New Mexico Administrative Codes

Click for NMSU Retention Requirements for Personnel Files

 

These are the relevant New Mexico Administrative Codes for NMSU.

Functional Records Retention and Disposition Schedule
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Destruction of Public Records and Non-Records
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The entire set of codes for the state can be accessed at http://www.nmcpr.state.nm.us/nmac/.

 

FRRDS Classification Tool

[+] 900 – Public Safety Services

[+] 01 – Correctional Institutions

[+]901 – Complaints and Investigations

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, 10/01/2015]

[+]902 – Inmate Files – Jail

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, 10/01/2015]

[+]903 – Inmate Files – Juvenile

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, 10/01/2015]

[+]904 – Inmate Files – Penitentiary

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, 10/01/2015]

[+]905 – Inmate Mail

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, 10/01/2015]

[+]906 – Parole and Probation Files

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, 10/01/2015]

[+]907 – Programs – Correctional Institution

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, 10/01/2015]

[+]908 – Safety Records

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, 10/01/2015]

[+]909 – Security and Access

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, 10/01/2015]

[+]910 – Surveillance

1.21.2.910 SURVEILLANCE:
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, 10/01/2015]

[+]911 – Unit Files

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, 10/01/2015]

[+] 02 – Emergency and Disaster Management

[+]916 – Disaster Files

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, 10/01/2015]

[+]917 – Emergency and Fire Drills

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, 10/01/2015]

[+]918 – Response

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, 10/01/2015]

[+]919 – Response – National Guard

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, 10/01/2015]

[+] 03 – Law Enforcement

[+]926 – Accidents and Incidents

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, 10/01/2015]

[+]927 – Accidents and Incidents – Fatality

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, 10/01/2015]

[+]929 – Case Files – Law Enforcement

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, 10/01/2015]

[+]930 – Citation Management

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, 10/01/2015]

[+]931 – Citation Management – DUI

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, 10/01/2015]

[+]932 – Crime Reporting

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, 10/01/2015]

[+]933 – Evidence

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, 10/01/2015]

[+]934 – Fingerprint Identification – Criminal

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, 10/01/2015]

[+]935 – Fingerprint Identification – Non-Criminal

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, 10/01/2015]

[+]936 – Sex Offender Registration

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, 10/01/2015]

[+]937 – Victim Notification

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, 10/01/2015]

[+] 04 – Training Management

[+]941 – Fire Fighters

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, 10/01/2015]

[+]942 – Forestry

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, 10/01/2015]

[+]943 – Law Enforcement

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, 10/01/2015]

[+] 800 – Public Health and Social Services

[+] 01 – Child and Youth

[+]801 – Case Files – Child and Youth Services

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, 10/01/2015]

[+]802 – Case Files – Foster Care

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, 10/01/2015]

[+]803 – Child Support Services

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, 10/01/2015]

[+]804 – Foster Homes

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, 10/01/2015]

[+]805 – Juvenile Records

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, 10/01/2015]

[+] 02 – Family and Aging

[+]811 – Assistance – Employment

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, 10/01/2015]

[+]812 – Assistance – Employment (Refugee)

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, 10/01/2015]

[+]813 – Assistance – Financial

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, 10/01/2015]

[+]814 – Assistance – Medical

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, 10/01/2015]

[+]815 – Assistance – Nutrition

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, 10/01/2015]

[+]816 – Case Files – Family and Aging

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, 10/01/2015]

[+] 03 – Hazardous Material Management

[+]821 – Hazardous Waste

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, 10/01/2015]

[+]822 – Radioactive Material

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, 10/01/2015]

[+]823 – Material Safety Data Sheets

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, 10/01/2015]

[+] 04 – Hospital and Medical

[+]826 – Analysis – X-Ray and Chemical

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, 10/01/2015]

[+]827 – Disease Management – Hospital and Medical

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, 10/01/2015; A, 03/15/2016]

