TITLE 1 GENERAL GOVERNMENT ADMINISTRATION
CHAPTER 19 LOCAL GOVERNMENT
RECORDS RETENTION AND DISPOSITION SCHEDULE (LGRRDS)
PART 8 NEW
MEXICO MUNICIPALITIES
1.19.8.1 ISSUING
AGENCY: New Mexico Commission of Public Records – State
Records Center and Archives
[1.19.8.1 NMAC - N, 9/28/2001]
1.19.8.2 SCOPE: All
New Mexico municipalities – local government
[1.19.8.2 NMAC - N, 9/28/2001]
1.19.8.3 STATUTORY
AUTHORITY: The administrator shall establish a record
management program and shall establish records disposal schedules
for the orderly retirement of records and adopt regulations necessary
for the carrying out of the public records act. Records
disposal schedules shall not become effective until thirty days
after the filing date, Section 14-3-6 NMSA 1978.
[1.19.8.3 NMAC - N, 9/28/2001]
1.19.8.4 DURATION: Permanent
[1.19.8.4 NMAC - N, 9/28/2001]
1.19.8.5 EFFECTIVE
DATE: September 28, 2001 unless a later date is
specified at the end of a section.
[1.19.8.5 NMAC - N, 9/28/2001]
1.19.8.6 OBJECTIVE: To
establish records disposal schedules for the orderly retirement of
records, Section 14-3-6 NMSA 1978.
[1.19.8.6 NMAC - N, 9/28/2001]
1.19.8.7 DEFINITIONS:
A. "Administrator" means
the state records administrator (Section 14-3-2 NMSA 1978).
B. "Agency" means
any state agency, department, bureau, board, commission, institution
or other organization of the state government, the territorial government
and the Spanish and Mexican governments in New Mexico (Section 14-3-2
NMSA 1978).
C. “Audit” means
a periodic examination of an organization to determine whether appropriate
procedures and practices are followed.
D. "Commission" means
the state commission of public records (Section 14-3-2 NMSA 1978).
E. “Pending
litigation” means a proceeding in a court of law whose activity
is in progress but not yet completed.
F. “Records
management” means the systematic control of all records from
creation or receipt through processing, distribution, maintenance
and retrieval, to their ultimate disposition.
G. “Records
retention period” means the period of time during which records
must be maintained by an organization because they are needed for
operational, legal, fiscal, historical or other purposes.
H. “Records
retention schedule” means a document prepared as part of a
records retention program that lists the period of time for retaining
records.
[1.19.8.7 NMAC - N, 9/28/2001]
1.19.8.8 ABBREVIATIONS
AND ACRONYMS:
A. “ADA” stands
for Americans With Disabilities Act
B. “CCW” stands
for carrying concealed weapon
C. “CRR” stands
for certified return receipt
D. “EMS” stands
for emergency medical service
E. “CCW” stands
for carrying concealed weapon
F. “FAA” stands
for federal aviation administration
G. “FBI” stands
for federal bureau of investigation
H. “HUD” stands
for housing and urban development
I. “MVD” stands
for motor vehicle division
J. “NCIC” stands
for national crime information center
K. “NPDES” stands
for national pollutant discharge elimination system
L. “UCR” stands
for uniform crime reporting
[1.19.8.8 NMAC - N, 9/28/2001]
1.19.8.9 INSTRUCTIONS:
A. For
records of an administrative nature, refer to the Records Retention
and Disposition Schedule for General Administrative Records, 1.15.3
NMAC.
B. For
records of a financial nature, refer to the Records Retention and
Disposition Schedule for General Financial Records, 1.15.5 NMAC.
C. For
records of a personnel nature, refer to the Records Retention and
Disposition Schedule for General Personnel Records, 1.15.7 NMAC.
D. For
records of a medical nature, refer to the Records Retention and Disposition
Schedule for General Medical Records, 1.15.8 NMAC.
E. Retention
periods shall be extended until six months after all current or pending
litigation, current claims, audit exceptions or court orders involving
a record have been resolved or concluded.
F. The
descriptions of files are intended to be illustrative, not complete.
For example, there will always be some documents that are filed in
a file that are not listed in the description, and similarly, not
every file will contain an example of each document listed in the
description.
G. Confidentiality
is denoted for files likely to contain confidential materials, but
files without a confidentiality note nonetheless may contain confidential
or privileged materials and failure to include an express confidentiality
note in the description of a file does not waive the confidential
or privileged nature of those materials. Refer questions concerning
the confidentiality of a file or portions of a file to legal counsel
for the agency.
H. Access
to confidential documents or confidential files shall be only by
authorization of agency or attorney general or by court order, unless
otherwise provided by statute. Release of confidential documents
to law enforcement and other government agencies, shall only be upon
specific statutory authorization or court order.
I. All
records, papers or documents may be photographed, microfilmed, microphotographed
or reproduced on film. Such photographs, microfilms, photographic
film or microphotographs shall be deemed to be an original record
for all purposes, including introduction in evidence in all courts
or administrative agencies. (Section 14-1-5, 14-1-6 NMSA 1978)
J. Electronic
records. Many paper records are being eliminated when the information
has been placed on magnetic tapes, disks, or other data processing
media. In these cases, the information on the data processing medium
should be retained for the length of time specified in records retention
and disposition schedules for paper records and should be subject
to the same confidentiality and access restrictions as paper records.
When the destruction of a record is required, all versions of said
record shall be electronically over-written on machine readable media
on which it is stored (or media destroyed). (See also 1 NMAC 3.2.70:
Performance Guidelines for the Legal Acceptance of Public Records
Produced by Information Technology Systems).
[1.19.8.9 NMAC - N, 9/28/2001]
1.19.8.10-100 [RESERVED]
1.19.8.101 ORDINANCE
FILES
A. Program: municipal
clerk
B. Maintenance
System: [municipal preference]
C. Description: municipal
regulations adopted by the municipal governing body. Files may contain
original regulation adopted, amendments, repeal information, proof
of publication, legal notices, etc.
D. Retention: permanent
[1.19.8.101 NMAC - Rp, 1 NMAC 3.2.94.900.101, 9/28/2001]
1.19.8.102 ORDINANCE
CODE
A. Program: municipal
clerk
B. Maintenance
System: [municipal preference]
C. Description: compilation
of current municipal regulations.
