TITLE 1 GENERAL GOVERNMENT ADMINISTRATION
CHAPTER 21 FUNCTIONAL
RECORDS RETENTION AND DISPOSITION SCHEDULES (FRRDS)
PART 2 RETENTION
AND DISPOSITION OF PUBLIC RECORDS
1.21.2.1 ISSUING AGENCY: State
Commission of Public Records
[1.21.2.1 NMAC - N, 10/1/2015]
1.21.2.2 SCOPE: All agencies
as defined in the Public Records Act, Section 14-3-1 et seq. NMSA 1978.
[1.21.2.2 NMAC - N, 10/1/2015]
1.21.2.3 STATUTORY AUTHORITY: Public Records
Act, Section 14-3-1 et seq. NMSA 1978.
[1.21.2.3 NMAC - N, 10/1/2015]
1.21.2.4 DURATION: Permanent.
[1.21.2.4 NMAC - N, 10/1/2015]
1.21.2.5 EFFECTIVE DATE: October 1,
2015, unless a later date is cited at the end of a section.
[1.21.2.5 NMAC - N, 10/1/2015]
1.21.2.6 OBJECTIVE: To establish a
records retention schedule for the orderly management, retention, disposition
and preservation of records necessary for carrying out the Public Records Act,
Section 14-3-1 et seq. NMSA 1978, and to provide recommendations for the
retention and preservation of records of state governmental entities not
subject to the act.
[1.21.2.6 NMAC - N, 10/1/2015]
1.21.2.7 DEFINITIONS: The
following terms shall have the respective meanings provided in this rule. Terms not defined in this rule which are
defined in the Public Records Act, Section 14-3-1 et seq. NMSA 1978 shall have
the respective meanings accorded such terms in the act.
A. “Archives” means the permanent records of the state of New
Mexico, which may include government and private collections of the Spanish,
Mexican, territorial and statehood periods, assessed to have significant
historical value to warrant their preservation by the state of New Mexico.
B. “Disposition” means
final action that puts into effect the results of an appraisal decision for a
series of records (i.e., transfer to archives or destruction).
C. “Executive level” means
elected and appointed officials, statutory agency heads and management
personnel with decision making authority granted by the agency head.
D. “Historical” means records deemed to have archival value by the commission.
E. “Non-record” means
extra copies of documents kept solely for convenience of reference, stocks of
publications, transitory records, records not usually included within the scope
of the official records of an agency or government entity and library material
intended only for reference or exhibition.
The following specific types of materials are non-records: materials neither made nor received in
pursuance of statutory requirements nor in connection with the functional
responsibility of the officer or agency, extra copies of official records,
preliminary drafts, blank forms, transmittal letters or forms that do not add
information, sample letters, and reading files or informational files.
F. “Official copy of record” the
single record determined to be the official copy for the purposes of fulfilling
the retention requirements.
G. “Retention” means the period of
time during which the official copy of record shall be maintained by an
organization because they are needed for operational, legal, fiscal, historical
or other purposes.
H. “Transitory” means messages which serve
to convey information of temporary importance in lieu of oral
communication. Transitory messages are
only required for a limited time to ensure the completion of a routine action
or the preparation of a subsequent record.
Transitory messages are not required to control, support or to document
the operations of government.
I. “Trigger event” means the event which
begins the retention period.
[1.21.2.7 NMAC - N, 10/1/2015;
A, 11/30/2016; A, 9/11/2018]
1.21.2.8 ABBREVIATIONS AND ACRONYMS:
A. “ADA” stands for Americans with Disabilities Act.
B. “CDC” stands for center for disease control.
C. “DUI” stands for driving under the influence.
D. “EEOC” stands for equal employment opportunity
commission.
E. “NMAC” stands for New Mexico administrative code.
F. “NMSA” stands for New Mexico statutes annotated.
G. “WCA” stands for workers’ compensation
administration.
[1.21.2.8 NMAC - N, 10/1/2015]
1.21.2.9 INSTRUCTIONS:
A. The records retention and disposition schedule
identifies the types of records maintained by all agencies and specifies a
period of time for which the official copy of record must be retained. A retention period may be stated in terms of
months or years and is contingent upon the occurrence of a trigger event. Each record classification will be itemized
by NMAC section number and title in the format listed below.
(1) Category - describes the
hierarchy of the function
(2) Description
- describes the function of the record classification
(3) Retention - defines the length of
time records must be kept before they are eligible for destruction or archival
preservation
B. Record classification descriptions are not intended to
be exhaustive. Descriptions may include
records that do not appear in the files, and conversely, files may include
records not listed in the description.
C. Refer questions concerning the confidentiality of a
record to legal counsel for the agency.
For the destruction of confidential records, please refer to 1.13.30
NMAC.
D. Public records should be maintained
in their native format (paper/digital).
Records may be microfilmed or digitized provided a microphotography plan
has been approved by the state records administrator. Refer to Section 14-3-17 NMSA 1978 and 1.14.2
NMAC. Such photographs, microfilms,
photographic film or microphotographs shall be deemed to be an original record
for all purposes.
E. Agencies are encouraged to create secondary and tertiary descriptors for
each classification (e.g., account receivable - invoices - acme inc., goods and
services - IT consulting - data hub LLC., infrastructure project files -
railroad project - Lamy station upgrade, etc.).
These additional descriptors will assist with the accessibility of the
records.
F. Upon
storage or disposition, public records shall be classified according to content
and retained at a minimum for the length of time specified in the records
retention and disposition schedule.
G. For guidance on electronic
messaging, refer to 1.13.4 NMAC.
H. For guidance on the destruction
of non-record material, refer to 1.13.30 NMAC.
I. Records
classifications related to the legislative branch of government provided herein
are applicable for legislative agencies that utilize the records center
services and permanent archival repository.
J. Non-scheduled
public records created by an agency in pursuance of law or in connection with
the transaction of public business shall have a retention period of permanent
until such time the non-scheduled record has been scheduled and a retention
period adhering to operational, legal, fiscal, historical or other purposes is
established.
K. For
guidance on classifying county and municipal records, refer to the records
retention and disposition guidance for counties and municipalities.
L. For
guidance on destruction of county records, refer to Section 14-1-8 NMSA 1978.
M. Classifications
that have a disposition of transfer to archives may be submitted for direct
transfer before the allotted time period specified in the retention with the
approval of the custodial agency and state records administrator.
N. Upon adoption of this rule, records
retained at the records center shall be reclassified according to the new
records classifications for retention and disposition.
O. The
official copy of a record may contain duplicates of other records. If your program requires the submission of
documentation, and your agency is not required to submit this documentation to
another agency for additional or final processing, your agency is the keeper of
the official copy of record.
P. Records
transferred to the state archives will be reviewed for final disposition.
[1.21.2.9 NMAC - N, 10/1/2015;
A, 11/30/2015; A, 11/30/2016; A, 9/11/2018]
1.21.2.10 - 1.21.2.100 [RESERVED]
1.21.2.101 AUTHORIZATION:
A. Category: Administration - general management
B. Description: Records
related to authorization of personnel or entities to perform specfic duties and
not identified in other classifications.
C. Retention: destroy 10
years from date file closed
[1.21.2.101 NMAC - N, 10/1/2015]
1.21.2.102 CALENDARS
AND SCHEDULES:
A. Category: Administration - general management
B. Description: Appointments
and schedules and related records.
C. Retention: destroy one
year from close of calendar year in which created
[1.21.2.102 NMAC - N, 10/1/2015]
1.21.2.103 CALENDARS
AND SCHEDULES - GOVERNOR:
A. Category: Administration - general management
B. Description: Governor's
appointments and schedules and related records.
C. Retention: permanent,
transfer to archives when no longer needed for reference
[1.21.2.103 NMAC - N, 10/1/2015]
1.21.2.104 CORRESPONDENCE
- EXECUTIVE LEVEL:
A. Category: Administration - general management
B. Description: Internal and
external communications and related records to or from executive level personnel
including, but not limited to, directives and not identified in other
classifications.
C. Retention: permanent, transfer
to archives when no longer needed for reference
[1.21.2.104 NMAC - N, 10/1/2015]
1.21.2.105 CORRESPONDENCE
- GENERAL:
A. Category: Administration - general management
B. Description: Routine
correspondence and related records of day-to-day office administration and not
identified in other classifications.
C. Retention: destroy one
year from close of calendar year in which created
[1.21.2.105 NMAC - N, 10/1/2015]
1.21.2.106 [RESERVED]
1.21.2.107 DENIED,
REJECTED OR WITHDRAWN RECORDS:
A. Category: Administration - general management
B. Description: Records
including, but not limited to, applications, complaints or requests which are
incomplete, have no merit or have been denied, rejected or withdrawn.
C. Retention: destroy two
years from date file closed
[1.21.2.107 NMAC - N, 10/1/2015]
1.21.2.108 DISTRIBUTION,
MAILING AND CONTACT LISTS:
A. Category: Administration - general management
B. Description: Lists of
individuals and organizations for mailing, contact or distribution.
C. Retention: destroy when superseded
or obsolete
[1.21.2.108 NMAC - N, 10/1/2015]
1.21.2.109 INDEXES
AND FINDING AIDS:
A. Category: Administration - general management
B. Description: Indexes, lists
and finding aids used to provide access to records or information.
C. Retention: retain until
disposition of corresponding record
[1.21.2.109 NMAC - N, 10/1/2015]
1.21.2.110 LOGS:
A. Category: Administration - general management
B. Description: Logs used to
monitor or control.
C. Retention: retain until
no longer needed for reference
[1.21.2.110 NMAC - N, 10/1/2015]
1.21.2.111 PLANNING
AND DEVELOPMENT:
A. Category: Administration - general management
B. Description: Records
related to planning and development.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.111 NMAC - N, 10/1/2015]
1.21.2.112 PROGRAM
AND PROJECT FILES:
A. Category: Administration - general management
B. Description: Records
related to administrative programs and projects not identified in other
classifications.
C. Retention: destroy five
years from date file closed
[1.21.2.112 NMAC - N, 10/1/2015]
1.21.2.113 PROGRAM
AND PROJECT FILES - GOVERNOR'S:
A. Category: Administration - general management
B. Description: Records
related to administrative programs and projects of the governor's and
lieutenant governor's office.
C. Retention: permanent, transfer
to archives when no longer needed for reference
[1.21.2.113 NMAC - N, 10/1/2015]
1.21.2.114 PUBLICATIONS:
A. Category: Administration - general management
B. Description: Agency
publications intended for distribution to the public.
C. Retention: permanent, transfer to state library when published
[1.21.2.114 NMAC - N, 10/1/2015; A, 11/30/2015]
[Refer to 1.25.10 NMAC,
Publications: Filing, Distribution, Format and Style]
1.21.2.115 [RESERVED]
[1.21.2.115 NMAC - N, 10/1/2015; Repealed, 11/30/2016]
1.21.2.116 REPORTS
- GENERAL:
A. Category: Administration - general management
B. Description: General
reports not identified in other classifications.
C. Retention: destroy two
years from date file created
[1.21.2.116 NMAC - N, 10/1/2015]
1.21.2.117 REPORTS
- HISTORICAL:
A. Category: Administration - general management
B. Description: Historical reports
including, but not limited to the following subject matter: vital records,
natural resources, emissions, professional licensure registries, disease
management, rural health care, student nutrition, emergency response, homeland
security, infrastructure, tribal education and statutorily required reports;
and not identified in other classifications.
C. Retention: permanent,
transfer to archives one year from date file created
[1.21.2.117 NMAC - N, 10/1/2015]
1.21.2.118 REPORTS
- STATISTICAL:
A. Category: Administration - general management
B. Description: Statistical
reports.
C. Retention: destroy five years
from date file created
[1.21.2.118 NMAC - N, 10/1/2015]
1.21.2.119 SPEECHES
AND PRESENTATIONS:
A. Category: Administration - general management
B. Description: Speeches,
presentations and related records, does not include records related to training.
C. Retention: permanent,
transfer to archives when no longer needed for reference
[1.21.2.119 NMAC - N, 10/1/2015; A, 11/30/2016]
[For training materials,
refer to Section 1.21.2.254 NMAC]
1.21.2.120 SURVEYS:
A. Category: Administration - general management
B. Description: Surveys or
questionnaires and related records.
C. Retention: destroy five
years from date file created
[1.21.2.120 NMAC - N, 10/1/2015]
1.21.2.121 TRACKING:
A. Category: Administration - general management
B. Description: Records
related to the tracking of data for the purpose of reporting.
C. Retention: destroy five
years from date file created
[1.21.2.121 NMAC - N, 10/1/2015]
1.21.2.122 GRANT
ADMINISTRATION:
A. Category: Administration - general management
B. Description: Records
related to grant administration.
C. Retention: destroy three
years from the date file closed
[1.21.2.122 NMAC - Rn & A, 1.21.2.338 NMAC, 11/30/2016]
1.21.2.123 - 1.21.2.130 [RESERVED]
1.21.2.131 BUILDING
FILES:
A. Category: Administration - buildings, facilities and
infrastructure
B. Description: Records
related to government owned buildings and facilities including, but not limited
to, capital improvements, as-built and as-constructed drawings, does not
include routine maintenance and construction projects.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.131 NMAC - N, 10/1/2015]
1.21.2.132 CONSTRUCTION
PROJECT FILES - CAPITAL PROJECTS:
A. Category: Administration - buildings, facilities and
infrastructure
B. Description: Records
related to the planning, design and construction of projects using capital
funds.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.132 NMAC - N, 10/1/2015]
1.21.2.133 INFRASTRUCTURE
PROJECT FILES:
A. Category: Administration - buildings, facilities and
infrastructure
B. Description: Records
related to the planning, design and construction of specific projects
including, but not limited to, facility and infrastructure projects.