[+]828 – Drugs and Controlled Substances

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, 10/01/2015]

[+]829 – Incidents

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, 10/01/2015]

[+]830 – Patient Management

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, 10/01/2015]

[+]831 – Patient Records – Adult

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, 10/01/2015]

[+]832 – Patient Records – Minor (≥9 Years of Age)

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, 10/01/2015]

[+]833 – Patient Records – Minor (≤8 Years of Age)

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, 10/01/2015]

[+]834 – Programs – Hospital and Medical

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, 10/01/2015]

[+] 05 – Laboratory Management

[+]841 – Calibration

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, 10/01/2015]

[+]842 – Case Files – Laboratory

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, 10/01/2015]

[+]843 – Reports – Laboratory

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, 10/01/2015]

[+]844 – Forensic Analysis

1.21.2.844 FORENSIC ANALYSIS:
A. Category: Public health and social services – laboratory management
B. Description: Records related to forensic analysis.
C. Retention: destroy 10 years from date of final disposition of corresponding case
[1.21.2.844 NMAC – N, 10/01/2015]

[+]845 – Forensic Analysis – Medical Investigator

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, 10/01/2015]

[+] 06 – Vital Records

[+]851 – Births and Deaths

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, 10/01/2015]

[+] 700 – Natural Resource Management

[+] 01 – Agriculture

[+]700 – Food and Drug Information

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, 10/01/2015]

[+]701 – Surveys and Inspections

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, 10/01/2015]

[+]702 – Weights and Measures

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, 10/01/2015]

[+] 02 – Animal and Livestock

[+]706 – Disease Management – Animal and Livestockt

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, 10/01/2015; A, 03/15/2016]

[+]707 – Inspections

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, 10/01/2015]

[+] 03 – Land and Water

[+]711 – Conservation Plans

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, 10/01/2015]

[+]712 – Forest Management

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, 10/01/2015]

[+]713 – Land Management

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, 10/01/2015]

[+]715 – Natural Resources

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, 10/01/2015]

[+]716 – Water Management and Planning

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, 10/01/2015]

[+] 04 – Recreation

[+]721 – Facilities

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, 10/01/2015]

[+]722 – Recreational Access

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, 10/01/2015]

[+] 05 – Wildlife

[+]726 – Fish Management

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, 10/01/2015]

[+]727 – Game Management

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, 10/01/2015]

[+]728 – Game Management – Historical

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, 10/01/2015]

[+] 600 – Legal and Judiciary

[+] 01 – Contract Management

[+]601 – Agreements – Other

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, 10/01/2015; A, 11/30/2015]

[+]602 – Interstate Compacts/Agreements

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, 10/01/2015]
[For filing requirements, refer to Section 14-3-20 NMSA 1978]

[+]603 – Cooperative Agreements

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, 10/01/2015]

[+]604 – Goods and Services

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, 10/01/2015; A, 11/30/2015]

[+]605 – Leases

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, 10/01/2015; A, 11/30/2015]

[+]606 – Settlements

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, 10/01/2015]

[+] 02 – Court Administration

[+]611 – Calendars

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, 10/01/2015]

[+]612 – Case Files – Lower Courts (Civil)

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: destroy 14 years from date file closed
[1.21.2.612 NMAC – N, 10/01/2015]

[+]613 – Case Files – Lower Courts (Criminal)

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, 10/01/2015]

[+]614 – Case Files – Juvenile

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, 10/01/2015]

[+]615 – Case Files – Court of Record

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, 10/01/2015]

[+]616 – Case Files – Dismissed

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, 10/01/2015]

[+]617 – Exhibits

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, 10/01/2015]

[+]618 – Jury Management

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, 10/01/2015]

[+]619 – Probation Files

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, 10/01/2015]

[+] 03 – Legal Matter Management

[+] 04 – Licensing and Registration

[+]651 – Brands

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, 10/01/2015]

[+]652 – Business Licenses

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, 10/01/2015]

