N.M. Code R. § 1.13.10.20 - CHIEF RECORDS OFFICER
A.
One chief records officer shall be designated by the agency records
custodian.
B. The chief records
officer shall the authority to oversee the agency's records management
program.
C. The chief records
officer shall have the same authorities and responsibilities as a record
liaison officer.
D. The chief
records officer shall be re-appointed each fiscal year by the record custodian,
using a form approved by the administrator.
E. The form shall include but not limited to
the following: name and signature of the records custodian (executive director
or cabinet secretary); name and signature of the chief records officer;
division or bureau (if acceptable); agency code; agency name and mailing
address; fiscal year of designation; phone number; fax number and e-mail
address.
F. If the chief records
officer leaves the employment of an agency or is released from records
management duties, the agency shall immediately notify the records management
division regarding the change and the records custodian shall appoint a new
chief records officer.
G. The chief
records officer shall have the following responsibilities:
(1) coordinating the response to disposition
notifications (destruction and transfer to state archives);
(2) establishing and maintaining a
centralized tracking system for the agency's storage containers (including the
containers' indices, metadata and locators) and the disposition of
records;
(3) disseminate
information on any litigation, a discovery order, subpoena, government
investigation or audit;
(4) ensure
staff is adequately trained on proper records management practices;
and
(5) develop policies and
procedures pertaining to records management issues (i.e., handling confidential
materials, new hire orientation, email management, disposition of records when
an employee leaves the agency, metadata development, etc.).
Notes
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