N.M. Admin. Code § 1.13.30.12
Current through Register Vol. 35, No. 24, December 23, 2024
Section 1.13.30.12 - RECORDS DELIVERED TO THE RECORDS CENTER FOR DESTRUCTION Agencies storing records at their location may deliver records that have met their retentions to the records center for destruction. For approval to deliver records to the records center for destruction, the records custodian, chief records officer or records liaison officer shall submit a request on a form approved by the state records administrator.
A. The form may be submitted electronically with a valid digital signature issued by the state records administrator.B. The state records administrator or designee may inspect records prior to the acceptance of the shipment for destruction.C. The state records administrator may suspend destruction of records determined to be of historical value and, upon approval of the commission, transfer the records to the state archives.D. The approved request for destruction shall match items delivered to the records center for destruction. When a discrepancy is found between what is listed on the approved request and what is delivered to the records center, the shipment shall be rejected and the agency shall remove the shipment from the records center.E. Agencies utilizing the records centers for destruction services shall use boxes equivalent to 15" x 10" x 12" in size.F. Records destroyed through the records center shall be assessed a fee per box. Agencies shall have a purchase order in place prior to delivery of the shipment to the records center. For information on the fee schedule, refer to 1.13.2 NMAC.G. Destruction, returns and storage services will be suspended if the agency has an invoice that is 90 days or more past due.N.M. Admin. Code § 1.13.30.12
1.13.30.12 NMAC - Rp, 1.13.30.9 NMAC, 6/1/2006, Adopted by New Mexico Register, Volume XXVI, Issue 22, November 30, 2015, eff. 11/30/2015, Adopted by New Mexico Register, Volume XXVIII, Issue 22, November 28, 2017, eff. 11/28/2017, Amended by New Mexico Register, Volume XXIX, Issue 11, June 12, 2018, eff. 6/12/2018