[+]653 – Business Licenses – Historical

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, 10/01/2015]

[+]654 – Concealed Firearms

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, 10/01/2015]

[+]655 – Dealers, Agents and Outfitters

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, 10/01/2015]

[+]656 – Discipline and Investigations – General

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, 10/01/2015]

[+]657 – Discipline and Investigations – Historical

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, 10/01/2015]

[+]658 – Drivers’ Licenses

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, 10/01/2015]

[+]659 – Drivers’ Licenses – Suspension and Revocation

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, 10/01/2015]

[+]660 – Drivers’ Licenses – Lifetime Suspension and Revocation

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, 10/01/2015]

[+]661 – Facilities, Establishments and Products

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, 10/01/2015]

[+]662 – Motor Vehicles – Titles

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, 10/01/2015]

[+]663 – Motor Vehicles – Registration

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, 10/01/2015]

[+]664 – Motor Vehicles, Identification

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, 10/01/2015]

[+]665 – Motor Vehicles, License Plates

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, 10/01/2015]

[+]666 – Notary

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, 10/01/2015]

[+]667 – Professional Licenses

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, 10/01/2015]

[+]668 – Professional Licenses – Historical

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, 10/01/2015]

[+]669 – Securities

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, 10/01/2015]

[+]670 – Sportsmen’s Licensure

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, 10/01/2015]

[+]671 – Sportsmen’s Licensure – Lifetime

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, 10/01/2015]

[+]672 – Tests and Examinations

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, 10/01/2015]

[+] 05 – Real Property

[+]676 – Appraisals – Valuations

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, 10/01/2015]

[+]677 – Land and Easements

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, 10/01/2015]

[+]678 – Right of Way

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, 10/01/2015]

[+]679 – Water Rights

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, 10/01/2015]

[+] 400 – Governance and Compliance

[+] 01 – Accreditation and Certification

[+]401 – Colleges and Universities

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, 10/01/2015]

[+]402 – Courses and Programs

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, 10/01/2015]

[+]403 – Correctional Facilities

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, 10/01/2015]

[+]404 – Individual Certification

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, 10/01/2015]

[+]405 – Hospitals and Medical

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, 10/01/2015]

[+]406 – Schools

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, 10/01/2015]

[+] 02 – Audit, Oversight and Compliance

[+]411 – Corporations

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, 10/01/2015]

[+]412 – Environmental

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, 10/01/2015]

[+]413 – Federal Compliance and Reporting

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, 10/01/2015]

[+]414 – Financial – Audits

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, 10/01/2015]

[+]415 – General – Audits and Compliance

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, 10/01/2015]

[+]416 – Insurance

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, 10/01/2015]

[+] 03 – Election Management

[+]421 – Appointments – Elections

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, 10/01/2015]

[+]422 – [RESERVED]

[1.21.2.422 NMAC – N, 10/01/2015; Repealed, 11/30/2015]

[+]423 – Candidacy

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, 10/01/2015]

[+]424 – Canvass

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, 10/01/2015]

[+]425 – Election Administration – Local

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, 10/01/2015]

[+]427 – Election Administration – Statewide

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, 10/01/2015]

[+]428 – Financial – Campaign

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: destroy five years from date file closed
[1.21.2.428 NMAC – N, 10/01/2015; A, 11/30/2015]

[+]429 – Investigations

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, 10/01/2015]

[+]430 – Petitions

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, 10/01/2015]

[+]431 – Reports – Election

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, 10/01/2015]

[+]432 – Voter Registration

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, 10/01/2015]

[+] 04 – Environment Management

[+]436 – Air, Land and Water Quality

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, 10/01/2015]

[+]437 – Consents and Clearances

1.21.2.437 CONSENTS AND CLEARANCES:
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, 10/01/2015]

[+]438 – [RESERVED]

[1.21.2.438 NMAC – N, 10/01/2015; Repealed, 03/15/2016]

