New Mexico Administrative Code
Title 1 - GENERAL GOVERNMENT ADMINISTRATION
Chapter 13 - PUBLIC RECORDS
Part 3 - MANAGEMENT OF ELECTRONIC RECORDS
Section 1.13.3.13 - DISPOSITION OF ELECTRONIC RECORDS

Universal Citation: 1 NM Admin Code 1.13.3.13

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

A. The disposition of electronic record can have two possible avenues, either the information and the record media are destroyed or the information is obliterated. Unlike paper-based records the media for electronic records can remain useful and only the information needs to be destroyed thus the resulting best practices for the destruction of information. An agency will select the best practice based on the media, and the nature or sensitivity of the information. For a local hard disk, items one and two should be sufficient, for other magnetic, optical, or solid-state storage media, agency information systems staff should be consulted:

(1) erasure from electronic media and all back up media;

(2) emptying of electronic trash receptacle;

(3) witnessed overwriting of reusable magnetic media multiple times such as suggested by the US department of defense;

(4) witnessed degaussing of the magnetic media; and

(5) witnessed physical destruction of the media.

B. Permanent-archival records on electronic media transferred to the SRCA. Permanent-archival records are scheduled in the general records retention and disposition schedule or the custodial agency's records retention and disposition schedule to be transferred to the SRCA permanently or transferred to the SRCA for review and final disposition. When permanent public records on electronic media are transferred to the SRCA, the custodial agency shall meet the following criteria.

(1) Media. Records shall be transferred only on optical disc, adhering to the international organization for standardization 9660 or high sierra standard for readability using eight-dot three file naming.

(2) Format. Since data formats can become obsolete, only those formats with the widest support, and greatest permanence shall be used to store public records. The nature of the information stored shall dictate its storage format. For example:
(a) Audio information. Format this information as MPEG files.

(b) Audio and visual information. Format this information as MPEG files.

(c) Picture or graphic files. Format these files as JPEG, BMP, or TIFF files.

(d) General business information files. Format per the architectural configuration requirement published by the state information and technology management office regarding software utilized by state agencies.

(3) Metadata. Metadata shall be provided on either individual records (documents) or on the entire records series. Records shall be transferred with the following essential metadata fields:
(a) title

(b) subject;

(c) originator (name of custodial agency);

(d) dates (inclusive dates of records, dates records created);

(e) identifier (i.e., RRDS code, RRDS section number, schedule item number).

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