New Mexico Administrative Code
Title 1 - GENERAL GOVERNMENT ADMINISTRATION
Chapter 13 - PUBLIC RECORDS
Part 10 - RECORDS STORAGE AND ACCESS
Section 1.13.10.20 - CHIEF RECORDS OFFICER

Universal Citation: 1 NM Admin Code 1.13.10.20

Current through Register Vol. 35, No. 18, September 24, 2024

A. One chief records officer shall be designated by the agency records custodian.

B. The chief records officer shall the authority to oversee the agency's records management program.

C. The chief records officer shall have the same authorities and responsibilities as a record liaison officer.

D. The chief records officer shall be re-appointed each fiscal year by the record custodian, using a form approved by the administrator.

E. The form shall include but not limited to the following: name and signature of the records custodian (executive director or cabinet secretary); name and signature of the chief records officer; division or bureau (if acceptable); agency code; agency name and mailing address; fiscal year of designation; phone number; fax number and e-mail address.

F. If the chief records officer leaves the employment of an agency or is released from records management duties, the agency shall immediately notify the records management division regarding the change and the records custodian shall appoint a new chief records officer.

G. The chief records officer shall have the following responsibilities:

(1) coordinating the response to disposition notifications (destruction and transfer to state archives);

(2) establishing and maintaining a centralized tracking system for the agency's storage containers (including the containers' indices, metadata and locators) and the disposition of records;

(3) disseminate information on any litigation, a discovery order, subpoena, government investigation or audit;

(4) ensure staff is adequately trained on proper records management practices; and

(5) develop policies and procedures pertaining to records management issues (i.e., handling confidential materials, new hire orientation, email management, disposition of records when an employee leaves the agency, metadata development, etc.).

Disclaimer: These regulations may not be the most recent version. New Mexico may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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