[+]439 – Environmental Impact Statements

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, 10/01/2015]

[+]440 – Remediation – Superfund

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, 10/01/2015]

[+]441 – Reviews and Monitoring

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, 10/01/2015]

[+]443 – Storage Tanks

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, 10/01/2015]

[+]444 – Water Facilities – Environment Management

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, 10/01/2015; A, 03/15/2016]

[+]445 – Water Pollution

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, 10/01/2015]

[+] 05 – Governance

[+]449 – Appointments – Governance

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, 10/01/2015]

[+]450 – Appointments – Governor

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, 10/01/2015]

[+]451 – Bylaws

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, 10/01/2015]

[+]452 – Meetings

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, 10/01/2015]
[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.]

[+]453 – Oaths of Office

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, 10/01/2015]

[+] 06 – Human Rights Management

[+]456 – ADA Accommodations

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, 10/01/2015]

[+]457 – Investigations – Civil and Human Rights

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, 10/01/2015]

[+] 07 – Inspections and Monitoring

[+]466 – Air Quality

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, 10/01/2015]

[+]467 – Asbestos

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, 10/01/2015]

[+]468 – Construction Material Samples

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, 10/01/2015]

[+]469 – Building and Construction

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, 10/01/2015]

[+]470 – Infrastructure – Inspections and Monitoring

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, 10/01/2015]

[+]471 – Equipment and Vehicles

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, 10/01/2015]

[+]472 – Equipment – Radioactive

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, 10/01/2015]

[+]473 – Fire and Electrical

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, 10/01/2015]

[+]474 – General – Inspection

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, 10/01/2015]

[+]475 – Hazardous Materials

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, 10/01/2015]

[+]476 – Herbicide, Pesticide and Chemicals

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, 10/01/2015]

[+]477 – Hospitals and Medical Facilities

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, 10/01/2015]

[+]478 – Investigations – Inspections and Monitoring

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, 10/01/2015]

[+]479 – Laboratory

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, 10/01/2015]

[+]480 – Mines

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, 10/01/2015]

[+]481 – Trade and Service Marks

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, 10/01/2015]

[+]482 – Water Facilities – Inspections and Monitoring

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, 10/01/2015; A, 03/15/2016]

[+]483 – Water Quality

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, 10/01/2015]

[+] 08 – Legislation and Regulation Management

[+]490 – Administrative Rules

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, 10/01/2015]
[For filing of administrative rules, refer to Section 14-4-3 NMSA 1978]

[+]491 – Legislation

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, 10/01/2015]

[+]492 – Legislative Meetings

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, 10/01/2015]

[+]493 – Journals – House and Senate

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, 10/01/2015]

[+]494 – Lobbyist

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, 10/01/2015; A, 11/30/2015]

[+]495 – Orders and Proclamations

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, 10/01/2015]
[For filing or publication, refer to Section 14-4-7.1 NMSA 1978]

[+]496 – Ordinances and Resolutions

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, 10/01/2015]
[For filing requirements, refer to Section 47-6-10 NMSA 1978]

[+]497 – Research

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, 10/01/2015]
[Waiver required per Sections 2-3-13 NMSA 1978 and 14-3-7.1 NMSA 1978]

[+] 09 – Occupational Safety and Health

[+]501 – Inspections and Investigations

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, 10/01/2015]

[+] 10 – Permit Management

[+]506 – Short-Term Permits

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, 10/01/2015]

[+]507 – Transportation and Trip Permits

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, 10/01/2015]

[+] 11 – Policy and Standards Management

[+]511 – Policies and Procedures

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, 10/01/2015]

[+]512 – Standards

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, 10/01/2015]

[+] 12 – Records Management

[+]516 – Conversion Authorization

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, 10/01/2015]

[+]517 – Disposition Authorization

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, 10/01/2015]

[+]518 – Information Release

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, 10/01/2015]

