N.M. Code R. § 1.14.2.9 – Microphotography System Approval

A. The state records administrator shall approve all microphotography system plans for microfilm, COM and imaging. Original records shall not be destroyed until an agency has an approved microphotography plan and the state records administrator has approved the destruction (see 1.13.30 NMAC, Destruction of Public Records and Non Records). Approval of a microphotography system plan shall be for five years, unless the system is modified (see Subsection D of 1.14.2.16 NMAC). Renewal of approval is contingent upon submission of a five year system review or an amended plan.
B. Agencies shall comply with the requirements in this rule for microfilming or digitizing public records to ensure that the informational content of the record is captured and preserved for the life of the record.
C. Agencies shall request in writing the approval of a new, a modified and an existing microphotography system plan not previously approved, including but not limited to microfilm, COM and digital imaging.
(1) Traditional microfilm: microphotography plans for traditional microfilm shall meet all requirements as specified in Sections 9, 10 and 11 of 1.14.2 NMAC.
(2) COM: microphotography plans for computer output microfilm shall meet all requirements as specified in Sections 9, 12, 13 and 14 of 1.14.2 NMAC.
(3) Digital imaging: microphotography plans submitted for digital imaging shall meet all requirements as specified in Sections 9, 14, 15 and 16 of 1.14.2 NMAC.
D. The approval of a microphotography system plan shall be obtained before any source documents are submitted for destruction.
[7-29-96, 1-12-98; 1.14.2.9 NMAC - Rn, 1 NMAC 3.2.60.1.8 & A, 12-29-00; A, 06-30-09; A, 07-15-10]