D. Retention: until
superseded by new compilation
[1.19.8.102 NMAC - Rp, 1 NMAC 3.2.94.900.102, 9/28/2001]
1.19.8.103 RESOLUTION
FILES
A. Program: municipal
clerk
B. Maintenance
System: [municipal preference]
C. Description: formal
statements expressing the opinion, will, or intent of the municipal
governing body.
D. Retention: permanent
[1.19.8.103 NMAC - Rp, 1 NMAC 3.2.94.900.103, 9/28/2001]
1.19.8.104 LIQUOR
LICENSE FILES
A. Program: municipal
clerk
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the issuance of liquor licenses. Files may contain application
for license, license stub, license fee receipts, correspondence,
memoranda, etc.
D. Retention: three
years after close of fiscal year in which license issued
[1.19.8.104 NMAC - Rp, 1 NMAC 3.2.94.900.104, 9/28/2001]
1.19.8.105 BUSINESS
LICENSE FILES
A. Program: municipal
clerk
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the issuance of business licenses. Files may contain application
for license, license stub, business fee receipts, correspondence,
memoranda, etc.
D. Retention: three
years after close of fiscal year in which license issued
[1.19.8.105 NMAC - Rp, 1 NMAC 3.2.94.900.105, 9/28/2001]
1.19.8.106 BUSINESS
REGISTRATION FILES
A. Program: municipal
clerk
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the issuance of business registration to participate in
business or occupational activity. Files may contain application
for registration, registration stub, registration fee receipts, correspondence,
memoranda, etc.
D. Retention: three
years after close of fiscal year in which registration issued
[1.19.8.106 NMAC - Rp, 1 NMAC 3.2.94.900.106, 9/28/2001]
1.19.8.107 NON-BUSINESS
REGISTRATION FILES
A. Program: municipal
clerk
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the issuance of non-business registration to participate
in non-business activity (e.g., charitable solicitations, parades,
gatherings, displays, garage sales, etc.). Files may contain
application for registration, registration stub, registration fee
receipts, correspondence, memoranda, etc.
D. Retention: three
years after close of fiscal year in which registration issued
[1.19.8.107 NMAC - Rp, 1 NMAC 3.2.94.900.107, 9/28/2001]
1.19.8.108 INFRASTRUCTURE
DEVELOPMENT FILES
A. Program: municipal
clerk
B. Maintenance
System: [municipal preference]
C. Description: records
concerning plans for future infrastructure development. Files
may contain feasibility studies, statistical reports, history documentation,
maps, plans, plats, etc.
D. Retention:
(1) Projects
approved: permanent
(2) Projects
not approved: five
years after close of fiscal year in which submitted to municipal
governing body
[1.19.8.108 NMAC - Rp, 1 NMAC 3.2.94.900.108, 9/28/2001]
1.19.8.109 CAPITAL
PROJECT FILES
A. Program: municipal
clerk
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the use of capital funds. Records document the progress
and completion of capital projects (e.g., construction, redesigning,
renovation, remodeling of municipal structures, streets, utility
lines, etc.). Files may contain bid or quote documentation,
contracts, payroll documentation, expenditure reports, blueprints,
architectural drawings, soil tests or analyses, engineering specification,
payment documentation, etc.
D. Retention:
(1) Fiscal
or contractual documents (e.g.,
bids, quotes, agreements, contracts, etc.): 10 years
after completion of project (Section 37-1-27 NMSA 1978)
(2) Technical
documents (e.g. blueprints, architectural drawings,
soil tests or analyses, engineering specifications,
etc.): permanent
(3) All
other documents: two years after close of fiscal
year in which project completed
[1.19.8.109 NMAC - Rp, 1 NMAC 3.2.94.900.109, 9/28/2001]
1.19.8.110 MUNICIPAL
BONDS, NOTES, INTEREST COUPONS, AND CERTIFICATES
OF INDEBTEDNESS
A. Program: municipal
clerk
B. Maintenance
System: [municipal preference]
C. Description: record
of debt in form of a bond, note, certificate of indebtedness, or
interest coupon incurred by the municipality.
D. Retention:
(1) When
paying agent is a bank, savings and loan association,
or other third party: until paid
and certificate of destruction 1.19.8.112 NMAC has been prepared
(Section 6-10-62 NMSA 1978)
(2) When
paying agent is the debtor agency
(i.e., municipality): two years following payment
and certificate of destruction 1.19.8.112 NMAC has
been prepared (Section 6-10-62 NMSA 1978)
[1.19.8.110 NMAC - Rp, 1 NMAC 3.2.94.900.110, 9/28/2001]
1.19.8.111 INDUSTRIAL
REVENUE BOND FILES
A. Program: municipal
clerk
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the issuance of municipal revenue bonds to acquire, own,
lease, or sell projects for the purpose of promoting industry and
trade other than retail trade. Files may include agreement
for the abatement of taxes, project descriptions, industry or trade
information, correspondence, memoranda, etc.
D. Retention: six
years after termination of agreements
[1.19.8.111 NMAC - Rp, 1 NMAC 3.2.94.900.111, 9/28/2001]
1.19.8.112 MUNICIPAL
BOND CERTIFICATE OF DESTRUCTION
A. Program: municipal
clerk
B. Maintenance
System: [municipal preference]
C. Description: shows
the number and maturity of the bond, note, certificate, coupon, the
date paid, etc.
D. Retention: six
years after date created (Section 6-10-62 NMSA 1978)
[1.19.8.112 NMAC - Rp, 1 NMAC 3.2.94.900.112, 9/28/2001]
1.19.8.113 MUNICIPAL
BOND REGISTER
A. Program: municipal
clerk
B. Maintenance
System: [municipal preference]
C. Description: record
of bonds or notes issued and paid. Register shows the bond
or note issue numbers, amount of issue, date
bond or note canceled, coupon numbers,
payment information, etc.
D. Retention: 10
years after date of maturity (Section 37-1-25 NMSA 1978)
[1.19.8.113 NMAC - Rp, 1 NMAC 3.2.94.900.113, 9/28/2001]
1.19.8.114 PETITION
FILES
A. Program: municipal
clerk
B. Maintenance
System: [municipal preference]
C. Description: records
concerning requests on a variety of issues (e.g., special election,
ordinance change, traffic light installation, speed bump installation,
etc.).