[+]519 – Public Records Requests

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 and responses.
C. Retention: destroy one year from date request fulfilled
[1.21.2.519 NMAC – N, 10/01/2015]
[For denied requests, refer to 1.21.2.107 NMAC]

[+]520 – Records Custody

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, 10/01/2015]

[+] 300 – Financial and Accounting

[+] 01 – Accounting Management

[+]301 – Accounts Payable

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, 10/01/2015; A, 11/30/2015]

[+]302 – [RESERVED]

[1.21.2.302 NMAC – N, 10/01/2015; Repealed, 11/30/2015]

[+]303 – Accounts Receivable

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, 10/01/2015; A, 11/30/2015]

[+]304 – Account Transfers

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, 10/01/2015]

[+]305 – Collections

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, 10/01/2015]

[+]306 – Donations

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, 10/01/2015]

[+]307 – Funds Management

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, 10/01/2015]

[+]308 – Journal Entries

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, 10/01/2015]

[+]309 – Ledgers

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, 10/01/2015]

[+]310 – Reports – Accounting

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, 10/01/2015]

[+] 02 – Asset Management

[+]316 – Fixed Assets

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, 10/01/2015]

[+]317 – Inventories

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, 10/01/2015]

[+]318 – Surplus and Disposal

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, 10/01/2015]

[+] 03 – Bank Administration

[+]321 – Bank Relationship

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, 10/01/2015]

[+]322 – Statements and Reports – Bank Administration

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, 10/01/2015]

[+] 04 – Budget Management

[+]326 – Annual Budget

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, 10/01/2015]

[+] 05 – Financial Statements and Reports

[+]331 – Reconciliations and Balancing

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, 10/01/2015]

[+] 06 – Grant, Financial Aid and Loan Management

[+]336 – Case Files – Loans

1.21.2.336 CASE FILES – LOANS:
A. Category: Financial and accounting – grant, 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, 10/01/2015]

[+]337 – Educational Financial Aid

1.21.2.337 EDUCATIONAL FINANCIAL AID:
A. Category: Financial and accounting – grant, 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, 10/01/2015]

[+] 07 – Investment Management

[+]341 – Investments

1.21.2.341 INVESTMENTS:
A. Category: Financial and accounting – investment management
B. Description: Records related to investments, including, but not limited to, bonds and certificates of deposit.
C. Retention: destroy six years from the close of the fiscal year in which file created
[1.21.2.341 NMAC – N, 10/01/2015; A, 11/30/2015; A, 03/15/2016]

[+]342 – Statements and Reports – Investments

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, 10/01/2015]

[+] 08 – Procurement

[+]346 – Bids, Proposals and Quotes

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, 10/01/2015]

[+]347 – Vendor Management

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, 10/01/2015]

[+] 09 -Tax Management

[+]351 – Exemptions

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, 10/01/2015]

[+]353 – Reports – Tax

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, 10/01/2015]

[+]354 – Tax Assessments

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, 10/01/2015]

[+]355 – Valuations

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, 10/01/2015]

[+]356 – Valuations – Historical

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, 10/01/2015]

[+] 10 – Unclaimed Property

[+]361 – Unclaimed Property

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, 10/01/2015]

[+] 200 – Employee Services

[+] 01 – Benefits Management

[+]201 – Claims – Benefits Management

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, 10/01/2015; A, 03/15/2016]

[+]202 – Enrollment – Benefits

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, 10/01/2015]

[+]203 – Plans

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, 10/01/2015]

[+] 02 – Employer and Labor Services

[+]206 – Employment Screening

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, 10/01/2015]

[+]207 – Labor Relations

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, 10/01/2015]

[+]208 – Programs – Employer and Labor Services

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, 10/01/2015]

[+] 03 – Payroll Management

[+]211 – Deductions and Garnishments

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, 10/01/2015]

[+]212 – Payroll Registers

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, 10/01/2015]

[+]213 – Reports – Payroll

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, 10/01/2015]