C. Retention: permanent,
transfer to archives 25 years from date file closed
[1.21.2.133 NMAC - N, 10/1/2015]
1.21.2.134 MAINTENANCE
AND REPAIR RECORDS:
A. Category: Administration - buildings, facilities and
infrastructure
B. Description: Records related to the maintenance and repair
of government owned and operated buildings and facilities.
C. Retention: destroy three
years from the close of the fiscal year in which file closed
[1.21.2.134 NMAC - N, 10/1/2015]
1.21.2.135 MAPS,
DRAWINGS AND PLANS:
A. Category: Administration - buildings, facilities and
infrastructure
B. Description: Maps, drawings
or plans of government owned assets including, but not limited to, property,
facilities, buildings and infrastructure.
C. Retention: permanent,
transfer to archives when no longer needed for reference
[1.21.2.135 NMAC - N, 10/1/2015]
1.21.2.136 SAFETY,
SECURITY AND ACCESS:
A. Category: Administration - buildings, facilities and
infrastructure
B. Description: Records related
to safety and security for government owned or operated buildings.
C. Retention: destroy three
years from date file closed
[1.21.2.136 NMAC - N, 10/1/2015]
1.21.2.137 WORK
ORDERS:
A. Category: Administration - buildings, facilities and infrastructure
B. Description: Records
related to work and job orders for repair and maintenance of property.
C. Retention: destroy one
year from date file closed
[1.21.2.137 NMAC - N, 10/1/2015]
1.21.2.138 - 1.21.2.140 [RESERVED]
1.21.2.141 AWARDS
- COMMUNITY AND PUBLIC RELATIONS:
A. Category: Administration - community and public relations
B. Description: Records
related to awards and recognition.
C. Retention: permanent,
transfer to archives one year from date file closed
[1.21.2.141 NMAC - N, 10/1/2015]
1.21.2.142 COMPLAINTS:
A. Category: Administration - community and public relations
B. Description: Records
related to complaints by the public relating to policies, procedures or
business practices including, but not limited to, filing forms,
recommendations, responses and resolution.
C. Retention: destroy one
year from date file closed
[1.21.2.142 NMAC - N, 10/1/2015]
1.21.2.143 OUTREACH
- HISTORICAL:
A. Category: Administration - community and public relations
B. Description: Records
related to community outreach with historical significance.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.143 NMAC - N, 10/1/2015]
1.21.2.144 PRESS
AND NEWS RELEASES:
A. Category: Administration - community and public relations
B. Description: Records
related to official government press, news releases and notices.
C. Retention: permanent,
transfer to archives five years from date file created
[1.21.2.144 NMAC - N, 10/1/2015]
1.21.2.145 PROGRAMS
- COMMUNITY AND PUBLIC RELATIONS:
A. Category: Administration - community and public relations
B. Description: Records
related to community programs not identified in other classifications.
C. Retention: destroy three
years from date file closed
[1.21.2.145 NMAC - N, 10/1/2015]
1.21.2.146 PUBLICITY
AND PROMOTION:
A. Category: Administration - community and public relations
B. Description: Records
related to marketing of the government including, but not limited to,
advertising and public relations with the media including newspapers,
television and magazines.
C. Retention: permanent,
transfer to archives five years from date file created
[1.21.2.146 NMAC - N, 10/1/2015]
1.21.2.147 - 1.21.2.150 [RESERVED]
1.21.2.151 EQUIPMENT
FILES:
A. Category: Administration - equipment and vehicle management
B. Description: Records
related to equipment including, but not limited to, history, logs, manuals and
operating procedures; and not identified in other classifications.
C. Retention: destroy three years
from date of disposition of equipment
[1.21.2.151 NMAC - N, 10/1/2015]
1.21.2.152 MAINTENANCE
AND REPAIRS:
A. Category: Administration - equipment and vehicle management
B. Description: Records
related to maintenance and repair of vehicles and equipment.
C. Retention: destroy three
years from the close of the fiscal year in which created
[1.21.2.152 NMAC - N, 10/1/2015]
1.21.2.153 VEHICLE
FILES:
A. Category: Administration - equipment and vehicle management
B. Description: Records
related to vehicles including, but not limited to, history, logs, manuals and
operating procedures; and not identified in other classifications.
C. Retention: destroy three
years from date of disposition of vehicle
[1.21.2.153 NMAC - N, 10/1/2015]
1.21.2.154 - 1.21.2.155 [RESERVED]
1.21.2.156 ACCESS
AND CONTROL:
A. Category: Administration - information technology
B. Description: Records
related to security and access to information technology.
C. Retention: destroy three
years from date file closed
[1.21.2.156 NMAC - N, 10/1/2015]
1.21.2.157 SYSTEMS
AND NETWORKS:
A. Category: Administration - information technology
B. Description: Records
related to development and maintenance of voice and data networks,
infrastructure and computer applications.
C. Retention: destroy when superseded
or obsolete
[1.21.2.157 NMAC - N, 10/1/2015]
1.21.2.158 WEB
MANAGEMENT:
A. Category: Administration - information technology
B. Description: Records
related to management of public websites including, but not limited to, design,
graphics, formats and links.
C. Retention: destroy one
year from date file closed
[1.21.2.158 NMAC - N, 10/1/2015]
1.21.2.159 - 1.21.2.160 [RESERVED]
1.21.2.161 ACCIDENTS
AND PROPERTY DAMAGE:
A. Category: Administration - risk management
B. Description: Records
related to reporting damage to government owned and operated property
including, but not limited to, claims.
C. Retention: destroy three
years from date file closed
[1.21.2.161 NMAC - N, 10/1/2015]
1.21.2.162 GENERAL
LIABILITY - CLAIMS:
A. Category: Administration - risk management
B. Description: Records
related to general liability claims.
C. Retention: destroy three
years from date file closed
[1.21.2.162 NMAC - N, 10/1/2015]
1.21.2.163 INSURANCE
CERTIFICATES AND BONDS:
A. Category: Administration - risk management
B. Description: Records of
insurance certificates and bonds provided by contractors, vendors and other
non-governmental entities.
C. Retention: destroy five
years from date file closed
[1.21.2.163 NMAC - N, 10/1/2015]
1.21.2.164 INSURANCE
POLICIES:
A. Category: Administration - risk management
B. Description: Records
related to insurance of government owned and operated property and assets.
C. Retention: destroy 10
years from date file closed
[1.21.2.164 NMAC - N, 10/1/2015]
1.21.2.165 WAIVERS
AND RELEASES - RISK MANAGEMENT:
A. Category: Administration - risk management
B. Description: Waivers and
releases of liability and related records.
C. Retention: destroy two
years from date file closed
[1.21.2.165 NMAC - N, 10/1/2015; A, 03/15/2016]
1.21.2.166 - 1.21.2.170 [RESERVED]
1.21.2.171 COLLECTION
MANAGEMENT - LIBRARY:
A. Category: Administration
- historical and cultural resource management
B. Description: Records related to the management of items
and objects owned or managed by a library.
C. Retention: destroy when no longer needed for reference
[1.21.2.171 NMAC - N, 10/1/2015;
A, 03/15/2016]
1.21.2.172 COLLECTION
MANAGEMENT - MUSEUMS AND ARCHIVES:
A. Category: Administration - historical and cultural
resource management
B. Description: Records
related to the management of items and objects owned or managed by a museum or
archive.
C. Retention: permanent
[1.21.2.172 NMAC - N, 10/1/2015; A, 03/15/2016]
1.21.2.173 LENDING:
A. Category: Administration - historical and cultural
resource management
B. Description: Records
related to borrowing, lending and returning of library items including, but not
limited to, tracking.
C. Retention: destroy when
superseded or obsolete
[1.21.2.173 NMAC - N, 10/1/2015; A, 03/15/2016]
1.21.2.174 PATRON
MANAGEMENT:
A. Category: Administration - historical and cultural
resource management
B. Description: Records
related to the management of patrons.
C. Retention: destroy five
years from date file closed
[1.21.2.174 NMAC - N, 10/1/2015; A, 03/15/2016]
1.21.2.175 REQUESTS:
A. Category: Administration - historical and cultural
resource management
B. Description: Records
related to requests from the public.
C. Retention: destroy three
years from the close of the calendar year in which file closed
[1.21.2.175 NMAC - N, 10/1/2015; A, 03/15/2016]
1.21.2.176 SCHOLARLY
RESEARCH:
A. Category: Administration - historical and cultural
resource management
B. Description: Records
related to scholarly research.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.176 NMAC - N, 10/1/2015; A, 03/15/2016]
1.21.2.177 CULTURAL
RESOURCES:
A. Category: Administration - historical and cultural resource
management
B. Description: Records
related to the preservation of cultural resources.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.177 NMAC - Rn & A, 1.21.2.438 NMAC, 03/15/2016]
1.21.2.178 - 1.21.2.180 [RESERVED]
1.21.2.181 ASSESSMENTS:
A. Category: Administration - education
B. Description: Records
related to proficiency and learning assessments.
C. Retention: destroy five
years from date file closed
[1.21.2.181 NMAC - N, 10/1/2015]
1.21.2.182 COURSE
DEVELOPMENT AND ADMINISTRATION:
A. Category: Administration - education
B. Description: Records
related to development of courses including, but not limited to, outlines and
syllabi.
C. Retention: destroy five
years from date file closed
[1.21.2.182 NMAC - N, 10/1/2015]
1.21.2.183 ENROLLMENT
- EDUCATION:
A. Category: Administration - education
B. Description: Records
related to student enrollment and withdrawal.
C. Retention: destroy two
years from date file closed
[1.21.2.183 NMAC - N, 10/1/2015]
1.21.2.184 EXAMINATION
AND TESTING:
A. Category: Administration - education
B. Description: Records
related to examination and testing including, but not limited to, grade
results.
C. Retention: destroy two
years from close of calendar year in which file created
[1.21.2.184 NMAC - N, 10/1/2015]
1.21.2.185 PROGRAMS
- EDUCATION:
A. Category: Administration - education
B. Description: Records
related to academic, athletic and social programs.
C. Retention: destroy five
years from date file created
[1.21.2.185 NMAC - N, 10/1/2015]
1.21.2.186 PROGRAMS
- HIGHER EDUCATION:
A. Category: Administration - education
B. Description: Records
related to higher education programs.
C. Retention: destroy three
years from date file closed
[1.21.2.186 NMAC - N, 10/1/2015]
1.21.2.187 REGISTRATION:
A. Category: Administration - education
B. Description: Records
related to class registration.
C. Retention: destroy one
year from date file closed
[1.21.2.187 NMAC - N, 10/1/2015]
1.21.2.188 STUDENT
RECORDS:
A. Category: Administration - education
B. Description: Records
related to student evaluations, discipline, assessments and attendance; does
not include transcripts.
C. Retention: destroy two
years from date file closed
[1.21.2.188 NMAC - N, 10/1/2015]
1.21.2.189 STUDENT
TRANSCRIPTS:
A. Category: Administration - education
B. Description: Official
student transcripts.
C. Retention: permanent,
transfer to archives 100 years from date of birth
[1.21.2.189 NMAC - N, 10/1/2015; A, 11/30/2015]
1.21.2.190 - 1.21.2.200 [RESERVED]
1.21.2.201 CLAIMS
- BENEFITS MANAGEMENT:
A. Category: Employee services - benefits management
B. Description: Records
related to employee benefit claims.
C. Retention: destroy three
years from date file closed
[1.21.2.201 NMAC - N, 10/1/2015; A, 03/15/2016]
1.21.2.202 ENROLLMENT
- BENEFITS:
A. Category: Employee services - benefits management
B. Description: Records
related to employee enrollment in government benefit plans.
C. Retention: destroy five
years from termination of coverage
[1.21.2.202 NMAC - N, 10/1/2015]
1.21.2.203 PLANS:
A. Category: Employee services - benefits management
B. Description: Records
related to benefit plans and statements.
C. Retention: destroy 10
years from date file closed
[1.21.2.203 NMAC - N, 10/1/2015]
1.21.2.204 - 1.21.2.205 [RESERVED]
1.21.2.206 EMPLOYMENT
SCREENING:
A. Category: Employee services - employer and labor services
B. Description: Records
related to pre-employment screening.
C. Retention: destroy five
years from date file created
[1.21.2.206 NMAC - N, 10/1/2015]
1.21.2.207 LABOR
RELATIONS:
A. Category: Employee services - employer and labor services
B. Description: Records
related to labor relations.
C. Retention: destroy three
years from date file closed
[1.21.2.207 NMAC - N, 10/1/2015]
1.21.2.208 PROGRAMS
- EMPLOYER AND LABOR SERVICES:
A. Category: Employee services - employer and labor services
B. Description: Records
related to programs for labor and employer services not identified in other
classifications.
C. Retention: destroy five
years from date file closed
[1.21.2.208 NMAC - N, 10/1/2015]
1.21.2.209 - 1.21.2.210 [RESERVED]
1.21.2.211 DEDUCTIONS
AND GARNISHMENTS:
A. Category: Employee services - payroll management
B. Description: Records
related to deduction and garnishments from employee paychecks.