D. Retention:
(1) Petitions
that initiate an election: Filed in election files
1.19.8.153 NMAC
(2) All
other petitions: one year after close of fiscal
year in which received
[1.19.8.114 NMAC - Rp, 1 NMAC 3.2.94.900.114, 9/28/2001]
1.19.8.115 ADA
COMPLIANCE FILES
A. Program: municipal
clerk
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the Americans With Disabilities Act. File may contain
ADA plan, policies, grievance procedures, grievances, resolutions,
etc.
D. Retention:
(1) Plans,
policies, and procedures: until superseded or
one year after affected grievances have been resolved
(2) Grievances
and resolutions: one year after date closed
[1.19.8.115 NMAC - Rp, 1 NMAC 3.2.94.900.115, 9/28/2001]
[Note: Policies and plans adopted by ordinance or resolution.]
1.19.8.116 COLLECTIVE
BARGAINING FILES
A. Program: municipal
clerk
B. Maintenance
System: [municipal preference]
C. Description: records
concerning transactions with labor organizations representing employees
in collective bargaining. Files may contain copy of certification
of labor organization as the exclusive representative of employees,
mediation documentation and recommendations, agreements, grievances
and resolutions,
decertification, correspondence, memoranda, etc.
D. Retention:
(1) Agreements: six
years after termination of agreement
(2) Grievances
and resolutions: three years after date of resolution
(3) All
other documentation: until no longer needed for
reference
[1.19.8.116 NMAC - Rp, 1 NMAC 3.2.94.900.116, 9/28/2001]
1.19.8.117 CLAIM
OF LIEN FILES
A. Program: municipal
clerk
B. Maintenance
System: [municipal preference]
C. Description: records
concerning liens placed against private property for services rendered
by the municipality. Files may contain claim of lien, assessment
table, copy of notice of public hearing, copy of notice of violation,
court order, copy of work order, copy of billing, release of lien,
correspondence, memoranda, etc.
D. Retention: six
years after close of fiscal year in which lien released
[1.19.8.117 NMAC - Rp, 1 NMAC 3.2.94.900.117, 9/28/2001]
1.19.8.118-150 [RESERVED]
1.19.8.151 ELECTION
DISTRICT FILES
A. Program: municipal
election records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the creation of election voting districts. Files
may contain petitions, census information, boundary proposals, public
hearing information, consultant information, contractual documentation,
copies of ordinance adopting voting districts, final district delineation,
district maps, etc.
D. Retention: two
years after superseded by new redistricting
[1.19.8.151 NMAC - Rp, 1 NMAC 3.2.94.900.151, 9/28/2001]
1.19.8.152 PRECINCT
BOARD FILES
A. Program: municipal
election records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the appointment of precinct boards that will conduct municipal
election. Files may contain copy of appointment notifications,
appointment acceptances, oaths of office, list of precinct board
members (judges, clerks, and alternates), correspondence, memoranda,
etc.
D. Retention: two
years after election for which appointed
[1.19.8.152 NMAC - Rp, 1 NMAC 3.2.94.900.152, 9/28/2001]
1.19.8.153 ELECTION
FILES
A. Program: municipal
election records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning regular and special municipal elections held for the purpose
of electing municipal officers or considering any other question
placed on the ballot by the governing body. Files may include
the absentee ballot register and ballots, application for absentee
ballots, absentee voter lists and affidavits of destruction, signature
roster, registered voter list, machine printed returns, oaths of
office of the precinct board, declarations of candidacy and withdrawals,
election resolution, proof of all publications, copies of all election
material required to be published or posted, sample ballots and ballot
labels, voting machine permits, affidavits of triplicate voter registration
or certificates submitted by voters, copies of all affidavits or
certificates prepared in connection with election, copy of certificates
of canvass, amended certificates of canvass, results of recounts,
rechecks, contests, re-canvass, etc.
D. Retention:
(1) Ballots. Used
emergency and absentee paper ballots (If no notice by registered
mail of contest or no judicial inquiry) Note: ballots where
a contest, recount or judicial inquiry is sought shall be destroyed
upon order of the district court having jurisdiction for those
precincts (3-8-62 C NMSA 1978): 30 days after
the issuance of the certificate of election or 30 days after completion
of canvassing in which there are no candidates for municipal office,
for those precincts in which the municipal clerk has received no
notice of contest or judicial inquiry(Section 3-8-62 B NMSA1978)
(2) Ballots. Unused
paper ballots (including unused emergency paper ballots: upon
the closing of polls and before voting machines are unlocked (3-8-51B,
NMSA 1978)
(3) Ballots. Unused
absentee ballots: at 5:00 p.m. on the Thursday immediately
preceding the date of the election (3-9-8, NMSA 1978)
(4) Voter
registers or lists and election handbooks: until
superseded by new material
(5) All
other records: two years after election
date (3-8-71, NMSA 1978)
[1.19.8.153 NMAC - Rp, 1 NMAC 3.2.94.900.153, 9/28/2001]
1.19.8.154 CAMPAIGN
CONTRIBUTION REPORTS
A. Program: municipal
election records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the contribution to fund campaigns of candidates or special
issues. Reports may show name
of contributor, amount of contribution, candidate name, etc.
D. Retention: two
years after election date or until termination of office, whichever
is longer
[1.19.8.154 NMAC - Rp, 1 NMAC 3.2.94.900.154, 9/28/2001]
1.19.8.155 OATH
OF OFFICE
A. Program: municipal
election records
B. Maintenance
System: [municipal preference]
C. Description: original
or copies of oaths of elected municipal officials. Oath may
show municipal office, name of elected or appointed officer, affidavit,
date, signature, etc.
D. Retention: permanent
[1.19.8.155 NMAC - Rp, 1 NMAC 3.2.94.900.155, 9/28/2001]
1.19.8.156-200 [RESERVED]
1.19.8.201 ZONING
CASE FILES
A. Program: planning,
zoning, and community development records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning request to initially set or change established zoning
designation. Files may contain zoning request, fee receipts,
reviews, recommendation by planning and zoning board, correspondence,
memoranda, etc.
D. Retention: three
years after close of fiscal year in which case closed
[1.19.8.201 NMAC - Rp, 1 NMAC 3.2.94.900.201, 9/28/2001]
1.19.8.202 ZONING
PERMIT FILES
A. Program: planning,
zoning, and community development records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the application to allow the use of property as designated
by zoning code. Files may contain application to utilize
property as designated by zoning code, certificate of zoning compliance,
copy of permit issued, final inspection, construction plan copies,
work notes, certificate of occupancy copy, etc.
