New Mexico Administrative Code
Title 1 - GENERAL GOVERNMENT ADMINISTRATION
Chapter 13 - PUBLIC RECORDS
Part 30 - DESTRUCTION OF PUBLIC RECORDS AND NON-RECORDS
Section 1.13.30.12 - RECORDS DELIVERED TO THE RECORDS CENTER FOR DESTRUCTION
Current through Register Vol. 35, No. 18, September 24, 2024
Agencies storing records at their location may deliver records that have met their retentions to the records center for destruction. For approval to deliver records to the records center for destruction, the records custodian, chief records officer or records liaison officer shall submit a request on a form approved by the state records administrator.
A. The form may be submitted electronically with a valid digital signature issued by the state records administrator.
B. The state records administrator or designee may inspect records prior to the acceptance of the shipment for destruction.
C. The state records administrator may suspend destruction of records determined to be of historical value and, upon approval of the commission, transfer the records to the state archives.
D. The approved request for destruction shall match items delivered to the records center for destruction. When a discrepancy is found between what is listed on the approved request and what is delivered to the records center, the shipment shall be rejected and the agency shall remove the shipment from the records center.
E. Agencies utilizing the records centers for destruction services shall use boxes equivalent to 15" x 10" x 12" in size.
F. Records destroyed through the records center shall be assessed a fee per box. Agencies shall have a purchase order in place prior to delivery of the shipment to the records center. For information on the fee schedule, refer to 1.13.2 NMAC.
G. Destruction, returns and storage services will be suspended if the agency has an invoice that is 90 days or more past due.