C. Retention: destroy three
years from the close of the fiscal year in which created
[1.21.2.211 NMAC - N, 10/1/2015]
1.21.2.212 PAYROLL
REGISTERS:
A. Category: Employee services - payroll management
B. Description: Payroll
registers.
C. Retention: destroy 50
years from date file created
[1.21.2.212 NMAC - N, 10/1/2015]
1.21.2.213 REPORTS
- PAYROLL:
A. Category: Employee services - payroll management
B. Description: Reports for
payroll.
C. Retention: destroy three
years from the close of the fiscal year in which created
[1.21.2.213 NMAC - N, 10/1/2015]
1.21.2.214 TAXES
- PAYROLL:
A. Category: Employee services - payroll management
B. Description: Records
related to payroll taxes for employees including, but not limited to,
withholding, remittances, filings and returns.
C. Retention: destroy 10
years from close of calendar year in which created
[1.21.2.214 NMAC - N, 10/1/2015]
1.21.2.215 - 1.21.2.220 [RESERVED]
1.21.2.221 AWARDS
- PERSONNEL MANAGEMENT:
A. Category: Employee services - personnel management
B. Description: Records
related to programs that award and recognize employee contributions to
improvements in service, operations and the work environment.
C. Retention: destroy three
years from date file closed
[1.21.2.221 NMAC - N, 10/1/2015]
1.21.2.222 ADVERSE
ACTION AND REDUCTION IN FORCE:
A. Category: Employee services - personnel management
B. Description: Records
related to adverse action and reduction in force.
C. Retention: destroy 30
years from date file closed
[1.21.2.222 NMAC - N, 10/1/2015; A, 11/30/2015]
1.21.2.223 CERTIFICATIONS:
A. Category: Employee services - personnel management
B. Description: Employee
certifications.
C. Retention: destroy three
years from date file closed
[1.21.2.223 NMAC - N, 10/1/2015]
1.21.2.224 DRUG
AND ALCOHOL TESTING:
A. Category: Employee services - personnel management
B. Description: Records
related to drug and alcohol testing of employees.
C. Retention: destroy five
years from date file closed
[1.21.2.224 NMAC - N, 10/1/2015]
1.21.2.225 EMPLOYEE
MEDICAL RECORDS:
A. Category: Employee services - personnel management
B. Description: Records
related to employee medical records excluding cases of hazardous material
exposure.
C. Retention: destroy three
years from date of separation from employment
[1.21.2.225 NMAC - N, 10/1/2015]
1.21.2.226 EMPLOYEE
MEDICAL RECORDS - HAZARDOUS MATERIALS:
A. Category: Employee services - personnel management
B. Description: Records
related to employee medical records specific to cases of hazardous material
exposure.
C. Retention: destroy 30
years from date of separation from employment
[1.21.2.226 NMAC - N, 10/1/2015]
1.21.2.227 EMPLOYMENT DISCLOSURE:
A. Category: Employee services - personnel management
B. Description: Records
related to the disclosure of secondary employment.
C. Retention: destroy one
year from close of calendar year in which created
[1.21.2.227 NMAC - N, 10/1/2015]
1.21.2.228 EMPLOYMENT
ELIGIBILITY VERIFICATION (I-9):
A. Category: Employee services - personnel management
B. Description: Records
related to employment eligibility verification form I-9.
C. Retention: destroy three
years from date of separation from employment
[1.21.2.228 NMAC - N, 10/1/2015]
1.21.2.229 EVALUATIONS
- PERFORMANCE:
A. Category: Employee services - personnel management
B. Description: Performance
evaluations and related records.
C. Retention: destroy three
years from date of separation from employment
[1.21.2.229 NMAC - N, 10/1/2015]
1.21.2.230 GRIEVANCES
AND INVESTIGATIONS:
A. Category: Employee services - personnel management
B. Description: Records
related to filing of grievances and investigations related to employees.
C. Retention: destroy three
years from date of separation from employment
[1.21.2.230 NMAC - N, 10/1/2015]
1.21.2.231 LEAVE
RECORDS:
A. Category: Employee services - personnel management
B. Description: Employee leave
records and related records.
C. Retention: destroy three
years from close of fiscal year in which created
[1.21.2.231 NMAC - N, 10/1/2015; A, 06/30/2016]
1.21.2.232 MILITARY
FILES:
A. Category: Employee services - personnel management
B. Description: Records
related to military service.
C. Retention: permanent,
transfer to archives 62 years from date file closed
[1.21.2.232 NMAC - N, 10/1/2015]
1.21.2.233 PERSONNEL
FILES - CONTRIBUTING:
A. Category: Employee services - personnel management
B. Description: Records
related to an individual government employee who contributes to a retirement
plan, does not include medical files.
C. Retention: destroy 50
years from date file created
[1.21.2.233 NMAC - N, 10/1/2015]
1.21.2.234 PERSONNEL
FILES - NON-CONTRIBUTING:
A. Category: Employee services - personnel management
B. Description: Records
related to a temporary individual government employee who does not contribute
to a retirement plan, does not include medical files.
C. Retention: destroy three
years from the date file closed
[1.21.2.234 NMAC - N, 10/1/2015]
1.21.2.235 TIME
AND ATTENDANCE:
A. Category: Employee services - personnel management
B. Description: Records
related to reporting and approving employee attendance.
C. Retention: destroy one
year from the close of the fiscal year in which file closed
[1.21.2.235 NMAC - N, 10/1/2015]
1.21.2.236 VOLUNTEER
FILES:
A. Category: Employee services - personnel management
B. Description: Records
related to volunteers.
C. Retention: destroy three
years from date file closed
[1.21.2.236 NMAC - N, 10/1/2015]
1.21.2.237 - 1.21.2.240 [RESERVED]
1.21.2.241 CONTRIBUTIONS:
A. Category: Employee services - retirement administration
B. Description: Records
related to employee contributions to retirement or pension funds.
C. Retention: destroy 65
years from date file created
[1.21.2.241 NMAC - N, 10/1/2015; A, 11/30/2015]
1.21.2.242 MEMBER
FILES - BENEFITS EXHAUSTED:
A. Category: Employee services - retirement administration
B. Description: Record related
to membership in retirement funds and plans for retired employees.
C. Retention: destroy five
years from date file closed
[1.21.2.242 NMAC - N, 10/1/2015; A, 11/30/2015]
1.21.2.243 MEMBER
FILES - OTHER:
A. Category: Employee services - retirement administration
B. Description: Record related
to membership in retirement funds and plans for former employees who are not
eligible for retirement benefits.
C. Retention: destroy 65
years from date file closed
[1.21.2.243 NMAC - N, 10/1/2015; A, 11/30/2015]
1.21.2.244 - 1.21.2.245 [RESERVED]
1.21.2.246 RECRUITMENT:
A. Category: Employee services - staffing and recruiting
B. Description: Records
related to recruitment of employees.
C. Retention: destroy three
years from date file closed
[1.21.2.246 NMAC - N, 10/1/2015]
1.21.2.247 POSITIONS
AND CLASSIFICATIONS:
A. Category: Employee services - staffing and recruiting
B. Description: Records
related to preparation of job descriptions and position classifications.
C. Retention: destroy three
years from date file closed
[1.21.2.247 NMAC - N, 10/1/2015]
1.21.2.248 - 1.21.2.250 [RESERVED]
1.21.2.251 COURSE
MANAGEMENT:
A. Category: Employee services - training management
B. Description: Records related
to management of courses not identified in other classifications.
C. Retention: destroy five
years from date file closed
[1.21.2.251 NMAC - N, 10/1/2015]
1.21.2.252 EMPLOYEE
TRAINING FILES:
A. Category: Employee services - training management
B. Description: Records
related to employee’s training history.
C. Retention: three years
after date of separation from employment
[1.21.2.252 NMAC - N, 10/1/2015]
1.21.2.253 INSTRUCTOR
MANAGEMENT:
A. Category: Employee services - training management
B. Description: Records
related to the management of training instructors.
C. Retention: destroy five
years from date file closed
[1.21.2.253 NMAC - N, 10/1/2015]
1.21.2.254 TRAINING
MATERIALS:
A. Category: Employee services - training management
B. Description: Records
related to training and course materials not identified in other
classifications.
C. Retention: destroy three
years from date file closed
[1.21.2.254 NMAC - N, 10/1/2015]
1.21.2.255 - 1.21.2.260 [RESERVED]
1.21.2.261 CLAIMS
- WORKERS’ COMPENSATION AND UNEMPLOYMENT:
A. Category: Employee services - workers' compensation and
unemployment
B. Description: Records
related to workers' compensation and unemployment claims.
C. Retention: destroy three
years from date file closed
[1.21.2.261 NMAC - N, 10/1/2015; A, 03/15/2016]
1.21.2.262 EMPLOYER
ACCOUNT FILES:
A. Category: Employee services - workers' compensation and
unemployment
B. Description: Records
related to employer accounts of workers' compensation and unemployment.
C. Retention: destroy four
years from close of calendar year in which file closed
[1.21.2.262 NMAC - N, 10/1/2015]
1.21.2.263 REPORTS
- INJURIES:
A. Category: Employee services - workers' compensation and
unemployment
B. Description: Records
related to reports of injuries resulting in no action or claim.
C. Retention: destroy two
years from date file created
[1.21.2.263 NMAC - N, 10/1/2015]
1.21.2.264 UNDERWRITING:
A. Category: Employee services - workers' compensation and
unemployment
B. Description: Records
related to underwriting for workers' compensation and unemployment policies.
C. Retention: destroy 10
years from date file closed
[1.21.2.264 NMAC - N, 10/1/2015]
1.21.2.265 WCA
ACCIDENT REPORTING:
A. Category: Employee services - workers' compensation and
unemployment
B. Description: Records
related to workers' compensation administration accident reporting.
C. Retention: destroy 60
years from date file closed
[1.21.2.265 NMAC - N, 10/1/2015]
1.21.2.266 - 1.21.2.300 [RESERVED]
1.21.2.301 ACCOUNTS
PAYABLE:
A. Category: Financial and accounting - accounting management
B. Description: Records
relating to accounts payable including, but not limited to, purchasing and
reimbursements.
C. Retention: destroy six
years from date audit report released
[1.21.2.301 NMAC - N, 10/1/2015; A, 11/30/2015]
1.21.2.302 [RESERVED]
[1.21.2.302 NMAC - N, 10/1/2015; Repealed, 11/30/2015]
1.21.2.303 ACCOUNTS
RECEIVABLE:
A. Category: Financial and accounting - accounting management
B. Description: Records
related to accounts receivable including, but not limited to, invoicing.
C. Retention: destroy six
years from date audit report released
[1.21.2.303 NMAC - N, 10/1/2015; A, 11/30/2015]
1.21.2.304 ACCOUNT
TRANSFERS:
A. Category: Financial and accounting - accounting management
B. Description: Records
relating to transferring of funds.
C. Retention: destroy three
years from date audit report released
[1.21.2.304 NMAC - N, 10/1/2015]
1.21.2.305 COLLECTIONS:
A. Category: Financial and accounting - accounting management
B. Description: Records
related to collections of funds including, but not limited to, bankruptcy.
C. Retention: destroy three
years from date audit report released
[1.21.2.305 NMAC - N, 10/1/2015]
1.21.2.306 DONATIONS:
A. Category: Financial and accounting - accounting management
B. Description: Records
related to donations of funds and assets to or from a government entity.
C. Retention: destroy three
years from date audit report released
[1.21.2.306 NMAC - N, 10/1/2015]
1.21.2.307 FUNDS
MANAGEMENT:
A. Category: Financial and accounting - accounting management
B. Description: Records
related to the management of funds including, but not limited to, inmate and
patient funds.
C. Retention: destroy three
years from date audit report released
[1.21.2.307 NMAC - N, 10/1/2015]
1.21.2.308 JOURNAL
ENTRIES:
A. Category: Financial and accounting - accounting management
B. Description: Journal
entries.
C. Retention: destroy three
years from date audit report released
[1.21.2.308 NMAC - N, 10/1/2015]
1.21.2.309 LEDGERS:
A. Category: Financial and accounting - accounting management
B. Description: Records
relating to ledger management.
C. Retention: destroy three
years from date audit report released
[1.21.2.309 NMAC - N, 10/1/2015]
1.21.2.310 REPORTS
- ACCOUNTING:
A. Category: Financial and accounting - accounting management
B. Description: Records
related to accounting processes and controls.
C. Retention: destroy one
year from date audit report released
[1.21.2.310 NMAC - N, 10/1/2015]
1.21.2.311 - 1.21.2.315 [RESERVED]
1.21.2.316 FIXED
ASSETS:
A. Category: Financial and accounting - asset management
B. Description: Records
related to the control of fixed assets.
C. Retention: destroy three
years from date audit report released
[1.21.2.316 NMAC - N, 10/1/2015]
1.21.2.317 INVENTORIES:
A. Category: Financial and accounting - asset management
B. Description: Records
related to the control of supplies and stock inventory.
C. Retention: destroy three
years from date audit report released
[1.21.2.317 NMAC - N, 10/1/2015]
1.21.2.318 SURPLUS
AND DISPOSAL:
A. Category: Financial and accounting - asset management
B. Description: Records
related to the disposal of surplus equipment.
C. Retention: destroy three
years from date audit report released
[1.21.2.318 NMAC - N, 10/1/2015]
1.21.2.319 - 1.21.2.320 [RESERVED]
1.21.2.321 BANK
RELATIONSHIP:
A. Category: Financial and accounting - bank administration
B. Description: Records
relating to the establishment, maintenance and termination of bank accounts.
