N.M. Admin. Code § 1.13.5.7

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

Section 1.13.5.7 - DEFINITIONS

A. "Access" means the availability of archives, records or manuscripts in terms of physical condition, legal permission and intellectual 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 manuscript repository and the materials involved in such a transfer

C. "Administrator" means the state records administrator

D. "Archives" means the non-current records of an organization or institution preserved because of their continuing value in meeting the needs of the creating organization.

E. "Arrangement of collections" means the process and results of organizing records or manuscripts, particularly by function or activity of their creator

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

G. "Commission" refer to Public Records Act, Section 14-3-2(C) NMSA 1978.

H."Data universal numbering system number" means a unique, nine digit identification number issued by Dun and Bradstreet.

I."Deaccession" 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.

J."Documentary edition" means a published edition of documents derived directly from original records and often accompanied by editorial commentary and annotations.

K."Evaluation" means a mechanism by which the effectiveness of the project can be measured by describing the extent to which a project's goals have been met. Narrative, graphic or statistical methods can be used to assess the product or to analyze the process. Participant or user assessments are also helpful in some cases.

L."Finding aid" means a descriptive device created by an archives, records center or repository to establish the size, condition, content or arrangement of a collection or record group.

M."Non-profit organization" means any organization, which by its articles of association and bylaws prohibits acts of private inurement, that is, transferring of the organization's earnings to persons in their private capacity; nonprofit organizations are required to use their earnings for their program activities and these earnings are tax-exempt if the organization has met the approval of the internal revenue service as falling within a category such as 501(c) (3).

N."Original records" means archives or public records as created by a governmental or quasi-governmental body and manuscripts such as letters, diaries, photographs or other first-hand reports.

O."Political subdivisions" means any county; incorporated city; town or village; drainage, conservancy, irrigation, water and sanitation or other district; mutual domestic association; public water cooperative association; community ditch association; or community land grant organizes and governed pursuant to Chapter 49, Article 1 NMSA 1978.

P."Preservation" means the provision of adequate facilities for the protection, care and maintenance of archives, records and manuscripts, particularly to promote their future availability.

Q."Public officer" refer to Governmental Conduct Act, Section 10-16-2(I) NMSA 1978.

R."Supply inventory" includes expenditures for furniture, fixtures, machinery, or other equipment that cost less than one thousand dollars ($1,000) per unit.

N.M. Admin. Code § 1.13.5.7

Adopted by New Mexico Register, Volume XXVI, Issue 13, July 15, 2015, eff. 8/1/2015