D. Retention: three
years after date of final inspection
[1.19.8.202 NMAC - Rp, 1 NMAC 3.2.94.900.202, 9/28/2001]
1.19.8.203 ZONING
VIOLATION FILES
A. Program: planning,
zoning, and community development records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning violations to zoning designation. Files may contain
complaint, inspections, work notes, final report, compliance documentation,
final resolution, correspondence, memoranda,
etc.
D. Retention: three
years after date of final resolution
[1.19.8.203 NMAC - Rp, 1 NMAC 3.2.94.900.203, 9/28/2001]
1.19.8.204 BUILDING
INSPECTION FILES
A. Program: planning,
zoning, and community development records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the application to construct and/or to modify private
structures within the municipality. Files may contain application
to build/modify, copy of permit issued, inspections (e.g., plumbing,
electrical, environmental, etc.), construction plan copies, work
notes, certificate of occupancy copy, etc.
D. Retention: 10
years after date of final resolution
[1.19.8.204 NMAC - Rp, 1 NMAC 3.2.94.900.204, 9/28/2001]
1.19.8.205 BUILDING
CODE VIOLATION FILES
A. Program: planning,
zoning, and community development records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning violations to building code (building, plumbing, mechanical,
environmental). Files may contain complaint, inspections, work
notes, final report, compliance documentation, final resolution,
correspondence, memoranda, etc.
D. Retention: 10
years after date of final resolution
[1.19.8.205 NMAC - Rp, 1 NMAC 3.2.94.900.205, 9/28/2001]
1.19.8.206 PROPERTY
ASSESSMENT FILES
A. Program: planning,
zoning, and community development records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the assessment of real property (lien) initiated by petition
or declaration of imminent domain to improve or develop community
infrastructure. Files may contain petitions, correspondence,
memoranda, assessment value documentation, challenges to assessed
values, final action of governing body, etc.
D. Retention: three
years after close of fiscal year in which final action taken
[1.19.8.206 NMAC - Rp, 1 NMAC 3.2.94.900.206, 9/28/2001]
1.19.8.207 ANNEXATION
FILES
A. Program: planning,
zoning, and community development records
B. Maintenance
System: [municipal preference]
C. Description: working
files of planning and zoning board. Records concerning the annexation
of land into the municipality. Files may contain petitions, ordinance
copies, plats, maps, surveys, correspondence, memoranda, etc.
D. Retention:
(1) Plats
and maps: until incorporated into property files
1.15.3. NMAC (RRDS for General Administrative Records, section
125)
(2) All
other documentation: until property annexed
[1.19.8.207 NMAC - Rp, 1 NMAC 3.2.94.900.207, 9/28/2001]
1.19.8.208 COMMUNITY
DEVELOPMENT REPORT
A. Program: planning,
zoning, and community development records
B. Maintenance
System: [municipal preference]
C. Description: report
on promoting the municipality through its economic development.
D. Retention: two
years after date issued
[1.19.8.208 NMAC - Rp, 1 NMAC 3.2.94.900.208, 9/28/2001]
1.19.8.209 COMMUNITY
DEVELOPMENT AND COMMUNITY SERVICE GRANT OR SUB-GRANT
FILES
A. Program: planning,
zoning, and community development records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning grant monies received and redistributed by the municipality.
Records include but are not limited to block grants, negotiated grants,
federal agency grants, state agency grants (i.e., agency on aging),
entitlement grants, etc. Files may contain municipality's application
for grant, grant award notification, applications to the municipality
for sub-grant monies, copies of sub-grant award notifications, sub-grantee
expenditure reports, copy of final expenditure report, reports as
required by grant, etc.
D. Retention: five
years after submission of final expenditure report or 6 years after
termination of grant whichever is longer
[1.19.8.209 NMAC - Rp, 1 NMAC 3.2.94.900.209, 9/28/2001]
1.19.8.210-300 [RESERVED]
1.19.8.301 PRE-APPLICATION
FOR TENANT ELIGIBILITY
A. Program: housing
authority records
B. Maintenance
System: [municipal preference]
C. Description: application
to certify tenant eligibility for public housing. Application
shows applicant name, address, source of income, amount of income,
names of family members, signature of applicant, etc.
D. Retention: three
years after close of fiscal year in which created
[1.19.8.301 NMAC - Rp, 1 NMAC 3.2.94.900.301, 9/28/2001]
1.19.8.302 TENANT
WAITING LIST
A. Program: housing
authority records
B. Maintenance
System: [municipal preference]
C. Description: list
of tenants eligible for public housing. List shows name of applicant,
date of application, rank, etc.
D. Retention: three
years after close of fiscal year in which created
[1.19.8.302 NMAC - Rp, 1 NMAC 3.2.94.900.302, 9/28/2001]
1.19.8.303 TENANT
FILE
A. Program: housing
authority records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning family unit certified to receive public housing
assistance. File may contain Section 8 Existing Housing Program
Certificate of Family Participation,
certification or re-certification of tenant eligibility, Section
8 Existing Housing Program Request of Lease Approval, unit inspection
report, interim inspection reports, cathodic inspection report (municipal
units only), etc.
D. Retention: six
years after termination of lease
[1.19.8.303 NMAC - Rp, 1 NMAC 3.2.94.900.303, 9/28/2001]
1.19.8.304 HOUSING
DISCRIMINATION COMPLAINT FILE
A. Program: housing
authority records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning allegations of housing discrimination. File may contain
complaint, investigation reports, findings, conclusions, etc.
D. Retention: three
years after case closed
[1.19.8.304 NMAC - Rp, 1 NMAC 3.2.94.900.304, 9/28/2001]
1.19.8.305 DEVELOPMENT
COST FILES
A. Program: housing
authority records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the building of public housing units. Files may
contain HUD loan commitment, federal loan notes, land acquisition
documents, construction documents, bond documentation, etc.
D. Retention: three
years after disposition
[1.19.8.305 NMAC - Rp, 1 NMAC 3.2.94.900.305, 9/28/2001]
1.19.8.306 PUBLIC
HOUSING MAINTENANCE FILE
A. Program: housing
authority records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the maintenance of municipal-owned public housing units. Files
may contain cathodic inspection, work orders, repair orders, unit
inventory (e.g., stove, refrigerator, etc.), work schedules, daily
work logs, etc.