C. Retention: destroy three
years from the close of the fiscal year in which file closed
[1.21.2.321 NMAC - N, 10/1/2015]
1.21.2.322 STATEMENTS
AND REPORTS - BANK ADMINISTRATION:
A. Category: Financial and accounting - bank administration
B. Description: Records
related to bank account and credit card statements and reconciliations.
C. Retention: destroy three
years from date audit report released
[1.21.2.322 NMAC - N, 10/1/2015]
1.21.2.323 - 1.21.2.325 [RESERVED]
1.21.2.326 ANNUAL
BUDGET:
A. Category: Financial and accounting - budget management
B. Description: Records
related to the request, recommendation and approved annual budget.
C. Retention: permanent,
transfer to archives when no longer needed for reference
[1.21.2.326 NMAC - N, 10/1/2015]
1.21.2.327 - 1.21.2.330 [RESERVED]
1.21.2.331 RECONCILIATIONS
AND BALANCING:
A. Category: Financial and accounting - financial statements and
reports
B. Description: Records
related to reconciliations and balancing for financial reports and statements.
C. Retention: destroy three
years from date audit report released
[1.21.2.331 NMAC - N, 10/1/2015]
1.21.2.332 - 1.21.2.335 [RESERVED]
1.21.2.336 CASE
FILES - LOANS:
A. Category: Financial and accounting - financial aid and loan
management
B. Description: Records
related to loan programs including, but not limited to, loan documents and
tracking.
C. Retention: destroy three
years from close of fiscal year in which file closed
[1.21.2.336 NMAC - N, 10/1/2015; A, 11/28/2017]
1.21.2.337 EDUCATIONAL
FINANCIAL AID:
A. Category: Financial and accounting - financial aid and loan
management
B. Description: Records
related to scholarships, loans, grants and other aid.
C. Retention: destroy three
years from the date file closed
[1.21.2.337 NMAC - N, 10/1/2015; A, 11/28/2017]
1.21.2.338 [RESERVED]
[1.21.2.338 NMAC - N, 10/1/2015; Repealed, 11/30/2016]
1.21.2.339 - 1.21.2.340 [RESERVED]
1.21.2.341 INVESTMENTS:
A. Category: Financial and accounting - investment management
B. Description: Records
related to investments including, but not limited to, bonds, debt issuance and
certificates of deposit.
C. Retention: destroy six
years from date file closed
[1.21.2.341 NMAC - N, 10/1/2015; A, 11/30/2015; A, 03/15/2016]
1.21.2.342 STATEMENTS
AND REPORTS - INVESTMENTS:
A. Category: Financial and accounting - investment management
B. Description: Records
related to investment statements and reports.
C. Retention: destroy three
years from the date file closed
[1.21.2.342 NMAC - N, 10/1/2015]
1.21.2.343 - 1.21.2.345 [RESERVED]
1.21.2.346 BIDS,
PROPOSALS AND QUOTES:
A. Category: Financial and accounting - procurement
B. Description: Bids, quotes
and proposals and related records.
C. Retention: destroy three
years from date file closed
[1.21.2.346 NMAC - N, 10/1/2015]
1.21.2.347 VENDOR
MANAGEMENT:
A. Category: Financial and accounting - procurement
B. Description: Records
related to management of vendors.
C. Retention: destroy three
years from date file closed
[1.21.2.347 NMAC - N, 10/1/2015]
1.21.2.348 - 1.21.2.350 [RESERVED]
1.21.2.351 EXEMPTIONS:
A. Category: Financial and accounting - tax management
B. Description: Records
related to exemptions from taxation.
C. Retention: destroy one
year from close of calendar year in which file created
[1.21.2.351 NMAC - N, 10/1/2015]
1.21.2.352 [RESERVED]
1.21.2.353 REPORTS
- TAX:
A. Category: Financial and accounting - tax management
B. Description: Tax reports.
C. Retention: destroy 10
years from close of calendar year in which file closed
[1.21.2.353 NMAC - N, 10/1/2015]
1.21.2.354 TAX
ASSESSMENTS:
A. Category: Financial and accounting - tax management
B. Description: Records
related to the general assessment of taxes, reductions and refunds, including,
but not limited to, cigarette, alcohol, road and fuel, lodgers, estate,
corporate, personal and employer tax.
C. Retention: destroy 10
years from close of calendar year in which file created
[1.21.2.354 NMAC - N, 10/1/2015]
1.21.2.355 VALUATIONS:
A. Category: Financial and accounting - tax management
B. Description: Records related to valuation for tax purposes
not identified in other classifications.
C. Retention: destroy 10
years from close of calendar year in which file created
[1.21.2.355 NMAC - N, 10/1/2015]
1.21.2.356 VALUATIONS
- HISTORICAL:
A. Category: Financial and accounting - tax management
B. Description: Records
related to valuations for tax purposes including, but not limited to, tax
schedules and annual renditions.
C. Retention: permanent,
transfer to archives five years from close of calendar year in which file
created
[1.21.2.356 NMAC - N, 10/1/2015]
1.21.2.357 - 1.21.2.360 [RESERVED]
1.21.2.361 UNCLAIMED
PROPERTY:
A. Category: Financial and accounting - unclaimed property
B. Description: Records
related to unclaimed property.
C. Retention: destroy 10
years from close of calendar year from date of final disposition of property
[1.21.2.361 NMAC - N, 10/1/2015]
1.21.2.362 - 1.21.2.400 [RESERVED]
1.21.2.401 COLLEGES
AND UNIVERSITIES:
A. Category: Governance and compliance - accreditation and
certification
B. Description: Records
related to accreditation and certification of colleges and universities.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.401 NMAC - N, 10/1/2015]
1.21.2.402 COURSES
AND PROGRAMS:
A. Category: Governance and compliance - accreditation and certification
B. Description: Records
related to accreditation and certification of educational or training courses
or programs.
C. Retention: destroy 10
years from date file closed
[1.21.2.402 NMAC - N, 10/1/2015]
1.21.2.403 CORRECTIONAL
FACILITIES:
A. Category: Governance and compliance - accreditation and
certification
B. Description: Records
related to accreditation and certification of correctional facilities.
C. Retention: destroy five
years from date file closed
[1.21.2.403 NMAC - N, 10/1/2015]
1.21.2.404 INDIVIDUAL
CERTIFICATION:
A. Category: Governance and compliance - accreditation and
certification
B. Description: Records
related to accredidation and certification of individuals who meet specified
criteria.
C. Retention: destroy five
years from date individual is no longer certified
[1.21.2.404 NMAC - N, 10/1/2015]
1.21.2.405 HOSPITALS
AND MEDICAL:
A. Category: Governance and compliance - accreditation and
certification
B. Description: Records
related to accreditation and certification of hospitals and medical facilities.
C. Retention: destroy 10
years from date file closed
[1.21.2.405 NMAC - N, 10/1/2015]
1.21.2.406 SCHOOLS:
A. Category: Governance and compliance - accreditation and
certification
B. Description:
Records
related to accreditation and certification of schools.
C. Retention: destroy five
years from date file closed
[1.21.2.406 NMAC - N, 10/1/2015]
1.21.2.407 - 1.21.2.410 [RESERVED]
1.21.2.411 CORPORATIONS:
A. Category: Governance and compliance - audit, oversight and
compliance
B. Description: Records
related to oversight of corporations including, but not limited to, corporate
filings.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.411 NMAC - N, 10/1/2015]
1.21.2.412 ENVIRONMENTAL:
A. Category: Governance and compliance - audit, oversight and
compliance
B. Description: Records
related to oversight of environmental programs.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.412 NMAC - N, 10/1/2015]
1.21.2.413 FEDERAL
COMPLIANCE AND REPORTING:
A. Category: Governance and compliance - audit, oversight and
compliance
B. Description: Records
related to oversight and federal compliance reporting.
C. Retention: destroy three
years from date file closed
[1.21.2.413 NMAC - N, 10/1/2015]
1.21.2.414 FINANCIAL
- AUDITS:
A. Category: Governance and compliance - audit, oversight and
compliance
B. Description: Records
related to financial audits of agencies and programs.
C. Retention: destroy three
years from the close of the fiscal year in which file created
[1.21.2.414 NMAC - N, 10/1/2015]
1.21.2.415 GENERAL
- AUDITS AND COMPLIANCE:
A. Category: Governance and compliance - audit, oversight and
compliance
B. Description: Records
related to general compliance and audits of agencies and programs.
C. Retention: destroy five
years from date file closed
[1.21.2.415 NMAC - N, 10/1/2015]
1.21.2.416 INSURANCE:
A. Category: Governance and compliance - audit, oversight and
compliance
B. Description: Records
related to oversight of insurance companies and agencies.
C. Retention: destroy 10
years from date file closed
[1.21.2.416 NMAC - N, 10/1/2015]
1.21.2.417 - 1.21.2.420 [RESERVED]
1.21.2.421 APPOINTMENTS
- ELECTIONS:
A. Category: Governance and compliance - election management
B. Description: Records
related to appointments of election management positions.
C. Retention: destroy two
years from date file closed
[1.21.2.421 NMAC - N, 10/1/2015]
1.21.2.422 [RESERVED]
[1.21.2.422 NMAC - N, 10/1/2015; Repealed, 11/30/2015]
1.21.2.423 CANDIDACY:
A. Category: Governance and compliance - election management
B. Description: Records
related to candidacy including, but not limited to, nominating petitions.
C. Retention: destroy two
years from date file closed
[1.21.2.423 NMAC - N, 10/1/2015]
1.21.2.424 CANVASS:
A. Category: Governance and compliance - election management
B. Description:
Canvass
of an election.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.424 NMAC - N, 10/1/2015]
1.21.2.425 ELECTION
ADMINISTRATION - LOCAL:
A. Category: Governance and compliance - election management
B. Description: Records
related to the preparation of the canvass for elections in which no federal
candidate appears on the ballot including, but not limited to, ballots, voting
permits, signature rosters and tally sheets.
C. Retention: destroy 45
days from date file closed
[1.21.2.425 NMAC - N, 10/1/2015]
1.21.2.426 [RESERVED]
1.21.2.427 ELECTION
ADMINISTRATION - STATEWIDE:
A. Category: Governance and compliance - election management
B. Description: Records
related to the preparation of the canvass for elections in which a federal
candidate appears on the ballot including, but not limited to, ballots, voting
permits, signature rosters and tally sheets.
C. Retention: destroy 22
months from date file closed
[1.21.2.427 NMAC - N, 10/1/2015]
1.21.2.428 FINANCIAL - CAMPAIGN:
A. Category: Governance and
compliance - election management
B. Description: Records related to candidate, elected and
appointed officials financial records.
C. Retention: permanent, transfer to archives 10 years from
date file closed
[1.21.2.428 NMAC - N, 10/1/2015;
A, 11/30/2015; A, 9/11/2018]
1.21.2.429 INVESTIGATIONS:
A. Category: Governance and compliance - election management
B. Description: Records
related to election investigations.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.429 NMAC - N, 10/1/2015]
1.21.2.430 PETITIONS:
A. Category: Governance and compliance - election management
B. Description: Records
related to petitions, not including nominating petitions.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.430 NMAC - N, 10/1/2015]
1.21.2.431 REPORTS
- ELECTION:
A. Category: Governance and compliance - election management
B. Description: Records
related to the reporting on the administration and management of elections.
C. Retention: destroy two
years from date file closed
[1.21.2.431 NMAC - N, 10/1/2015]
1.21.2.432 VOTER
REGISTRATION:
A. Category: Governance and compliance - election management
B. Description: Records related
to voter registration.
C. Retention: destroy six
years from date file closed
[1.21.2.432 NMAC - N, 10/1/2015]
1.21.2.433 - 1.21.2.435 [RESERVED]
1.21.2.436 AIR,
LAND AND WATER QUALITY:
A. Category: Governance and compliance - environment management
B. Description: Records
related to environmental compliance for air, land and water quality.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.436 NMAC - N, 10/1/2015]
1.21.2.437 CONSENTS
AND CLEARENCES:
A. Category: Governance and compliance - environment management
B. Description: Records
related to environmental consents and clearances.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.437 NMAC - N, 10/1/2015]
1.21.2.438 [RESERVED]
[1.21.2.438 NMAC - N, 10/1/2015; Repealed, 03/15/2016]
1.21.2.439 ENVIRONMENTAL
IMPACT STATEMENTS:
A. Category: Governance and compliance - environment management
B. Description: Environmental
impact statements and related records.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.439 NMAC - N, 10/1/2015]
1.21.2.440 REMEDIATION
- SUPERFUND:
A. Category: Governance and compliance - environment management
B. Description: Records
related to remediations involving superfunds.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.440 NMAC - N, 10/1/2015]
1.21.2.441 REVIEWS
AND MONITORING:
A. Category: Governance and compliance - environment management
B. Description: Records
related to environmental reviews and monitoring.
C. Retention: destroy three
years from date file closed
[1.21.2.441 NMAC - N, 10/1/2015]
1.21.2.442 [RESERVED]
1.21.2.443 STORAGE
TANKS:
A. Category: Governance and compliance - environment management
B. Description: Records
related to the installation, remediation and removal of storage tanks.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.443 NMAC - N, 10/1/2015]
1.21.2.444 WATER
FACILITIES - ENVIRONMENT MANAGEMENT:
A. Category: Governance and compliance - environment management
B. Description: Records
related to water facilities.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.444 NMAC - N, 10/1/2015; A, 03/15/2016]
1.21.2.445 WATER
POLLUTION:
A. Category: Governance and compliance - environment management
B. Description: Records
related to water pollution including, but not limited to, national pollutant
discharge elimination system (NPDES) permits and reporting.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.445 NMAC - N, 10/1/2015]
1.21.2.446 - 1.21.2.448 [RESERVED]
1.21.2.449 APPOINTMENTS
- GOVERNANCE:
A. Category: Governance and compliance - governance
B. Description: Records
related to appointments not identified in other classifications.
