N.M. Admin. Code § 1.13.10.20

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

Section 1.13.10.20 - CHIEF RECORDS OFFICER

A. One chief records officer shall be designated by the agency records custodian.

B. The chief records officer shall the authority to oversee the agency's records management program.

C. The chief records officer shall have the same authorities and responsibilities as a record liaison officer.

D. The chief records officer shall be re-appointed each fiscal year by the record custodian, using a form approved by the administrator.

E. The form shall include but not limited to the following: name and signature of the records custodian (executive director or cabinet secretary); name and signature of the chief records officer; division or bureau (if acceptable); agency code; agency name and mailing address; fiscal year of designation; phone number; fax number and e-mail address.

F. If the chief records officer leaves the employment of an agency or is released from records management duties, the agency shall immediately notify the records management division regarding the change and the records custodian shall appoint a new chief records officer.

G. The chief records officer shall have the following responsibilities:

(1) coordinating the response to disposition notifications (destruction and transfer to state archives);

(2) establishing and maintaining a centralized tracking system for the agency's storage containers (including the containers' indices, metadata and locators) and the disposition of records;

(3) disseminate information on any litigation, a discovery order, subpoena, government investigation or audit;

(4) ensure staff is adequately trained on proper records management practices; and

(5) develop policies and procedures pertaining to records management issues (i.e., handling confidential materials, new hire orientation, email management, disposition of records when an employee leaves the agency, metadata development, etc.).

N.M. Admin. Code § 1.13.10.20

Amended, New Mexico Register, Volume XXV, Issue 17, September 15, 2014, eff. 9/3/2014