N.M. Admin. Code § 1.13.10.15

Current through Register Vol. 35, No. 17, September 10, 2024

Section 1.13.10.15 - STORAGE OF ELECTRONIC MEDIA

A. An agency shall have an approved imaging plan on file with the administrator before electronic media can be stored at the state records center. For information on imaging plans see 1.14.2 NMAC, Microphotography Systems, Microphotography Standards.

B. An agency shall complete a storage transmittal form and submit it to the records management division for approval. An agency records liaison officer may contact the records management division for information and assistance with storage.

(1) The storage transmittal form shall be signed by the agency's records custodian or records liaison officer.

(2) At a minimum, each individual unit (tape, disk, etc.) of electronic media shall be clearly identified with the agency name, record series and disposition date.

C. Withdrawal and access to electronic retention files shall be through the withdrawal procedures defined in 1.13.10.11 NMAC.

D. Agencies are responsible for safeguarding against storage media deterioration and technology changes that can leave electronic records inaccessible over a period of time because of hardware or software obsolescence. To eliminate the possibility of creating a situation where information can no longer be retrieved, agencies shall provide for future record accessibility by:

(1) migrating all electronic records when there are major changes to the next generation of hardware or software; or

(2) migrating only current electronic records to new hardware or software, and converting records not migrated to "human readable form"; for additional information, see 1.13.3 NMAC, Management of Electronic Records.

E. The records custodian and records liaison officer shall be notified by the records management division when records in storage have met the legal retention period and are eligible to be transferred to archives or are eligible for destruction.

N.M. Admin. Code § 1.13.10.15

1.13.10.15 NMAC - N, 6/30/2005; A, 6/29/2007; A, 6/30/2009; A, 11/15/2012

Amended, New Mexico Register, Volume XXV, Issue 16, August 29, 2014, eff. 9/3/2014