C. Retention: destroy two
years from date file closed
[1.21.2.449 NMAC - N, 10/1/2015]
1.21.2.450 APPOINTMENTS
- GOVERNOR:
A. Category: Governance and compliance - governance
B. Description: Appointments
made by the governor and related records.
C. Retention: permanent, transfer
to archives when no longer needed for reference
[1.21.2.450 NMAC - N, 10/1/2015]
1.21.2.451 BYLAWS:
A. Category: Governance and compliance - governance
B. Description: Bylaws.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.451 NMAC - N, 10/1/2015]
1.21.2.452 MEETINGS:
A. Category: Governance and compliance - governance
B. Description: Records
related to meetings of statutory and policy making bodies including, but not
limited to, minutes and not identified in other classifications.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.452 NMAC - N, 10/1/2015]
[Those subject to the Open
Meetings Act, Section 10-15-1(G) NMSA 1978, once the minutes are approved,
audio recordings become non-record material.]
1.21.2.453 OATHS
OF OFFICE:
A. Category: Governance and compliance - governance
B. Description: Oaths of
office and related records.
C. Retention: permanent,
transfer to archives one year from date file closed
[1.21.2.453 NMAC - N, 10/1/2015]
1.21.2.454 - 1.21.2.455 [RESERVED]
1.21.2.456 ADA
ACCOMMODATIONS:
A. Category: Governance and compliance - human rights management
B. Description: Records
related to accommodations for disabilities under the Americans with
Disabilities Act.
C. Retention: destroy three
years from date file closed
[1.21.2.456 NMAC - N, 10/1/2015]
1.21.2.457 INVESTIGATIONS
- CIVIL AND HUMAN RIGHTS:
A. Category: Governance and compliance - human rights management
B. Description: Records
related to civil and human rights investigations including, but not limited to,
grievances and complaints.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.457 NMAC - N, 10/1/2015]
1.21.2.458 - 1.21.2.465 [RESERVED]
1.21.2.466 AIR
QUALITY:
A. Category: Governance and compliance - inspections and monitoring
B. Description: Records
related to inspections and testing of air quality.
C. Retention: destroy five
years from date file closed
[1.21.2.466 NMAC - N, 10/1/2015]
1.21.2.467 ASBESTOS:
A. Category: Governance and compliance - inspections and monitoring
B. Description: Records
related to inspections and monitoring of asbestos.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.467 NMAC - N, 10/1/2015]
1.21.2.468 CONSTRUCTION
MATERIAL SAMPLES:
A. Category: Governance and compliance - inspections and monitoring
B. Description: Records
related to inspections and monitoring of samples of construction materials.
C. Retention: destroy 20
years from date file closed
[1.21.2.468 NMAC - N, 10/1/2015]
1.21.2.469 BUILDING
AND CONSTRUCTION:
A. Category: Governance and compliance - inspections and monitoring
B. Description: Records
related to inspections and monitoring of building and construction.
C. Retention: destroy 10
years from date file closed
[1.21.2.469 NMAC - N, 10/1/2015]
1.21.2.470 INFRASTRUCTURE
- INSPECTIONS AND MONITORING:
A. Category: Governance and compliance - inspections and monitoring
B. Description: Records
related to inspections and monitoring of infrastructure including, but not limited
to, safety.
C. Retention: permanent,
transfer to archives 25 years from date file closed
[1.21.2.470 NMAC - N, 10/1/2015]
1.21.2.471 EQUIPMENT
AND VEHICLES:
A. Category: Governance and compliance - inspections and monitoring
B. Description: Records
related to inspections and monitoring of equipment and vehicles.
C. Retention: destroy three
years from date file closed
[1.21.2.471 NMAC - N, 10/1/2015]
1.21.2.472 EQUIPMENT
- RADIOACTIVE:
A. Category: Governance and compliance - inspections and monitoring
B. Description: Records
related to inspections and monitoring of radioactive equipment.
C. Retention: destroy 75
years from date file closed
[1.21.2.472 NMAC - N, 10/1/2015]
1.21.2.473 FIRE
AND ELECTRICAL:
A. Category: Governance and compliance - inspections and monitoring
B. Description: Records
related to inspections for fire prevention and fire protection for buildings,
facilities and structures including, but not limited to, fire reports.
C. Retention: destroy three
years from date file closed
[1.21.2.473 NMAC - N, 10/1/2015]
1.21.2.474 GENERAL
- INSPECTION:
A. Category: Governance and compliance - inspections and monitoring
B. Description: Records
related to general inspections and tests, not identified in other classifications.
C. Retention: destroy five
years from date file closed
[1.21.2.474 NMAC - N, 10/1/2015]
1.21.2.475 HAZARDOUS
MATERIALS:
A. Category: Governance and compliance - inspections and monitoring
B. Description: Records
related to inspections and testing of hazardous materials.
C. Retention: permanent,
transfer to archives 25 years from date file closed
[1.21.2.475 NMAC - N, 10/1/2015]
1.21.2.476 HERBICIDE,
PESTICIDE AND CHEMICALS:
A. Category: Governance and compliance - inspections and monitoring
B. Description: Records
related to inspections and testing of herbicides, pesticides and chemicals.
C. Retention: destroy 10
years from date file closed
[1.21.2.476 NMAC - N, 10/1/2015]
1.21.2.477 HOSPITALS
AND MEDICAL FACILITIES:
A. Category: Governance and compliance - inspections and monitoring
B. Description: Records
related to inspections of hospitals and medical facilities.
C. Retention: destroy five
years from date file closed
[1.21.2.477 NMAC - N, 10/1/2015]
1.21.2.478 INVESTIGATIONS
- INSPECTIONS AND MONITORING:
A. Category: Governance and compliance - inspections and monitoring
B. Description: Records
related to inspections and investigations not identified in other
classifications.
C. Retention: destroy 25
years from date file closed
[1.21.2.478 NMAC - N, 10/1/2015]
1.21.2.479 LABORATORY:
A. Category: Governance and compliance - inspections and monitoring
B. Description: Records
related to inspections and testing of laboratories including, but not limited
to, equipment.
C. Retention: destroy 10
years from date file closed
[1.21.2.479 NMAC - N, 10/1/2015]
1.21.2.480 MINES:
A. Category: Governance and compliance - inspections and monitoring
B. Description: Records
related to inspections of mines.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.480 NMAC - N, 10/1/2015]
1.21.2.481 TRADE
AND SERVICE MARKS:
A. Category: Governance and compliance - inspections and monitoring
B. Description: Records
related to the monitoring of trade and service marks.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.481 NMAC - N, 10/1/2015]
1.21.2.482 WATER
FACILITIES - INSPECTIONS AND MONITORING:
A. Category: Governance and compliance - inspections and monitoring
B. Description: Records
related to inspections of water treatment facilities.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.482 NMAC - N, 10/1/2015; A, 03/15/2016]
1.21.2.483 WATER
QUALITY:
A. Category: Governance and compliance - inspections and monitoring
B. Description: Records
related to the inspection and testing of drinking and potable water.
C. Retention: destroy 10
years from date file closed
[1.21.2.483 NMAC - N, 10/1/2015]
1.21.2.484 - 1.21.2.489 [RESERVED]
1.21.2.490 ADMINISTRATIVE
RULES:
A. Category: Governance and compliance - legislation and regulation
management
B. Description: Administrative
rules and related records.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.490 NMAC - N, 10/1/2015]
[For filing of administrative
rules, refer to Section 14-4-3 NMSA 1978]
1.21.2.491 LEGISLATION:
A. Category: Governance and compliance - legislation and regulation
management
B. Description: Legislation and related records including, but not limited to, bills, enrolled acts
and vetoed legislation.
C. Retention: permanent,
transfer to archives one year from date file closed
[1.21.2.491 NMAC - N, 10/1/2015]
1.21.2.492 LEGISLATIVE
MEETINGS:
A. Category: Governance and
compliance - legislation and regulation management
B. Description: Legislative committee meetings.
C. Retention: permanent,
transfer to archives 15 years from date file created
[1.21.2.492 NMAC - N, 10/1/2015]
1.21.2.493 JOURNALS
- HOUSE AND SENATE:
A. Category: Governance and compliance - legislation and regulation
management
B. Description: Journals of
the house and senate and related records.
C. Retention: permanent,
transfer to archives one year from date file closed
[1.21.2.493 NMAC - N, 10/1/2015]
1.21.2.494 LOBBYIST:
A. Category: Governance and
compliance - legislation and regulation management
B. Description: Records related to lobbyists.
C. Retention: destroy 10 years from date file closed
[1.21.2.494 NMAC - N, 10/1/2015;
A, 11/30/2015]
1.21.2.495 ORDERS
AND PROCLAMATIONS:
A. Category: Governance and compliance - legislation and regulation
management
B. Description: Orders and proclamations of an administrative, legislative or executive nature and related
records.
C. Retention: permanent,
transfer to archives from date file closed
[1.21.2.495 NMAC - N, 10/1/2015]
[For filing or publication,
refer to Section 14-4-7.1 NMSA 1978]
1.21.2.496 ORDINANCES
AND RESOLUTIONS:
A. Category: Governance and compliance - legislation and regulation
management
B. Description: Records related to ordinances and resolutions.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.496 NMAC - N, 10/1/2015]
[For filing requirements,
refer to Section 47-6-10 NMSA 1978]
1.21.2.497 RESEARCH:
A. Category: Governance and compliance - legislation and regulation
management
B. Description: Records
related to legislative research.
C. Retention: permanent,
transfer to archives 75 years from date file created or from date
confidentiality waiver received
[1.21.2.497 NMAC - N, 10/1/2015]
[Waiver required per Sections
2-3-13 NMSA 1978 and 14-3-7.1 NMSA 1978]
1.21.2.498 - 1.21.2.500 [RESERVED]
1.21.2.501 INSPECTIONS
AND INVESTIGATIONS:
A. Category: Governance and compliance - occupational safety and
health
B. Description: Records
related to occupational safety and health compliance inspections and
investigations.
C. Retention: destroy 10
years from date file closed
[1.21.2.501 NMAC - N, 10/1/2015]
1.21.2.502 - 1.21.2.505 [RESERVED]
1.21.2.506 SHORT-TERM
PERMITS:
A. Category: Governance and compliance - permit management
B. Description: Records
related to short-term permits not identified in other classifications.
C. Retention: destroy three
years from date file closed
[1.21.2.506 NMAC - N, 10/1/2015]
1.21.2.507 TRANSPORTATION
AND TRIP PERMITS:
A. Category: Governance and compliance - permit management
B. Description: Records related to transportation and trip permits.
C. Retention: destroy three
years from date file closed
[1.21.2.507 NMAC - N, 10/1/2015]
1.21.2.508 - 1.21.2.510 [RESERVED]
1.21.2.511 POLICIES
AND PROCEDURES:
A. Category: Governance and compliance - policy and standards
management
B. Description: Policies and
procedures including, but not limited to, code of conduct.
C. Retention: permanent,
transfer to archives one year from date superseded or obsolete
[1.21.2.511 NMAC - N, 10/1/2015]
1.21.2.512 STANDARDS:
A. Category: Governance and compliance - policy and standards
management
B. Description: Records
related to standards and best practices including, but not limited to,
information technology standards.
C. Retention: permanent,
transfer to archives one year from date superseded or obsolete
[1.21.2.512 NMAC - N, 10/1/2015]
1.21.2.513 - 1.21.2.515 [RESERVED]
1.21.2.516 CONVERSION
AUTHORIZATION:
A. Category: Governance and compliance - records management
B. Description: Records
related to the conversion of public records from one media format to another.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.516 NMAC - N, 10/1/2015]
1.21.2.517 DISPOSITION
AUTHORIZATION:
A. Category: Governance and compliance - records management
B. Description: Records
related to the disposition of public records including, but not limited to,
approvals.
C. Retention: destroy 25
years from date file closed
[1.21.2.517 NMAC - N, 10/1/2015]
1.21.2.518 INFORMATION
RELEASE:
A. Category: Governance and compliance - records management
B. Description: Records
related to requests for release of information, does not include public records
requests.
C. Retention: destroy one
year from date file closed
[1.21.2.518 NMAC - N, 10/1/2015]
1.21.2.519 PUBLIC
RECORDS REQUESTS:
A. Category: Governance and compliance - records management.
B. Description: Records
related to requests for information under the Inspection of Public Records Act
including, but not limited to, tracking, responses and written explanations of
denials.
C. Retention: destroy four
years from date request is deemed by the public body to be fulfilled or denied.
[1.21.2.519 NMAC - N, 10/1/2015; A, 7/1/2020]
1.21.2.520 RECORDS
CUSTODY:
A. Category: Governance and compliance - records management
B. Description: Records
related to withdrawal and receipt of records.
C. Retention: destroy 25
years from date file closed
[1.21.2.520 NMAC - N, 10/1/2015]
1.21.2.521 - 1.21.2.600 [RESERVED]
1.21.2.601 AGREEMENTS
- OTHER:
A. Category: Legal and judiciary - contract management
B. Description: Records
related to agreements not identified in other classifications.