D. Retention: three
years after close of fiscal year in which created
[1.19.8.306 NMAC - Rp, 1 NMAC 3.2.94.900.306, 9/28/2001]
1.19.8.307 HUD
REPORTING FILE
A. Program: housing
authority records
B. Maintenance
System: [municipal preference]
C. Description: copies
of reports required by and submitted to HUD. Report may include accounts
reconciliation, budget, statistical, assessment, evaluation, etc.
D. Retention: six
years after close of fiscal year in which created
[1.19.8.307 NMAC - Rp, 1 NMAC 3.2.94.900.307, 9/28/2001]
1.19.8.308-400 [RESERVED]
1.19.8.401 UTILITY
FRANCHISE FILES
A. Program: public
utility records
B. Maintenance
System: [municipal preference]
C. Description: records
establishing the terms in which utility may use municipal termination
of rights of way. Files may include copy of right of way
contract (ordinance), studies, reports, work papers, etc.
D. Retention: six
years after termination of franchise
[1.19.8.401 NMAC - Rp, 1 NMAC 3.2.94.900.401, 9/28/2001]
[Note: Franchise adopted by ordinance.]
1.19.8.402 PUBLIC
UTILITY MAINTENANCE FILES
A. Program: public
utility records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning maintenance of utility distribution or collection lines
and services (e.g., water lines, sewer lines, gas lines, electrical
lines, cable lines, water wells, water hydrants, etc.). Files may
include work schedules, personnel schedules, daily work logs, check
lists, inspections, work reports, etc.
D. Retention:
(1) Annual
summary report: 10 years after close of fiscal year
in which created
(2) All
other records: five years after close of fiscal
year in which created
[1.19.8.402 NMAC - Rp, 1 NMAC 3.2.94.900.402, 9/28/2001]
1.19.8.403 STREET
EXCAVATION PERMIT FILES
A. Program: public
utility records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the application for permit to excavate or bore under a
municipal-owned street for the purpose of construction or repair
of utility lines. Files may contain application for permit,
engineering drawings, archaeological data, copy of permit, cut location information,
date of cut, date completed, date of final reformation, etc.
D. Retention: six
years after close of fiscal year in which permit issued
[1.19.8.403 NMAC - Rp, 1 NMAC 3.2.94.900.403, 9/28/2001]
1.19.8.404 WATER
STORAGE FACILITY FILES
A. Program: public
utility records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the design and construction of municipal water supply
or storage structures. Files may contain engineering designs,
engineering drawings, soil surveys or studies, geological surveys
or studies, construction plans, inspection copies, etc.
D. Retention: permanent
[1.19.8.404 NMAC - Rp, 1 NMAC 3.2.94.900.404, 9/28/2001]
[Note: includes manmade and natural structures.]
1.19.8.405 WATER
STORAGE AND SUPPLY MAINTENANCE FILES
A. Program: public
utility records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the maintenance of municipal water storage and supply
facilities. Files may contain work schedules, personnel schedules,
daily work logs, check lists, inspections, work reports, periodic
reservoir reports, periodic water level reports, reservoir water
readings, well production reports, etc.
D. Retention:
(1) Annual
summary report: 10 years after close of fiscal year
in which created
(2) All
other records: five years after close of fiscal
year in which created
[1.19.8.405 NMAC - Rp, 1 NMAC 3.2.94.900.405, 9/28/2001]
1.19.8.405-500 [RESERVED]
1.19.8.501 DISCHARGE
OF EFFLUENT PERMIT FILES
A. Program: wastewater
records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the discharge of effluent. Files may contain National
Pollutant Discharge Elimination System (NPDES) permit application,
permit for discharge of effluent, compliance monitoring reports,
inspection reports, non-EPDES permits, notice of intent to discharge
effluent, plans, specifications, enforcement actions, etc.
D. Retention: 10
years after destruction of facility
[1.19.8.501 NMAC - Rp, 1 NMAC 3.2.94.900.501, 9/28/2001]
1.19.8.502 WASTEWATER
TREATMENT FACILITY FILES
A. Program: wastewater
records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the design and construction of municipal wastewater treatment
facilities. Files may contain feasibility studies, engineering
designs, engineering drawings, soil surveys or studies, geological
surveys or studies, construction plans, inspection copies, etc.
D. Retention: permanent
[1.19.8.502 NMAC - Rp, 1 NMAC 3.2.94.900.502, 9/28/2001]
1.19.8.503 WASTEWATER
TREATMENT FACILITY MAINTENANCE FILES
A. Program: wastewater
records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning maintenance of wastewater treatment facilities. Files
may contain work schedules, personnel schedules, daily work logs,
checklists, inspections, work reports, etc.
D. Retention:
(1) Annual
summary report: 10 years after close of fiscal year
in which created
(2) All
other records: three years after close of fiscal
year in which created
[1.19.8.503 NMAC - Rp, 1 NMAC 3.2.94.900.503, 9/28/2001]
1.19.8.504 WASTEWATER
FLOW CHART REPORT
A. Program: wastewater
records
B. Maintenance
System: [municipal preference]
C. Description: National
Pollutant Discharge Elimination System (NPDES) required report of
discharge effluent.
D. Retention: three
years after date created
[1.19.8.504 NMAC - Rp, 1 NMAC 3.2.94.900.504, 9/28/2001]
1.19.8.505 SLUDGE
DISPOSAL FILES
A. Program: wastewater
records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the wasting, hauling, and composting of sludge. Files
may contain waste monitoring reports, hauling application copy, composting
application copy, hauling permit, composting permit, etc.
D. Retention: five
years after date in which created (40 CFR 122.41)
[1.19.8.505 NMAC - Rp, 1 NMAC 3.2.94.900.505, 9/28/2001]
1.19.8.506-550 [RESERVED]
1.19.8.551 SOLID
WASTE FACILITY FILES
A. Program: solid
waste records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the design and construction of municipal solid waste facility.
Files may contain feasibility studies, engineering design, engineering
drawing, soil surveys or studies, geological surveys or studies,
construction plans, deviation from the approved design or operation
plans, etc.
