N.M. Code R. § 1.14.2.15
To ensure the reliability and accuracy of image systems and processes, agencies shall specifically address each of these management structure components.
A. Policies and procedures shall be implemented that define proper management, maintenance and use of the system. Policies and procedures shall provide detailed information on the imaged records throughout their entire life cycle. Such procedures shall include but are not limited to:
(1) the steps leading up to the conversion of records;
(2) the methods for storage of the records;
(3) plans for disaster recovery, including plans for redressing tampering and deterioration of records;
(4) steps involved in the retrieval and disposition of records;
(5) staff roles and responsibilities;
(6) staff maintenance of operation logs and run schedules to document reliability of the system;
(7) monitoring, controlling, and verifying the accuracy and integrity of imaged records;
(8) designing, implementing, and documenting quality control;
(9) attesting to the accuracy and validity of records at the time they are created or updated;
(10) developing and following systematic steps for data entry;
(11) retaining any specially written program used to extract data from a system and producing labels for media containing electronic records that identify the exact title, creating program unit, date, purpose, source, and destination of records;
(12) documenting any problems and resolution of problems including documenting any delays in data entry by keeping records of the date the original source documents were created and the date the data were entered, and keep records of any unusual delay in producing output;
(13) documenting that procedures are being followed;
(14) maintaining records for inspection and audit for the full retention period required by law; and
(15) documenting the methods for ensuring that the imaged and converted records shall be accessible, useable, and understandable.
[1.14.2.15 NMAC - N, 12-29-00; A, 06-01-06]