C. Retention: destroy six
years from date file closed
[1.21.2.601 NMAC - N, 10/1/2015; A, 11/30/2015]
1.21.2.602 INTERSTATE
COMPACTS/AGREEMENTS:
A. Category: Legal and judiciary - contract management
B. Description: Interstate
compacts and agreements and related records.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.602 NMAC - N, 10/1/2015]
[For filing requirements,
refer to Section 14-3-20 NMSA 1978]
1.21.2.603 COOPERATIVE
AGREEMENTS:
A. Category: Legal and judiciary - contract management
B. Description: Cooperative
agreements including, but not limited to, memoranda of understanding.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.603 NMAC - N, 10/1/2015]
1.21.2.604 GOODS
AND SERVICES:
A. Category: Legal and judiciary - contract management
B. Description: Records
related to contracting of goods and services.
C. Retention: destroy six
years from date file closed
[1.21.2.604 NMAC - N, 10/1/2015; A, 11/30/2015]
1.21.2.605 LEASES:
A. Category: Legal and judiciary - contract management
B. Description: Leases and
related records, does not include mineral leases.
C. Retention: destroy six
years from date file closed
[1.21.2.605 NMAC - N, 10/1/2015; A, 11/30/2015]
1.21.2.606 SETTLEMENTS:
A. Category: Legal and judiciary - contract management
B. Description: Records
related to settlements of contract or agreement disputes.
C. Retention: destroy 14
years from date file closed
[1.21.2.606 NMAC - N, 10/1/2015]
1.21.2.607 - 1.21.2.610 [RESERVED]
1.21.2.611 CALENDARS:
A. Category: Legal and judiciary - court administration
B. Description: Court
calendars.
C. Retention: destroy one
year from date file created
[1.21.2.611 NMAC - N, 10/1/2015]
1.21.2.612 CASE FILES - LOWER COURTS (CIVIL):
A. Category: Legal and
judiciary - court administration.
B. Description: Court case files, including, but not limited
to, dockets; does not include DUI or domestic violence cases, district,
appellate, supreme court or probate case files.
C. Retention:
(1) Judgement satisfied: destroy one year from date of
satisfaction.
(2) Judgement not satisfied: destroy 14 years from date of
judgement.
[1.21.2.612 NMAC - N,
10/1/2015; A, 7/1/2020]
1.21.2.613 CASE
FILES - LOWER COURTS (CRIMINAL):
A. Category: Legal and
judiciary - court administration
B. Description: Court case files, including, but not limited
to, dockets; does not include DUI or domestic violence cases, district,
appellate, supreme court or probate case files.
C. Retention: destroy one year from date file closed
[1.21.2.613 NMAC - N, 10/1/2015]
1.21.2.614 CASE
FILES - JUVENILE:
A. Category: Legal and judiciary - court administration
B. Description: Juvenile court
case files.
C. Retention: destroy 22
years from date of birth
[1.21.2.614 NMAC - N, 10/1/2015]
1.21.2.615 CASE
FILES - COURT OF RECORD:
A. Category: Legal and judiciary - court administration
B. Description:
Court
case files including, but not limited to, dockets. Court cases include, but are not limited to,
all DUI and domestic violence cases, district, appellate, supreme court or
probate case files.
C. Retention: permanent,
transfer to archives 10 years from date file closed
[1.21.2.615 NMAC - N, 10/1/2015]
[Appellate case files include
the associated court proceedings records]
1.21.2.616 CASE
FILES - DISMISSED:
A. Category: Legal and judiciary - court administration
B. Description: Dismissed case
files.
C. Retention: destroy one
year from date file closed
[1.21.2.616 NMAC - N, 10/1/2015]
1.21.2.617 EXHIBITS:
A. Category: Legal and judiciary - court administration
B. Description: Exhibits.
C. Retention: destroy one
year from date of final disposition of associated case
[1.21.2.617 NMAC - N, 10/1/2015]
1.21.2.618 JURY
MANAGEMENT:
A. Category: Legal and judiciary - court administration
B. Description: Records
related to the management of juries.
C. Retention: destroy three
months from date file closed
[1.21.2.618 NMAC - N, 10/1/2015]
1.21.2.619 PROBATION
FILES:
A. Category: Legal and judiciary - court administration
B. Description: Records
related to probation at the lower court level.
C. Retention: destroy five
years from date file closed
[1.21.2.619 NMAC - N, 10/1/2015]
1.21.2.620 COURT
PROCEEDINGS:
A. Category: Legal and
judiciary - court administration
B. Description: records
related to court proceedings including, but not limited to, tapes, court
reporter notes, and transcripts. Does
not include appellate case files.
C. Retention: destroy when
associated case is no longer eligible for appeal or post-conviction proceedings
in state or federal court
[1.21.2.620 NMAC - N, 9/11/2018]
1.21.2.621 - 1.21.2.625 [RESERVED]
1.21.2.626 ADOPTIONS:
A. Category: Legal and judiciary - legal matter management
B. Description: Records
related to adoptions including, but not limited to, agreement and consents.
C. Retention: permanent,
transfer to archives 25 years from date file closed
[1.21.2.626 NMAC - N, 10/1/2015]
1.21.2.627 ADVICE
AND OPINIONS:
A. Category: Legal and judiciary - legal matter management
B. Description: Records
related to research and correspondence related to legal issues including, but
not limited to, precedents and opinions.
C. Retention: permanent,
transfer to archives from date file closed
[1.21.2.627 NMAC - N, 10/1/2015]
1.21.2.628 BONDS:
A. Category: Legal and judiciary - legal matter management
B. Description:
Court
ordered bonds and related records.
C. Retention: destroy three
years from the close of the fiscal year in which created
[1.21.2.628 NMAC - N, 10/1/2015]
1.21.2.629 EXTRADITIONS
AND REQUISITIONS:
A. Category: Legal and judiciary - legal matter management
B. Description: Records related to extraditions and requisitions.
C. Retention: destroy three
years from date file closed
[1.21.2.629 NMAC - N, 10/1/2015]
1.21.2.630 EXTRADITIONS
AND RENDITIONS - GOVERNOR:
A. Category: Legal and judiciary - legal matter management
B. Description: Records related to extraditions and renditions issued by the governor.
C. Retention: permanent, transfer
to archives when no longer needed for reference
[1.21.2.630 NMAC - N, 10/1/2015]
1.21.2.631 SIGNATURE
RECORDS:
A. Category: Legal and judiciary - legal matter management
B. Description: Records
related to signatures including, but not limited to, facsimile and digital
signatures.
C. Retention: destroy 10
years from date file closed
[1.21.2.631 NMAC - N, 10/1/2015]
1.21.2.632 HEARINGS
AND APPEALS:
A. Category: Legal and judiciary - legal matter management
B. Description: Records
related to hearings and appeals.
C. Retention: destroy 10
years from date file closed
[1.21.2.632 NMAC - N, 10/1/2015]
1.21.2.633 HEARINGS
AND APPEALS - HISTORICAL:
A. Category: Legal and judiciary - legal matter management
B. Description: Records
related to hearings and appeals which affect public policy.
C. Retention: permanent,
transfer to archives 10 years from date file closed
[1.21.2.633 NMAC - N, 10/1/2015]
1.21.2.634 INVESTIGATIONS
- LEGAL MATTER MANAGMENT:
A. Category: Legal and judiciary - legal matter management
B. Description: Records
related to investigations with merit of alleged criminal activities and not
identified in other classifications.
C. Retention: destroy 10
years from date file closed
[1.21.2.634 NMAC - N, 10/1/2015; A, 11/30/2015]
1.21.2.635 INVESTIGATIONS
- ATTORNEY GENERAL:
A. Category: Legal and judiciary - legal matter management
B. Description: Records
related to investigations conducted by the attorney general.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.635 NMAC - N, 10/1/2015]
1.21.2.636 LEGAL
CASE FILES:
A. Category: Legal and judiciary - legal matter management
B. Description: Legal case
files other than historical case files.
C. Retention: destroy 10
years from date file closed
[1.21.2.636 NMAC - N, 10/1/2015]
1.21.2.637 LEGAL
CASE FILES - HISTORICAL:
A. Category: Legal and judiciary - legal matter management
B. Description: Legal case
files pertaining to the office of the governor, attorney general and regulation
and remediation.
C. Retention: permanent,
transfer to archives 10 years from date file closed
[1.21.2.637 NMAC - N, 10/1/2015]
1.21.2.638 MISSING
PERSON FILES:
A. Category: Legal and judiciary - legal matter management
B. Description: Missing person
files and related records.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.638 NMAC - N, 10/1/2015]
1.21.2.639 PUBLIC
DEFENDER AND DISTRICT ATTORNEY CASE FILES - ADULT:
A. Category: Legal and judiciary - legal matter management
B. Description: Public
defender and district attorney case files for adults, does not include capital
offenses.
C. Retention: destroy 10
years from date file closed
[1.21.2.639 NMAC - N, 10/1/2015]
1.21.2.640 PUBLIC
DEFENDER AND DISTRICT ATTORNEY CASE FILES - CAPITAL OFFENSES:
A. Category: Legal and judiciary - legal matter management
B. Description: Public
defender and district attorney case files related to capital offenses.
C. Retention: permanent, transfer
to archives 25 years from date file closed
[1.21.2.640 NMAC - N, 10/1/2015]
1.21.2.641 PUBLIC
DEFENDER AND DISTRICT ATTORNEY CASE FILES - JUVENILE:
A. Category: Legal and judiciary - legal matter management
B. Description: Public
defender and district attorney case files for juveniles.
C. Retention: destroy 22
years from date of birth
[1.21.2.641 NMAC - N, 10/1/2015]
1.21.2.642 WAIVERS
AND RELEASES - LEGAL MATTER MANAGEMENT:
A. Category: Legal and judiciary - legal matter management
B. Description: Records related to waivers and releases.
C. Retention: destroy two
years from date file closed
[1.21.2.642 NMAC - N, 10/1/2015; A, 03/15/2016]
1.21.2.643 VICTIM
CLAIM FILES:
A. Category: Legal and judiciary - legal matter management
B. Description: Victim claim
files and related records.
C. Retention: destroy 100
years from date of birth of claimant
[1.21.2.643 NMAC - N, 10/1/2015]
1.21.2.644 LEGAL CASE FILES - DISMISSED:
A. Category: Legal and
judiciary – legal matter management
B. Description: Dismissed
case files.
C. Retention: destroy
one year from date file closed
[1.21.2.644 NMAC - N, 03/13/2018]
1.21.2.645 - 1.21.2.650 [RESERVED]
1.21.2.651 BRANDS:
A. Category: Legal and judiciary - licensing and registration
B. Description: Records
related to brands.
C. Retention: destroy six
years from date file closed
[1.21.2.651 NMAC - N, 10/1/2015]
1.21.2.652 BUSINESS
LICENSES:
A. Category: Legal and judiciary - licensing and registration
B. Description: Records
related to licenses for businesses not determined to be historical.
C. Retention: destroy 10
years from date entity is no longer licensed
[1.21.2.652 NMAC - N, 10/1/2015]
1.21.2.653 BUSINESS
LICENSES - HISTORICAL:
A. Category: Legal and judiciary - licensing and registration
B. Description: Records
related to licenses for businesses including, but not limited to, financial
institutions, funeral homes, zoo, burial transit, child placement agency
(foster care), private investigation, construction/contractor, liquid petroleum
and natural gas, liquor license, private post-secondary institution, higher
education distance learning, small brewer, winegrower or craft distiller, body
art, medical marijuana producer and racing establishments.
C. Retention: permanent,
transfer to archives 10 years from date file closed
[1.21.2.653 NMAC - N, 10/1/2015]
1.21.2.654 CONCEALED
FIREARMS:
A. Category: Legal and judiciary - licensing and registration
B. Description: Records
related to concealed firearms.
C. Retention: destroy two
years from date file closed
[1.21.2.654 NMAC - N, 10/1/2015]
1.21.2.655 DEALERS,
AGENTS AND OUTFITTERS:
A. Category: Legal and judiciary - licensing and registration
B. Description: Records
related to licensed dealers, agents and outfitters.
C. Retention: destroy three
years from date file closed
[1.21.2.655 NMAC - N, 10/1/2015]
1.21.2.656 DISCIPLINE
AND INVESTIGATIONS - GENERAL:
A. Category: Legal and judiciary - licensing and registration
B. Description: Records
related to general discipline and investigations of license and certification
violations.
C. Retention: destroy 25
years from date file closed
[1.21.2.656 NMAC - N, 10/1/2015]
1.21.2.657 DISCIPLINE
AND INVESTIGATIONS - HISTORICAL:
A. Category: Legal and judiciary - licensing and registration
B. Description: Records
related to discipline and investigations of violations pertaining to licenses
determined to be historical.
C. Retention: permanent,
transfer to archives 10 years from date file closed
[1.21.2.657 NMAC - N, 10/1/2015]
1.21.2.658 DRIVERS'
LICENSES:
A. Category: Legal and judiciary - licensing and registration
B. Description: Records
related to issuing and tracking drivers' licenses including, but not limited
to, revocation and suspensions not identified in other classifications.
C. Retention: destroy three
years from date file closed
[1.21.2.658 NMAC - N, 10/1/2015]
1.21.2.659 DRIVERS'
LICENSES - SUSPENSION AND REVOCATION:
A. Category: Legal and judiciary - licensing and registration
B. Description: Records
related to vehicular homicide and DUI license suspension and revocation.
