New Mexico Administrative Code
Title 1 - GENERAL GOVERNMENT ADMINISTRATION
Chapter 13 - PUBLIC RECORDS
Part 40 - PRIVATE COLLECTION DEVELOPMENT POLICY
Section 1.13.40.7 - DEFINITIONS

A. Access means the availability of archives, records, or manuscripts in terms of physical condition, legal permission and legal entry.

B. Accession means a term used as both a noun and a verb for the act and procedures involved in a transfer of legal title and the taking of records or papers into the physical custody of an archival agency, records center or manuscripts repository and the materials involved in such a transfer.

C. Acquisition means the process of identifying and acquiring by donation or purchase archival materials from sources outside of state government.

D. Administrator means the state records administrator, who also serves as the director of the state records center and archives appointed by the commission of public records.

E. Archival material means the non-current records or papers of an individual, family, organization or institution preserved because of their continuing historical, informational or intrinsic value.

F. Archives means the permanent records of the state of New Mexico, which may include government and private collections of the Spanish, Mexican, territorial and statehood periods, assessed to have significant historical value to warrant their preservation by the state of New Mexico. The term also refers to the organizational unit of the SRCA storing these records.

G. Artifact means an object of archaeological interest, produced by man.

H. Collection policy means a statement of policy adopted by an archival agency, records center, or manuscripts repository to guide its accessioning and de-accessioning decisions in order to carry out its formal mission.

I. Collection means an artificial accumulation of documents brought together on the basis of some common characteristic, a grouping of records created by private individuals and organizations or the total holdings of a manuscript repository.

J. De-accession means the act, or the materials involved in the act, of a transfer out of the custody of an archives and is the opposite of accession.

K. Deed of gift means a legal document accomplishing the donation of archival materials to the SRCA through transfer of title.

L. Documents means any recorded information regardless of media, including books, correspondence, reports, maps, manuscripts, microforms, photographs, sound recordings, motion pictures, architectural drawings and electronic files.

M. Donation means a gift.

N. Material culture means physical objects used by a society other than documents.

O. Personal papers means a natural accumulation of documents created or accumulated by an individual or family belonging to him or her and subject to his or her disposition.

P. Private collection means a body of archival materials relating to an individual, family, organization or institution acquired through donation or purchase rather than in accordance with state statute.

Q. Record means recorded information, regardless of media or characteristics, made or received and maintained by an institution.

R. Repository refers to the SRCA as a facility where documents are deposited, donated, or stored for safekeeping.

S. Researcher means a person who has applied for access to public records or private collections in accordance with 1.13.11 NMAC.