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| New Mexico Records Management Division | |
|---|---|
| Name | Records Management Division |
| Agency type | State archival and records management office |
| Formed | 1970s |
| Jurisdiction | New Mexico |
| Headquarters | Santa Fe, New Mexico |
| Parent agency | New Mexico Department of Cultural Affairs |
| Chief1 name | Director (varies) |
| Website | (state portal) |
New Mexico Records Management Division
The New Mexico Records Management Division administers statewide programs for the lifecycle of public records, coordinating with New Mexico State Archives, New Mexico Department of Cultural Affairs, Office of the Governor of New Mexico, New Mexico Legislature, and local Santa Fe County and Bernalillo County offices. It provides retention schedules, disposition oversight, and guidance on records storage alongside interactions with University of New Mexico, New Mexico Highlands University, New Mexico State University, New Mexico Municipal League, and tribal entities including the Pueblo of Zuni and Navajo Nation. The Division supports compliance with statutes such as the New Mexico Inspection of Public Records Act and interfaces with federal counterparts including the National Archives and Records Administration.
The Division’s mission aligns with mandates from the New Mexico Department of Cultural Affairs and codified responsibilities under the New Mexico Statutes Annotated to ensure proper management of records for the State of New Mexico executive, judicial, and legislative branches. It delivers guidance on physical and electronic records for agencies such as the New Mexico Tourism Department, New Mexico Department of Health, New Mexico Department of Transportation, and municipal bodies like the City of Albuquerque and City of Las Cruces.
Records oversight in New Mexico evolved from archival efforts at the New Mexico State Records Center and Archives and legislative initiatives during the 20th century, influenced by national trends led by the National Historical Publications and Records Commission and federal reforms associated with the National Archives and Records Administration. The Division’s functions expanded alongside the creation of statewide retention schedules used by institutions such as the Supreme Court of New Mexico, New Mexico Public Education Department, and county clerks in Doña Ana County.
The Division operates within the New Mexico Department of Cultural Affairs framework and coordinates with the Office of the Attorney General of New Mexico, State Auditor of New Mexico, and the Legislative Council Service. Leadership typically includes a Director who reports to department administration and collaborates with records officers across agencies including the New Mexico Department of Finance and Administration and the New Mexico Department of Homeland Security and Emergency Management.
Programs include appraisal, accessioning, and cataloging used by partners such as the New Mexico Military Department, New Mexico Department of Agriculture, and municipal archives in Roswell, New Mexico and Las Cruces. Services encompass secure storage at facilities like the State Records Center and Archives facility; electronic records management guidance for projects with the New Mexico Department of Information Technology; disaster preparedness coordination with Federal Emergency Management Agency and regional libraries such as the Center for Southwest Research.
The Division issues retention schedules, disposition authorizations, and standards that intersect with laws including the New Mexico Inspection of Public Records Act, budgetary rules from the New Mexico Department of Finance and Administration, and procurement practices tied to the State Purchasing Division. Compliance reviews reference precedents from federal entities like the National Archives and Records Administration and model practices from organizations including the Society of American Archivists and the Association of Records Managers and Administrators.
Retention schedules classify records across agencies such as the New Mexico Department of Transportation, New Mexico Department of Health, and Human Services Department of New Mexico with disposition processes coordinated with repositories like the New Mexico State Records Center and Archives and research institutions including the New Mexico State University Library. The Division advises on long-term preservation for historically significant holdings related to figures and events such as the Manuel Lujan Jr. administration, Statehood Day (New Mexico), and municipal records from Albuquerque International Sunport development.
Training programs target records officers in agencies including New Mexico Public Education Department and local governments like Santa Fe County and Bernalillo County, often partnering with academic units at the University of New Mexico and professional bodies such as the Society of American Archivists. Outreach includes guidance for public access under the New Mexico Inspection of Public Records Act and coordination with cultural institutions such as the New Mexico Museum of Art and the Palace of the Governors for exhibits, digitization, and reference services.
Category:State agencies of New Mexico Category:Archives in the United States