C. Retention: destroy 55
years from date file closed
[1.21.2.659 NMAC - N, 10/1/2015]
1.21.2.660 DRIVERS'
LICENSES - LIFETIME SUSPENSION AND REVOCATION:
A. Category: Legal and judiciary - licensing and registration
B. Description: Records
related to permanent commercial driver's license suspensions and revocation.
C. Retention: destroy 100
years from date of birth of licensee
[1.21.2.660 NMAC - N, 10/1/2015]
1.21.2.661 FACILITIES,
ESTABLISHMENTS AND PRODUCTS:
A. Category: Legal and judiciary - licensing and registration
B. Description: Records
related to licensing and certification of facilities, establishments and products.
C. Retention: destroy five
years from date file closed
[1.21.2.661 NMAC - N, 10/1/2015]
1.21.2.662 MOTOR
VEHICLES - TITLES:
A. Category: Legal and judiciary - licensing and registration
B. Description: Records
related to motor vehicle titles.
C. Retention: destroy 25
years from date of change of ownership
[1.21.2.662 NMAC - N, 10/1/2015]
1.21.2.663 MOTOR
VEHICLES - REGISTRATION:
A. Category: Legal and judiciary - licensing and registration
B. Description: Records
related to motor vehicle registration.
C. Retention: destroy three
years from date file closed
[1.21.2.663 NMAC - N, 10/1/2015]
1.21.2.664 MOTOR
VEHICLES, IDENTIFICATION:
A. Category: Legal and judiciary - licensing and registration
B. Description: Records
related to motor vehicle identification.
C. Retention: destroy three
years from date file closed
[1.21.2.664 NMAC - N, 10/1/2015]
1.21.2.665 MOTOR
VEHICLES, LICENSE PLATES:
A. Category: Legal and judiciary - licensing and registration
B. Description: Records
related to motor vehicle license plates.
C. Retention: destroy one
year from date file closed
[1.21.2.665 NMAC - N, 10/1/2015]
1.21.2.666 NOTARY:
A. Category: Legal and judiciary - licensing and registration
B. Description: Records
related to licenses for notaries.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.666 NMAC - N, 10/1/2015]
1.21.2.667 PROFESSIONAL
LICENSES:
A. Category: Legal and judiciary - licensing and registration
B. Description: Records
related to professional licenses not identified as historical.
C. Retention: destroy 10
years from date individual is no longer licensed
[1.21.2.667 NMAC - N, 10/1/2015]
1.21.2.668 PROFESSIONAL
LICENSES - HISTORICAL:
A. Category: Legal and judiciary - licensing and registration
B. Description: Records
related to professional licenses including, but not limited to, attorney,
architect, certified public accountants, body art and piercing, nutritionist,
dietician, optometrist, osteopathic, pharmacist, podiatry, polygraph examiner,
private investigator, psychologist, otolaryngologist, funeral service
practitioner, physician, physician’s assistant, nursing, medication aid and
hemodialysis, well driller, midwife, radioactive material licensee and educator
lifetime licensure.
C. Retention: permanent,
transfer to archives 10 years from date file closed
[1.21.2.668 NMAC - N, 10/1/2015]
1.21.2.669 SECURITIES:
A. Category: Legal and judiciary - licensing and registration
B. Description: Records
related to licensing securities.
C. Retention: destroy five
years from date file closed
[1.21.2.669 NMAC - N, 10/1/2015]
1.21.2.670 SPORTSMEN'S
LICENSURE:
A. Category: Legal and judiciary - licensing and registration
B. Description: Records
related to licenses and permitting for hunting, angling and trapping.
C. Retention: destroy five
years from date file closed
[1.21.2.670 NMAC - N, 10/1/2015]
1.21.2.671 SPORTSMEN'S
LICENSURE - LIFETIME:
A. Category: Legal and judiciary - licensing and registration
B. Description: Records
related to lifetime licenses and permitting for hunting, angling and trapping.
C. Retention: destroy 100
years from date of birth of licensee
[1.21.2.671 NMAC - N, 10/1/2015]
1.21.2.672 TESTS
AND EXAMINATIONS:
A. Category: Legal and judiciary - licensing and registration
B. Description: Tests and
examinations for licenses and certifications.
C. Retention: destroy two
years from date file closed
[1.21.2.672 NMAC - N, 10/1/2015]
1.21.2.673 - 1.21.2.675 [RESERVED]
1.21.2.676 APPRAISALS
- VALUATIONS:
A. Category: Legal and judiciary - real property
B. Description: Records
related to appraisals for valuation, does not include tax valuations.
C. Retention: destroy five
years from date file closed
[1.21.2.676 NMAC - N, 10/1/2015]
1.21.2.677 LAND
AND EASEMENTS:
A. Category: Legal and judiciary - real property
B. Description: Records
related to property rights, exchanges, sale or acquisition of land including,
but not limited to, easements.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.677 NMAC - N, 10/1/2015]
1.21.2.678 RIGHT
OF WAY:
A. Category: Legal and judiciary - real property
B. Description: Records
related to property rights of way.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.678 NMAC - N, 10/1/2015]
1.21.2.679 WATER
RIGHTS:
A. Category: Legal and judiciary - real property
B. Description: Records
related to water rights and permits.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.679 NMAC - N, 10/1/2015]
1.21.2.680 - 1.21.2.699 [RESERVED]
1.21.2.700 FOOD
AND DRUG INFORMATION:
A. Category: Natural resource management - agriculture
B. Description: Records related
to food and drug information.
C. Retention: destroy five
years from date file closed
[1.21.2.700 NMAC - N, 10/1/2015]
1.21.2.701 SURVEYS
AND INSPECTIONS:
A. Category: Natural resource management - agriculture
B. Description: Records
related to agricultural surveys and inspections.
C. Retention: destroy five
years from date file closed
[1.21.2.701 NMAC - N, 10/1/2015]
1.21.2.702 WEIGHTS
AND MEASURES:
A. Category: Natural resource management - agriculture
B. Description: Records
related to weights and measures.
C. Retention: destroy one
year from date file closed
[1.21.2.702 NMAC - N, 10/1/2015]
1.21.2.703 - 1.21.2.705 [RESERVED]
1.21.2.706 DISEASE
MANAGEMENT - ANIMAL AND LIVESTOCK:
A. Category: Natural resource management - animal and livestock
B. Description: Records
related to the management and prevention of animal disease.
C. Retention: destroy 10
years from date file closed
[1.21.2.706 NMAC - N, 10/1/2015; A, 03/15/2016]
1.21.2.707 INSPECTIONS:
A. Category: Natural resource management - animal and livestock
B. Description: Records
related to animal and livestock inspections.
C. Retention: destroy five
years from date file closed
[1.21.2.707 NMAC - N, 10/1/2015]
1.21.2.708 VETERINARIAN
CLIENT/PATIENT FILES:
A. Category: Natural
resource management - animal and livestock.
B. Description: Veterinarian
client/patient records.
C. Retention: destroy four
years from date file closed.
[1.21.2.708 NMAC - N, 7/1/2020]
1.21.2.709 - 1.21.2.710 [RESERVED]
1.21.2.711 CONSERVATION
PLANS:
A. Category: Natural resource management - land and water
B. Description:
Conservation
plans and related records.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.711 NMAC - N, 10/1/2015]
1.21.2.712 FOREST
MANAGEMENT:
A. Category: Natural resource management - land and water
B. Description: Records
related to the management of forests.
C. Retention: destroy five
years from date file closed
[1.21.2.712 NMAC - N, 10/1/2015]
1.21.2.713 LAND
MANAGEMENT:
A. Category: Natural resource management - land and water
B. Description: Records
related to management of state trust land.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.713 NMAC - N, 10/1/2015]
1.21.2.714 [RESERVED]
1.21.2.715 NATURAL
RESOURCES:
A. Category: Natural resource management - land and water
B. Description: Records
related to the management of natural resources not identified in other
classifications.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.715 NMAC - N, 10/1/2015]
1.21.2.716 WATER
MANAGEMENT AND PLANNING:
A. Category: Natural resource management - land and water
B. Description: Records
related to management of water including, but not limited to, planning.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.716 NMAC - N, 10/1/2015]
1.21.2.717 - 1.21.2.720 [RESERVED]
1.21.2.721 FACILITIES:
A. Category: Natural resource management - recreation
B. Description: Records
related to the management of government parks, trails and facilities.
C. Retention: permanent,
transfer to archives 10 years from date file closed
[1.21.2.721 NMAC - N, 10/1/2015]
1.21.2.722 RECREATIONAL
ACCESS:
A. Category: Natural resource management - recreation
B. Description: Records
related to recreational access to government property and facilities.
C. Retention: destroy two
years from date file closed
[1.21.2.722 NMAC - N, 10/1/2015]
1.21.2.723 - 1.21.2.725 [RESERVED]
1.21.2.726 FISH
MANAGEMENT:
A. Category: Natural resource management - wildlife
B. Description: Records
related to the management of fish and aquatic animals.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.726 NMAC - N, 10/1/2015]
1.21.2.727 GAME
MANAGEMENT:
A. Category: Natural resource management - wildlife
B. Description: Records
related to the management of protected species including, but not limited to, hunter
survey, tagging and harvest information; and not identified in other
classifications.
C. Retention: destroy five
years from date file closed
[1.21.2.727 NMAC - N, 10/1/2015]
1.21.2.728 GAME
MANAGEMENT - HISTORICAL:
A. Category: Natural resource management - wildlife
B. Description: Records
related to the management of protected species including, but not limited to,
bighorn sheep, species transplant, importation, protected mammal and wildlife
surveys.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.728 NMAC - N, 10/1/2015]
1.21.2.729 - 1.21.2.800 [RESERVED]
1.21.2.801 CASE
FILES - CHILD AND YOUTH SERVICES:
A. Category: Public health and social services - child and youth
B. Description: Child and
social service case files including abuse or neglect cases not resulting in
transfer of custody to the state.
C. Retention: destroy 19
years from date of birth
[1.21.2.801 NMAC - N, 10/1/2015]
1.21.2.802 CASE
FILES - FOSTER CARE:
A. Category: Public health and social services - child and youth
B. Description: Records
related to abuse or neglect cases resulting in transfer of custody to the
state.
C. Retention: permanent,
transfer to archives 25 years from date file closed
[1.21.2.802 NMAC - N, 10/1/2015]
1.21.2.803 CHILD
SUPPORT SERVICES:
A. Category: Public health and social services - child and youth
B. Description: Records
related to child support services.
C. Retention: destroy three
years from date file closed
[1.21.2.803 NMAC - N, 10/1/2015]
1.21.2.804 FOSTER
HOMES:
A. Category: Public health and social services - child and youth
B. Description: Records
related to foster care homes.
C. Retention: permanent,
transfer to archives 10 years from date file closed
[1.21.2.804 NMAC - N, 10/1/2015]
1.21.2.805 JUVENILE
RECORDS:
A. Category: Public health and social services - child and youth
B. Description: Case files of
at-risk or delinquent youth.
C. Retention: destroy 22
years from date of birth
[1.21.2.805 NMAC - N, 10/1/2015]
1.21.2.806 - 1.21.2.810 [RESERVED]
1.21.2.811 ASSISTANCE
- EMPLOYMENT:
A. Category: Public health and social services - family and aging
B. Description: Records
related to employment assistance.
C. Retention: destroy five
years from date file closed
[1.21.2.811 NMAC - N, 10/1/2015]
1.21.2.812 ASSISTANCE
- EMPLOYMENT (REFUGEE):
A. Category: Public health and social services - family and aging
B. Description: Records
related to employment assistance for refugees.
C. Retention: permanent,
transfer to archives 10 years from date file closed
[1.21.2.812 NMAC - N, 10/1/2015]
1.21.2.813 ASSISTANCE
- FINANCIAL:
A. Category: Public health and social services - family and aging
B. Description: Records
related to financial assistance.
C. Retention: destroy five
years from date file closed
[1.21.2.813 NMAC - N, 10/1/2015]
1.21.2.814 ASSISTANCE
- MEDICAL:
A. Category: Public health and social services - family and aging
B. Description: Records
related to medical assistance.
C. Retention: destroy six
years from date audit report released
[1.21.2.814 NMAC - N, 10/1/2015]
1.21.2.815 ASSISTANCE
- NUTRITION:
A. Category: Public health and social services - family and aging
B. Description: Records
related to nutrition assistance including, but not limited to, case files,
participation and authorizations.
C. Retention: destroy three
years after date file closed
[1.21.2.815 NMAC - N, 10/1/2015]
1.21.2.816 CASE
FILES - FAMILY AND AGING:
A. Category: Public health and social services - family and aging
B. Description: Family and
aging services case files.
C. Retention: destroy six
years from date file closed
[1.21.2.816 NMAC - N, 10/1/2015]
1.21.2.817 - 1.21.2.820 [RESERVED]
1.21.2.821 HAZARDOUS
WASTE:
A. Category: Public health and social services - hazardous material
management
B. Description: Records
related to hazardous waste, materials and biohazards, including agency programs
and response.
C. Retention: destroy 30
years from date file closed
[1.21.2.821 NMAC - N, 10/1/2015]
1.21.2.822 RADIOACTIVE
MATERIAL:
A. Category: Public health and social services - hazardous material
management
B. Description: Records
related to the receipt, maintenance and disposal of radioactive material.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.822 NMAC - N, 10/1/2015]
1.21.2.823 MATERIAL
SAFETY DATA SHEETS:
A. Category: Public health and social services - hazardous material
management
B. Description: Records
related to identifying hazardous materials and chemicals including, but not
limited to, use and analyses.