[+]214 – Taxes – Payroll

1.21.2.214 TAXES – 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, 10/01/2015]

[+] 04 – Personnel Management

[+]221 – Awards – Personnel Management

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, 10/01/2015]

[+]222 – Adverse Action and Reduction in Force

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, 10/01/2015; A, 11/30/2015]

[+]223 – Certifications

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, 10/01/2015]

[+]224 – Drug and Alcohol Testing

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, 10/01/2015]

[+]225 – Employee Medical Records

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, 10/01/2015]

[+]226 – Employee Medical Records – Hazardous Materials

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, 10/01/2015]

[+]227 – Employment Disclosure

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, 10/01/2015]

[+]228 – Employment Eligibility Verification (I-9)

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, 10/01/2015]

[+]229 – Evaluations – Performance

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, 10/01/2015]

[+]230 – Grievances and Investigations

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, 10/01/2015]

[+]231 – Leave Records

1.21.2.231 LEAVE RECORDS:
A. Category: Employee services – personnel management
B. Description: Employee leave records and related records.
Retention: destroy three years from close of fiscal year in which created
[1.21.2.231 NMAC – N, 10/01/2015; A, 07/15/2016]

[+]232 – Military Files

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, 10/01/2015]

[+]233 – Personnel Files – Contributing

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, 10/01/2015]

[+]234 – Personnel Files – Non-Contributing

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, 10/01/2015]

[+]235 – Time and Attendance

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, 10/01/2015]

[+]236 – Volunteer Files

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, 10/01/2015]

[+] 05 -Retirement Administration

[+]241 – Contributions

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, 10/01/2015; A, 11/30/2015]

[+]242 – Member Files – Benefits Exhausted

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, 10/01/2015; A, 11/30/2015]

[+]243 – Member Files – Other

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, 10/01/2015; A, 11/30/2015]

[+] 06 – Staffing and Recruiting

[+]246 – Recruitment

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, 10/01/2015]

[+]247 – Positions and Classifications

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, 10/01/2015]

[+]251 – Course Management

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, 10/01/2015]

[+]252 – Employee Training Files

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, 10/01/2015]

[+]253 – Instructor Management

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, 10/01/2015]

[+]254 – Training Materials

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, 10/01/2015]

[+] 08 – Workers’ Compensation and Unemployment

[+]261 – Claims – Workers’ Compensation and Unemployment

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, 10/01/2015; A, 03/15/2016]

[+]262 – Employer Account Files

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, 10/01/2015]

[+]263 – Reports – Injuries

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, 10/01/2015]

[+]264 – Underwriting

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, 10/01/2015]

[+]265 – WCA Accident Reporting

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, 10/01/2015]

[+] 100 – Administration

[+] 01 – General Management

[+]101 – Authorization

1.21.2.101 AUTHORIZATION:
A. Category: Administration – general management
B. Description: Records related to authorization of personnel or entities to perform specific duties and not identified in other classifications.
C. Retention: destroy 10 years from date file closed
[1.21.2.101 NMAC – N, 10/01/2015]

[+]102 – Calendars and Schedules

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, 10/01/2015]

[+]103 – Calendars and Schedules – Governor

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, 10/01/2015]

[+]104 – Correspondence – Executive Level

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, 10/01/2015]

[+]105 – Correspondence – General

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, 10/01/2015]

[+]107 – Denied, Rejected or Withdrawn Records

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, 10/01/2015]

[+]108 – Distribution, Mailing and Contact Lists

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, 10/01/2015]

[+]109 – Indexes and Finding Aids

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, 10/01/2015]

[+]110 – Logs

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, 10/01/2015]

[+]111 – Planning and Development

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, 10/01/2015]

[+]112 – Program and Project Files

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, 10/01/2015]

[+]113 – Program and Project Files – Governor’s

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, 10/01/2015]

