notation indicating the assigned permanent container numbers.
G. It is the responsibility of the custodial agency to notify the microfilm vendor under contract that the microfilm has passed inspection.
H. After the microfilm has passed inspection and has been approved for storage the custodial agency shall submit a request for disposition form to the records management division requesting authorization to dispose of the source documents.
I. If the microfilm has failed inspection, the records management division shall notify the agency by letter that the microfilm can not be stored and that source documents shall be re-filmed before they can be destroyed.
J. For the procedure on withdrawal and access of records stored at the state records center, see 1.13.10.11 NMAC.
K. 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 state archives or are eligible for destruction.
L. If an agency does not respond to the notice of records eligible for destruction by the established deadline, the administrator shall charge the custodial agency a storage fee for the storage of records that are eligible for destruction. In addition, the return of withdrawn boxes, storage and disposition services will be suspended. For information on the fee schedule see 1.13.2 NMAC.
M. Records currently stored requiring legal holds must be identified by the agency in writing and permanently removed from the record center if the legal hold last longer than five years. Failing to do so will result in the agency being denied additional storage space.
