New Mexico Administrative Code
Title 1 - GENERAL GOVERNMENT ADMINISTRATION
Chapter 13 - PUBLIC RECORDS
Part 10 - RECORDS STORAGE AND ACCESS
Section 1.13.10.9 - BOX REQUIREMENTS
Universal Citation: 1 NM Admin Code 1.13.10.9
Current through Register Vol. 35, No. 18, September 24, 2024
A. Agencies utilizing the records center shall use storage boxes 15" x 12" x 10" in size. Records with a retention of permanent must be submitted in acid-free boxes. Agencies submitting boxes for storage containing paper records shall:
(1) place only one type of record
classification with disposition dates within a three year range in each
box;
(2) place the records in the
box vertically, in the same order in which the records were maintained and
shall coincide with the records index;
(3) place letter-sized folders across the
12-inch side, facing the front of the box;
(4) place legal-sized folders across the
15-inch side, starting from left to right;
(5) leave at least one-inch of space for ease
of access;
(6) place the lid on the
box;
(7) place all documents (with
the exception of oversize materials) in accurately labeled standard file
folders; and
(8) do not place
hanging file folders in the boxes.
B. The records management division has the final authority with regard to the rejection of any box shipment or portion thereof. Reasons for rejection include, but are not limited to, the following:
(1) Any box shipment that does not agree with
its corresponding storage or disposition forms shall be rejected upon delivery.
The custodial agency shall be required to remove the boxes from the records
center immediately.
(2) Any
shipment submitted for storage that is damaged or overfilled shall be rejected
upon delivery. The custodial agency shall be required to remove the shipment
from the records center immediately.
(3) Any box shipment submitted for storage or
disposition that is deemed hazardous by the administrator shall be rejected
upon delivery. The custodial agency shall be required to remove the shipment
from the records center immediately. For any box rejected for contamination,
the custodial agency will be required to request permission from the
administrator for onsite destruction.
(4) Any box submitted for storage that is
less than three quarters full (12 inches) shall be returned to the agency,
including any boxes withdrawn for viewing.
(5) Any box shipment containing glossy
exterior boxes.
C. Blueprints and maps submitted for storage shall be placed in boxes designed for that purpose.
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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