D. Retention: permanent
[1.19.8.551 NMAC - Rp, 1 NMAC 3.2.94.900.551, 9/28/2001]
1.19.8.552 SOLID
WASTE FACILITY MAINTENANCE FILES
A. Program: solid
waste records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the operation of solid waste facilities. Files may
contain information on: type and weight or volume of solid waste
received; country, state, county, and municipality in which the solid
waste originated; commercial haulers of the solid waste; type
and weight or volume of special waste received; description of solid
waste or special waste handling problems or emergency disposal activities;
deviations from the approved design or operational plans; etc.
D. Retention:
(1) Annual
summary report: 10 years after close of fiscal year
in which created
(2) All
other records: three years after close of fiscal
year in which created
[1.19.8.552 NMAC - Rp, 1 NMAC 3.2.94.900.552, 9/28/2001]
1.19.8.553 SOLID
WASTE TRANSFER STATION FILES
A. Program: solid
waste records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the transfer of solid waste. Files may contain information
on the type of waste transferred, weight or volume of waste, origin
and destination of waste, transfer problems, etc.
D. Retention: three
years after close of fiscal year in which created
[1.19.8.553 NMAC - Rp, 1 NMAC 3.2.94.900.553, 9/28/2001]
1.19.8.554 PUBLIC
UTILITY CUSTOMER SERVICE FILES
A. Program: solid
waste records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the application for utility service. Files may contain
application for service, deposit information, cancellation of
service, etc.
D. Retention: three
years after close of fiscal year in which canceled or deposit refunded
to customer
[1.19.8.554 NMAC - Rp, 1 NMAC 3.2.94.900.554, 9/28/2001]
1.19.8.555 PUBLIC
UTILITY SERVICE FILE
A. Program: solid
waste records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning customer-initiated complaint or request for service. File
may contain request for service, complaint of service, site evaluations,
work orders, service logs, memoranda, inspections, billings copies,
etc.
D. Retention: three
years after close of fiscal year in which created
[1.19.8.555 NMAC - Rp, 1 NMAC 3.2.94.900.555, 9/28/2001]
1.19.8.556 METER
READING FILES
A. Program: solid
waste records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning measurement of utility usage. Record may show customer
name, meter number, meter size, meter location, meter reading, billing
address, etc.
D. Retention: three
years after close of fiscal year in which created
[1.19.8.556 NMAC - Rp, 1 NMAC 3.2.94.900.556, 9/28/2001]
1.19.8.557 UTILITY
BILLING REGISTER
A. Program: solid
waste records
B. Maintenance
System: [municipal preference]
C. Description: monthly
listing of billed amount for utility service. Register may
show account name and address, account number, utilities charged,
amounts billed, utility consumption, payments applied,
etc.
D. Retention:
(1) End-of-year
register: three years after close of fiscal year
in which created
(2) Monthly
register: until audit report released
[1.19.8.557 NMAC - Rp, 1 NMAC 3.2.94.900.557, 9/28/2001]
1.19.8.558 UTILITY
TURNOFF NOTICE AND DELINQUENT REPORT
A. Program: solid
waste records
B. Maintenance
System: [municipal preference]
C. Description: listing
of utility customers marked for service disconnection. Listing
may show customer names and addresses, service addresses, account
numbers, delinquent amounts, etc.
D. Retention: three
years after close of fiscal year in which created
[1.19.8.558 NMAC - Rp, 1 NMAC 3.2.94.900.558, 9/28/2001]
1.19.8.559 [RESERVED]
1.19.8.560 LINE
LOCATION FILES
A. Program: solid
waste records
B. Maintenance
System: [municipal preference]
C. Description: requests
to locate underground utility lines. Files may contain request,
work order, etc.
D. Retention: three
years after close of fiscal year in which work order issued
[1.19.8.560 NMAC - Rp, 1 NMAC 3.2.94.900.560, 9/28/2001]
1.19.8.561-600 [RESERVED]
1.19.8.601 HERBICIDE
AND PESTICIDE FILE
A. Program: environmental
records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the use and storage of herbicides and pesticides on municipal
property and rights of way. File may contain storage documentation,
application documentation, applicator certification information,
herbicide inventory, pesticide inventory, etc.
D. Retention: two
years after date of use (21 NMAC 17.50.10.3)
[1.19.8.601 NMAC - Rp, 1 NMAC 3.2.94.900.601, 9/28/2001]
1.19.8.602-650 [RESERVED]
1.19.8.651 FACILITY
USE AGREEMENT FILE
A. Program: parks
and recreation files
B. Maintenance
System: [municipal preference]
C. Description: agreement
to use municipal facility. File may contain request, approval,
schedule, copy of organizational bylaws, etc.
D. Retention: six
years after termination of agreement
[1.19.8.651 NMAC - Rp, 1 NMAC 3.2.94.900.651, 9/28/2001]
1.19.8.652 RECREATION
PROGRAM FILE
A. Program: parks
and recreation files
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the management of recreational programs (summer recreational
programs, recreational leagues, swimming pool). Files may contain
activity rosters, program schedules, work schedules, etc.
D. Retention: one
year after close of fiscal year in which created
[1.19.8.652 NMAC - Rp, 1 NMAC 3.2.94.900.652, 9/28/2001]
1.19.8.653 CEMETERY
FILES
A. Program: parks
and recreation files
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the operation and maintenance of municipal-owned cemeteries. Files
may contain plot design or layout, plot owner logs, interment logs,
etc.
D. Retention: permanent
[1.19.8.653 NMAC - Rp, 1 NMAC 3.2.94.900.653, 9/28/2001]
1.19.8.654-700 [RESERVED]
1.19.8.701 VOLUNTEER
FIREFIGHTER FILES
A. Program: fire
department records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning personnel information of volunteer firefighters (non-municipal
employees). Files may contain application, training certificates,
personnel information, etc.
D. Retention: five
years after termination of last service
[1.19.8.701 NMAC - Rp, 1 NMAC 3.2.94.900.701, 9/28/2001]
1.19.8.702 BUILDING
LAYOUT FILES
A. Program: fire
department records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning public and commercial building layouts that show or identify
fire hazards and hazardous materials in responding to fire calls. Files
may contain building blue-print or plan, fire prevention features,
hazardous materials list, etc.
D. Retention: until
superseded by new business or public use of building or building
razed
[1.19.8.702 NMAC - Rp, 1 NMAC 3.2.94.900.702, 9/28/2001]
1.19.8.703 BUILDING
INSPECTION FILE
A. Program: fire
department records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning periodic fire inspection of schools, hotels, motels, hospitals,
business or commercial buildings, and public buildings. File
may contain inspections, findings, conclusions, etc.