C. Retention: destroy 30
years from date file closed
[1.21.2.823 NMAC - N, 10/1/2015]
1.21.2.824 - 1.21.2.825 [RESERVED]
1.21.2.826 ANALYSIS
- X-RAY AND CHEMICAL:
A. Category: Public health and social services - hospital and
medical
B. Description: Records
related to the analysis of x-rays and chemicals.
C. Retention: destroy 12
years from date file closed
[1.21.2.826 NMAC - N, 10/1/2015]
1.21.2.827 DISEASE
MANAGEMENT - HOSPITAL AND MEDICAL:
A. Category: Public health and social services - hospital and
medical
B. Description: Records
related to diseases including CDC reportable diseases.
C. Retention: destroy 80
years from date file closed
[1.21.2.827 NMAC - N, 10/1/2015; A, 03/15/2016]
1.21.2.828 DRUGS
AND CONTROLLED SUBSTANCES:
A. Category: Public health and social services - hospital and
medical
B. Description: Records
related to drugs and controlled substances including, but not limited to,
inventories and prescriptions.
C. Retention: destroy three
years from date file closed
[1.21.2.828 NMAC - N, 10/1/2015]
1.21.2.829 INCIDENTS:
A. Category: Public health and social services - hospital and
medical
B. Description: Records
related to incidents including minor injury reports.
C. Retention: destroy three
years from date file closed
[1.21.2.829 NMAC - N, 10/1/2015]
1.21.2.830 PATIENT
MANAGEMENT:
A. Category: Public health and social services - hospital and
medical
B. Description: Records
related to management of patients including, but not limited to, accounts and
client files.
C. Retention: destroy five
years from date file closed
[1.21.2.830 NMAC - N, 10/1/2015]
1.21.2.831 PATIENT
RECORDS - ADULT:
A. Category: Public health and social services - hospital and
medical
B. Description: Adult patient
records.
C. Retention: destroy 10
years from date file closed
[1.21.2.831 NMAC - N, 10/1/2015]
1.21.2.832 PATIENT
RECORDS - MINOR (≥9 YEARS OF AGE):
A. Category: Public health and social services - hospital and
medical
B. Description: Patient
records for minors nine years of age or over at date of last discharge.
C. Retention: destroy 10
years from date of last discharge
[1.21.2.832 NMAC - N, 10/1/2015]
1.21.2.833 PATIENT
RECORDS - MINOR (≤8 YEARS OF AGE):
A. Category: Public health and social services - hospital and
medical
B. Description: Patient
records for minors eight years of age or under at date of last discharge.
C. Retention: destroy 19
years from date of birth
[1.21.2.833 NMAC - N, 10/1/2015]
1.21.2.834 PROGRAMS
- HOSPITAL AND MEDICAL:
A. Category: Public health and social services - hospital and
medical
B. Description: Records
related to clinical and health programs.
C. Retention: destroy five
years from date file closed
[1.21.2.834 NMAC - N, 10/1/2015]
1.21.2.835 - 1.21.2.840 [RESERVED]
1.21.2.841 CALIBRATION:
A. Category: Public health and social services - laboratory
management
B. Description: Calibration
logs and files.
C. Retention: destroy 10
years from date file closed
[1.21.2.841 NMAC - N, 10/1/2015]
1.21.2.842 CASE
FILES - LABORATORY:
A. Category: Public health and social services - laboratory
management
B. Description: Records
related to laboratory analysis.
C. Retention: destroy 10
years from date file closed
[1.21.2.842 NMAC - N, 10/1/2015]
1.21.2.843 REPORTS
- LABORATORY:
A. Category: Public health and social services - laboratory
management
B. Description: Laboratory
samples and reports.
C. Retention: destroy four
years from date file created
[1.21.2.843 NMAC - N, 10/1/2015]
1.21.2.844 FORENSIC
AND TOXICOLOGY ANALYSIS:
A. Category: Public health and social services - laboratory
management
B. Description: Records
related to forensic or toxicology analysis.
C. Retention: destroy 10
years from date of final disposition of corresponding case
[1.21.2.844 NMAC - N, 10/1/2015, A, 6/11/2019]
1.21.2.845 FORENSIC
ANALYSIS - MEDICAL INVESTIGATOR:
A. Category: Public health and social services - laboratory
management
B. Description: Records
related to forensic analysis conducted by the medical investigator.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.845 NMAC - N, 10/1/2015]
1.21.2.846 - 1.21.2.850 [RESERVED]
1.21.2.851 BIRTHS
AND DEATHS:
A. Category: Public health and social services - vital records
B. Description: Records
related to births and deaths.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.851 NMAC - N, 10/1/2015]
1.21.2.852 - 1.21.2.900 [RESERVED]
1.21.2.901 COMPLAINTS
AND INVESTIGATIONS:
A. Category: Public safety services - correctional institutions
B. Description: Records
related to investigations including, but not limited to, shakedown, site or
staff and search logs.
C. Retention: destroy five
years from date file closed
[1.21.2.901 NMAC - N, 10/1/2015]
1.21.2.902 INMATE
FILES - JAIL:
A. Category: Public safety services - correctional institutions
B. Description: Jail inmate
files.
C. Retention: destroy five years
from date file closed
[1.21.2.902 NMAC - N, 10/1/2015]
1.21.2.903 INMATE
FILES - JUVENILE:
A. Category: Public safety services - correctional institutions
B. Description: Juvenile
inmate files.
C. Retention: destroy 22
years from date of birth
[1.21.2.903 NMAC - N, 10/1/2015]
1.21.2.904 INMATE
FILES - PENITENTIARY:
A. Category: Public safety services - correctional institutions
B. Description: Penitentiary
inmate files.
C. Retention: permanent,
transfer to archives 50 years from date file closed
[1.21.2.904 NMAC - N, 10/1/2015]
1.21.2.905 INMATE
MAIL:
A. Category: Public safety services - correctional institutions
B. Description: Records
related to offenders mail including, but not limited to, unidentified foreign
objects.
C. Retention: destroy five
years from close of calendar year in which file closed
[1.21.2.905 NMAC - N, 10/1/2015]
1.21.2.906 PAROLE
AND PROBATION FILES:
A. Category: Public safety services - correctional institutions
B. Description: Parole and
probation files.
C. Retention: permanent,
transfer to archives 50 years from date probation or parole completed
[1.21.2.906 NMAC - N, 10/1/2015]
1.21.2.907 PROGRAMS
- CORRECTIONAL INSTITUTION:
A. Category: Public safety services - correctional institutions
B. Description: Records
related to inmate programs including, but not limited to, medical and
recreational.
C. Retention: destroy three
years from date file closed
[1.21.2.907 NMAC - N, 10/1/2015]
1.21.2.908 SAFETY
RECORDS:
A. Category: Public safety services - correctional institutions
B. Description: Safety
records.
C. Retention: destroy five
years from the close of the calendar year in which file created
[1.21.2.908 NMAC - N, 10/1/2015]
1.21.2.909 SECURITY
AND ACCESS:
A. Category: Public safety services - correctional institutions
B. Description: Records
related to security and access.
C. Retention: destroy five
years from date file closed
[1.21.2.909 NMAC - N, 10/1/2015]
1.21.2.910 SURVEILLANCE
– CORRECTIONAL INSTITUTIONS:
A. Category: Public safety services - correctional institutions
B. Description: Records
related to surveillance including, but not limited to, radio, telephone and
cameras.
C. Retention: destroy two
years from date file closed
[1.21.2.910 NMAC - N, 10/1/2015; A, 06/30/2016]
1.21.2.911 UNIT
FILES:
A. Category: Public safety services - correctional institutions
B. Description: Records
related to unit files.
C. Retention: destroy three
years from date file closed
[1.21.2.911 NMAC - N, 10/1/2015]
1.21.2.912 - 1.21.2.915 [RESERVED]
1.21.2.916 DISASTER
FILES:
A. Category: Public safety services - emergency and disaster
management
B. Description: Records
related to management and history of disasters.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.916 NMAC - N, 10/1/2015]
1.21.2.917 EMERGENCY
AND FIRE DRILLS:
A. Category: Public safety services - emergency and disaster
management
B. Description: Records
related to emergency and fire drills.
C. Retention: destroy one
year from date file closed
[1.21.2.917 NMAC - N, 10/1/2015]
1.21.2.918 RESPONSE:
A. Category: Public safety services - emergency and disaster
management
B. Description: Records
related to responses to a disaster or emergency situation including, but not
limited to, communications with responding agencies, details of the activation
and all documentation or issues relating to or arising from the disaster.
C. Retention: destroy five
years from date file closed
[1.21.2.918 NMAC - N, 10/1/2015]
1.21.2.919 RESPONSE
- NATIONAL GUARD:
A. Category: Public safety services - emergency and disaster
management
B. Description: Records
related to New Mexico national guard responses to a disaster or emergency
situation including, but not limited to, communications with responding
agencies, details of the activation and all documentation or issues relating to
or arising from the disaster.
C. Retention: permanent,
transfer to archives five years from date file closed
[1.21.2.919 NMAC - N, 10/1/2015]
1.21.2.920 - 1.21.2.925 [RESERVED]
1.21.2.926 ACCIDENTS
AND INCIDENTS:
A. Category: Public safety services - law enforcement
B. Description: Records
related to accident reports and incidents.
C. Retention: destroy 10
years from date file closed
[1.21.2.926 NMAC - N, 10/1/2015]
1.21.2.927 ACCIDENTS
AND INCIDENTS - FATALITY:
A. Category: Public safety services - law enforcement
B. Description: Records
related to accident reports and incidents involving fatalities.
C. Retention: destroy 25
years from date file closed
[1.21.2.927 NMAC - N, 10/1/2015]
1.21.2.928 [RESERVED]
1.21.2.929 CASE
FILES - LAW ENFORCEMENT:
A. Category: Public safety services - law enforcement
B. Description: Law
enforcement case files.
C. Retention: destroy 10
years from date file closed
[1.21.2.929 NMAC - N, 10/1/2015]
1.21.2.930 CITATION
MANAGEMENT:
A. Category: Public safety services - law enforcement
B. Description: Records
related to the management of citations, including, but not limited to, parking,
traffic or game and fish violations; does not include DUI citations.
C. Retention: destroy three
years from date file closed
[1.21.2.930 NMAC - N, 10/1/2015]
1.21.2.931 CITATION
MANAGEMENT - DUI:
A. Category: Public safety services - law enforcement
B. Description: Records
related to the management of DUI citations.
C. Retention: destroy 55
years from date file closed
[1.21.2.931 NMAC - N, 10/1/2015]
1.21.2.932 CRIME
REPORTING:
A. Category: Public safety services - law enforcement
B. Description:
Records
related to the central repository for the reporting of crime.
C. Retention: destroy 99
years from date file created
[1.21.2.932 NMAC - N, 10/1/2015]
1.21.2.933 EVIDENCE:
A. Category: Public safety services - law enforcement
B. Description: Records
relating to the tracking and disposition of evidence.
C. Retention: destroy three
years from the close of the fiscal year in which file closed
[1.21.2.933 NMAC - N, 10/1/2015]
1.21.2.934 FINGERPRINT
IDENTIFICATION - CRIMINAL:
A. Category: Public safety services - law enforcement
B. Description: Records
related to criminal fingerprint identification.
C. Retention: destroy 99
years from date file created
[1.21.2.934 NMAC - N, 10/1/2015]
1.21.2.935 FINGERPRINT
IDENTIFICATION - NON-CRIMINAL:
A. Category: Public safety services - law enforcement
B. Description: Records
related to non-criminal fingerprint identification.
C. Retention: destroy upon
completion of report
[1.21.2.935 NMAC - N, 10/1/2015]
1.21.2.936 SEX
OFFENDER REGISTRATION:
A. Category: Public safety services - law enforcement
B. Description: Records
related to sex offender registration.
C. Retention: destroy 99
years from date file created
[1.21.2.936 NMAC - N, 10/1/2015]
1.21.2.937 VICTIM
NOTIFICATION:
A. Category: Public safety services - law enforcement
B. Description: Records
related to victim notification program files.
C. Retention: destroy one
year from date file created
[1.21.2.937 NMAC - N, 10/1/2015]
1.21.2.938 SURVEILLANCE
- LAW ENFORCEMENT:
A. Category: Public safety
services - law enforcement
B. Description: Records related to surveillance not
identified in other classifications.
C. Retention: destroy two years from date file closed
[1.21.2.938 NMAC - N,
06/30/2016]
1.21.2.939 - 1.21.2.940 [RESERVED]
1.21.2.941 FIRE
FIGHTERS:
A. Category: Public safety services - training management
B. Description: Records
related to training for fire fighters including, but not limited to,
certifications.
C. Retention: destroy 10
years from date individual is no longer certified
[1.21.2.941 NMAC - N, 10/1/2015]
1.21.2.942 FORESTRY:
A. Category: Public safety services - training management
B. Description: Records
related to training for forestry.
C. Retention: destroy 10 years
from date individual is no longer certified
[1.21.2.942 NMAC - N, 10/1/2015]
1.21.2.943 LAW
ENFORCEMENT:
A. Category: Public safety services - training management
B. Description: Records
related to training for law enforcement.
C. Retention: destroy 10
years from date individual is no longer certified
[1.21.2.943 NMAC - N, 10/1/2015]
HISTORY OF 1.21.2 NMAC: [RESERVED]