[+]114 – Publications

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, 10/01/2015; A, 11/30/2015]
[Refer to 1.25.10 NMAC, Publications: Filing, Distribution, Format and Style]

[+]116 – Reports – General

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, 10/01/2015]

[+]117 – Reports – Historical

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, 10/01/2015]

[+]118 – Reports – Statistical

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, 10/01/2015]

[+]119 – Speeches and Presentations – Executive Level

1.21.2.119 SPEECHES AND PRESENTATIONS – EXECUTIVE LEVEL:
A. Category: Administration – general management
B. Description: Speeches and presentations given by executive level personnel and related records.
C. Retention: permanent, transfer to archives when no longer needed for reference
[1.21.2.119 NMAC – N, 10/01/2015]

[+]120 – Surveys

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, 10/01/2015]

[+]121 – Tracking

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, 10/01/2015]

[+]122 – Grant Administration

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]

[+] 02 – Buildings, Facilities and Infrastructure

[+]131 – Building Files

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, 10/01/2015]

[+]132 – Construction Project Files – Capital Projects

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, 10/01/2015]

[+]133 – Infrastructure Project Files

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, 10/01/2015]

[+]134 – Maintenance and Repair Records

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, 10/01/2015]

[+]135 – Maps, Drawings and Plans

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, 10/01/2015]

[+]136 – Safety, Security and Access

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, 10/01/2015]

[+]137 – Work orders

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, 10/01/2015]

[+] 03 – Community and Public Relations

[+]141 – Awards – Community and Public Relations

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, 10/01/2015]

[+]142 – Complaints

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, 10/01/2015]

[+]143 – Outreach – Historical

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, 10/01/2015]

[+]144 – Press and News Releases

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, 10/01/2015]

[+]145 – Programs – Community and Public Relations

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, 10/01/2015]

[+]146 – Publicity and Promotion

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, 10/01/2015]

[+] 04 – Equipment and Vehicle Management

[+]151 – Equipment Files

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, 10/01/2015]

[+]152 – Maintenance and Repairs

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, 10/01/2015]

[+]153 – Vehicle Files

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, 10/01/2015]

[+] 05 – Information Technology

[+]156 – Access and Control

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, 10/01/2015]

[+]157 – Systems and Networks

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, 10/01/2015]

[+]158 – Web Management

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, 10/01/2015]

[+] 06 – Risk Management

[+]161 – Accidents and Property Damage

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, 10/01/2015]

[+]162 – General Liability – Claims

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, 10/01/2015]

[+]163 – Insurance Certificates and Bonds

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, 10/01/2015]

[+]164 – Insurance Policies

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, 10/01/2015]

[+]165 – Waivers and Releases – Risk Management

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, 10/01/2015; A, 03/15/2016]

[+] 07 – Archives, Library and Museum Management

[+]171 – Collection Management – Library

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, 10/01/2015; A, 03/15/2016]

[+]172 – Collection Management – Mueseums and Archives

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, 10/01/2015; A, 03/15/2016]

[+]173 – Lending

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, 10/01/2015; A, 03/15/2016]

[+]174 – Patron Management

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, 10/01/2015; A, 03/15/2016]

[+]175 – Requests

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, 10/01/2015; A, 03/15/2016]

[+]176 – Scholarly Research

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, 10/01/2015; A, 03/15/2016]

[+]177 – Cultural Resources

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]

[+] 08 – Education

[+]181 – Assessments

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, 10/01/2015]

[+]182 – Course Development and Administration

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, 10/01/2015]

[+]183 – Enrollment – Education

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, 10/01/2015]

[+]184 – Examination and Testing

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, 10/01/2015]

[+]185 – Programs – Education

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, 10/01/2015]

[+]186 – Programs – Higher Education

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, 10/01/2015]

[+]187 – Registration

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, 10/01/2015]

[+]188 – Student Records

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, 10/01/2015]

[+]189 – Student Transcripts

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, 10/01/2015; A, 11/30/2015]

 

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