D. Retention: three
years after inspection date (UFC 103.3.4)
[1.19.8.703 NMAC - Rp, 1 NMAC 3.2.94.900.703, 9/28/2001]
1.19.8.704 FIRE
DRILL REPORT
A. Program: fire
department records
B. Maintenance
System: [municipal preference]
C. Description: report
documenting fire drills conducted by the department for schools,
businesses, etc. Report may include school (or business)
name, date of fire drill, name of person conducting drill, findings,
recommendations, comments, etc.
D. Retention: six
months after close of calendar year in which created
[1.19.8.704 NMAC - Rp, 1 NMAC 3.2.94.900.704, 9/28/2001]
1.19.8.705 FIRE
INVESTIGATION CASE FILES
A. Program: fire
department records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning investigations conducted by fire department to determine
cause of fire. Files may contain photos, investigation notes,
final report, etc. Note: case files (including evidence)
of suspected arson shall be forwarded to prosecuting attorney for
the purpose of criminal prosecution.
D. Retention: five
years after date investigation closed
[1.19.8.705 NMAC - Rp, 1 NMAC 3.2.94.900.705, 9/28/2001]
1.19.8.706 EMERGENCY
EQUIPMENT CHECKLIST
A. Program: fire
records
B. Maintenance
System: [municipal preference]
C. Description: record
of periodic (daily) inspections of emergency equipment (e.g.,
SCBA self-contained breathing apparatus, first aid supply inventory,
vehicle readiness, etc.). List may show equipment operational
status, medical supply quantities, shift time, date, etc.
D. Retention: one
year after close of calendar year in which created
[1.19.8.706 NMAC - Rp, 1 NMAC 3.2.94.900.706, 9/28/2001]
1.19.8.707 EMERGENCY
DISPATCH RECORDS
A. Program: fire
department records
B. Maintenance
System: [municipal preference]
C. Description: record
of emergency assistance (e.g., ambulance, fire). Records may show
incident reported, name of person requesting assistance, place of
occurrence, address, time call received, dispatcher name, vehicle
and personnel dispatched (or vehicle number), etc.
D. Retention: three
years after date of call
[1.19.8.707 NMAC - Rp, 1 NMAC 3.2.94.900.707, 9/28/2001]
1.19.8.708 EMERGENCY
MEDICAL SERVICE (EMS) FILES
A. Program: fire
department records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning medical diagnosis or treatment and billing by responding
EMS paramedics. Medical record may include medical service
report, monitoring equipment readouts, etc. Billing record
may include copy of billing statement submitted to Medicare, Medicaid,
insurance carrier, and/or patient, etc.
D. Retention:
(1) Medical
record: 10 years after date created
(2) Billing
record: six years after close of fiscal year in
which final payment received or six years after close of fiscal
year in which file closed
[1.19.8.708 NMAC - Rp, 1 NMAC 3.2.94.900.708, 9/28/2001]
1.19.8.709-800 [RESERVED]
1.19.8.801 OATH
OF OFFICE
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: originals
or copies of oaths of persons serving as police officer. Oath
may show department name, name of officer, affidavit, date, signature,
etc.
D. Retention: one
year after termination of service
[1.19.8.801 NMAC - Rp, 1 NMAC 3.2.94.900.801, 9/28/2001]
1.19.8.802 CRIMINAL
HISTORY RECORDS (RAP SHEET)
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: record
of complete cumulative original history on any subject arrested for
a crime by the police department. Information may include: name,
date of birth, physical description, FBI number, address, employment,
marital status, education, date of arrests or releases, identification
information (e.g., mug shots, fingerprints, etc.), facts surrounding
investigation, final disposition, etc.
D. Retention:
(1) Adult
records: 75 years after date created or until death
of subject or until placed on a statewide database accessible to
police department, whichever comes first
(2) Juvenile
records: when juvenile reaches age 19
E. Confidential: 1.19.8.802.D.2
NMAC, 32A-2-32 NMSA 1978
[1.19.8.802 NMAC - Rp, 1 NMAC 3.2.94.900.802, 9/28/2001]
1.19.8.803 INCIDENT
REPORTS (OFFENSE OR INCIDENT REPORTS)
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: records
the original report of incident (felony or misdemeanor)
and pertinent facts surrounding the incident or offense. Reports
may show incident type, case number, NCIC entry, incident code, premise
type, incident location, incident date, time date, reporting area,
complaint, victim information, subject (suspect) data, arrest data, vehicle
data, witness data, narrative, UCR (Uniform Crime Reporting) data
administrative section, etc.
D. Retention:
(1) Adult
records: five years after date of incident or until
investigation closed, whichever is longer
(2) Juvenile
records: five years after date of incident or until
juvenile reaches age 19, whichever is less, provided investigation
closed
E. Confidential: 1.19.8.803.D.2
NMAC, Section 32A-2-32 NMSA 1978
[1.19.8.803 NMAC - Rp, 1 NMAC 3.2.94.900.803, 9/28/2001]
1.19.8.804 ARREST
REPORTS (ARREST OR BOOKING REPORTS)
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: records
the arrest or booking of subject (suspect). Reports may show
subject name, arrest number, physical characteristics, arrest date
and time, arrest location, arresting officer name, charges, etc.
D. Retention:
(1) Adult
records: five years after date of incident or until
investigation closed, whichever is
longer
(2) Juvenile
records: five years after date of incident or until
juvenile reaches age 19, whichever is less, provided investigation
closed
E. Confidential: 1.19.8.804.D.2
NMAC, Section 32A-2-32 NMSA 1978
[1.19.8.804 NMAC - Rp, 1 NMAC 3.2.94.900.804, 9/28/2001]
1.19.8.805 CRIMINAL
INVESTIGATION CASE FILES
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning criminal investigations conducted by police department
for the purpose of criminal prosecution. Records created as an enhancement
to the investigative portion of the incident report (offense or incident
report). Files may contain motor vehicle records, criminal
histories, photos, search warrants, arrest warrants, names of confidential
sources, etc. Note: evidence and copies of case file may be
forwarded to prosecuting attorney.
