N.M. Admin. Code § 1.25.10.8

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

Section 1.25.10.8 - FILING PUBLICATIONS

State agencies are required to deposit copies of all state publications intended for public distribution with the state library division within 30 days of publication. Publications may be deposited in any one of three formats: paper (Subsection A), electronic (Subsection B) or through an agency's website (Subsection C).

A. Paper publications shall meet the minimum style and format requirements outlined in Subsection A of 1.25.10.9 NMAC. State agencies shall deposit 30 copies of each publication.

B. Electronic publications shall meet the minimum style and format requirements outlined in Subsections A and B of 1.25.10.9 NMAC. State agencies shall deposit an electronic copy in an approved format. The electronic copy shall be submitted to the state library division via one of the following approved delivery mechanisms:

(1) e-mail;

(2) optical storage media; or

(3) file transfer protocol (FTP).

C. Internet publications shall meet the minimum style and format requirements outlined in Subsections A and B of 1.25.10.9 NMAC. State agencies that elect to publish through the internet shall:

(1) enter into a memorandum of understanding with the state library specifying the terms and conditions in which state publications will be retrieved from the internet for digital preservation and to ensure the minimum standards for internet publications are met;

(2) designate an appropriate contact person to be responsible for electronic state publications and to act as liaison with the state library;

(3) provide the state library with guaranteed access, at no charge, to the agency's internet publications; if a "robots.txt" file or similar device is used to prevent harvesting of a state agency site then that file shall include an exception for harvesting by state library's designated harvesting system;

(4) meet the metadata standards specified in Subsection E of 1.25.10.9 NMAC;

(5) provide access to publications by providing a link or series of links from the agency's primary URL; for publications accessible only by database searching or similar means, an alternative path such as a hidden link to a comprehensive site map shall be provided;

(6) meet the internet publishing requirements of the Americans with Disabilities Act of 1990 as amended; and

(7) leave the publication in its original format at a location on the agency's website for six months after its initial release to ensure that the publication has been collected by the state library.

D. State agencies digitizing older publications previously issued in paper shall provide a digitized copy in an approved format to the state library; the state library shall deliver a copy to the state records center and archives via an approved delivery mechanism.

N.M. Admin. Code § 1.25.10.8

1.25.10.8 NMAC - Rp, 1 NMAC 3.4.10.9, 7/15/2010