N.M. Admin. Code § 1.13.4.13

Current through Register Vol. 35, No. 21, November 5, 2024

Section 1.13.4.13 - FILING ELECTRONIC MESSAGES

Procedures for filing electronic messages will vary based on the agency's needs and the particular hardware and software in use.

A. The department of information technology may provide an agency with a centrally managed enterprise electronic messaging system. However, the department of information technology's system is not designed to be a records management system. Agencies using a department of information technology system must instruct all public officials using the system how to copy public records from their electronic messaging account to a records management system.

B. Electronic messages sent or received from a computer outside a state electronic messaging system that is classified as a public record, shall be transferred to an agency's records management system for proper retention and disposition.

C. Non-records are not required to be retained by an agency and regular deletion should be included in an agency's procedure for management of electronic messages.

D. Electronic systems used to manage electronic messages shall ensure that messages and attachments classified as public records are maintained in their native format until their final disposition and can be accessed, retrieved and read.

N.M. Admin. Code § 1.13.4.13

Adopted by New Mexico Register, Volume XXVI, Issue 06, March 31, 2015, eff. 3/31/2015, Amended by New Mexico Register, Volume XXVI, Issue 22, November 30, 2015, eff. 11/30/2015, Amended by New Mexico Register, Volume XXVII, Issue 13, July 15, 2016, eff. 7/15/2016