D. Retention:
(1) Adult
case files: five years after investigation closes
(2) Juvenile
case file: five years after investigation closed
or until juvenile reaches age 19 whichever is less
E. Confidential: both
1.19.8.805.D.1, and 2 NMAC, Section 32A-2-32 NMSA 1978
[1.19.8.805 NMAC - Rp, 1 NMAC 3.2.94.900.805, 9/28/2001]
1.19.8.806 CONFIDENTIAL
SOURCE (INFORMANT) FILES
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning confidential sources or informants utilized in criminal
investigations conducted by police department. Files may
contain names of informants, personal or criminal history of informants,
types of information available through informant, information on
monies utilized in obtaining information, etc.
D. Retention:
(1) Fiscal
information: until audit report released
(2) All
other information: until no longer needed for reference
E. Confidential: Section
14-2-1A NMSA 1978
[1.19.8.806 NMAC - Rp, 1 NMAC 3.2.94.900.806, 9/28/2001]
1.19.8.807 VIDEO
RECORDINGS
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: none
D. Retention:
(1) Evidentiary
footage or recording (i.e., footage or recordings
of DWI arrests or any criminal incident): one year
after date of incident or 60 days after date of court disposition,
whichever is less
(2) Booking
area footage or recording: 90 days after date created
(3) Routine
surveillance footage/recordings(e.g., footage or recordings of
entrance or exit areas, car parking areas, etc.): 30
days after date created
[1.19.8.807 NMAC - Rp, 1 NMAC 3.2.94.900.807, 9/28/2001]
1.19.8.808 PROPERTY
OR EVIDENCE RECORD
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: record
of property or evidence either seized, found, or impounded. Receipt
portion of record may show property either seized or found (date,
time, location of property acquisition, acquiring officer, type of
offense, case number, suspect name, property owners name and address,
item description, serial number or controlled substance weight, investigative
section case referred to, property disposition information, etc. Chain
of events portion of record may show name or number of locker in
which evidence is placed, date and name of officer placing evidence
in storage, date and name of person removing evidence from storage
location in evidence room where evidence is placed, information of
placing or removing evidence in or from evidence room (storage),
certificate of release, receivers signature, property officers signature,
information on disposition of evidence by evidence office, evidence
officers signature, etc.
D. Retention: one
year after date of disposition of all property or evidence for this
case
[1.19.8.808 NMAC - Rp, 1 NMAC 3.2.94.900.808, 9/28/2001]
1.19.8.809 BOND
LOGS
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning bond monies posted to
secure the release of arrested individuals. Log may show
person posting cash or surety, cash or surety amount, defendant name,
fine, bonding person or entity, name of person receiving cash/bond,
receipt number,
arrest number, etc.
D. Retention: six
years after close of fiscal year in which created
[1.19.8.809 NMAC - Rp, 1 NMAC 3.2.94.900.809, 9/28/2001]
1.19.8.810 UNIFORM
TRAFFIC CITATIONS
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: MVD
prepared uniform traffic citation that shows citation number, name,
address, city, state of person charged, physical description, age,
sex of person charged, registration number, year, state, make, type
of vehicle involved, state, number of drivers license, specific section
number and common name of offense charged under NMSA 1978 or of local
law, date, time of arrest, arresting officers signature, identification
number, conditions existing at the time of violation, notice to appear
information, penalty assessment notice, warning notice, etc.
D. Retention: three
years after date citation issued (Section 30-1-8H NMSA 1978)
[1.19.8.810 NMAC - Rp, 1 NMAC 3.2.94.900.810, 9/28/2001]
[Note: four-part form. Retention on police department
copy. Original forwarded to court. Abstract copy forwarded
to MVD. Blue copy issued to violator.]
1.19.8.811 UNIFORM
ACCIDENT REPORT
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: MVD
prepared uniform accident report that shows date, time of accident,
location, persons involved, vehicles involved, vehicle or property
damage, injury codes, seat belt codes, witness information, road
and weather conditions, apparent contributing factors, driver or
pedestrian sobriety or physical condition, diagrams, etc.
D. Retention: five
years after date of accident (Section 30-1-8D NMSA 1978)
[1.19.8.811 NMAC - Rp, 1 NMAC 3.2.94.900.811, 9/28/2001]
[Note: three-part form. Retention on police department
copy. Remaining two parts forwarded to NM State Highway and
Transportation Department.]
1.19.8.812 PARKING
VIOLATION CITATIONS
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: municipal
parking violation citation that shows vehicle license plate number,
vehicle make and model, type of parking violation, fee, instructions,
etc.
D. Retention: three
years after date citation issued
[1.19.8.812 NMAC - Rp, 1 NMAC 3.2.94.900.812, 9/28/2001]
[Note: multi-part form. Retention on police department
copy. Original forwarded to court. Copy issued to violator.]
1.19.8.813 RADIO
OR TELEPHONE RECORDINGS (911 RECORDED CALLS)
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: radio
or telephone recordings of emergency or non-emergency calls received.
D. Retention: three
years after date of call
[1.19.8.813 NMAC - Rp, 1 NMAC 3.2.94.900.813, 9/28/2001]
[Note 1: portions of recordings may be confidential (e.g.,
names of minors, suspect information, etc.). Note 2: recordings
may be copied and filed with investigative portion of incident reports.]
1.19.8.814 RADIO
OR TELEPHONE LOGS
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: record
of incoming radio/telephone calls. Logs may show date/time
of call, caller name, etc.
D. Retention: three
years after date of call
[1.19.8.814 NMAC - Rp, 1 NMAC 3.2.94.900.814, 9/28/2001]
1.19.8.815 DISPATCH
FILES
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: record
of incident or offense reported. File may contain complainant
name, place of occurrence, address, time call received, dispatcher
name, name of officer dispatched, etc.
D. Retention: three
years after date of call
[1.19.8.815 NMAC - Rp, 1 NMAC 3.2.94.900.815, 9/28/2001]
1.19.8.816 TELETYPE
FILE
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: teletypes
received from other law enforcement entities (e.g., local, state,
federal, foreign, etc.). Teletype may contain notice of criminal
activity, request for information, facsimile, composite drawing,
photograph, etc.
D. Retention: until
informational value ends or one year after date received, whichever
comes first
[1.19.8.816 NMAC - Rp, 1 NMAC 3.2.94.900.816, 9/28/2001]
1.19.8.817 INTERNAL
AFFAIRS CASE FILE
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning complaint against officers or civilian employees and consequent
investigation. File may include complaint, tapes or transcriptions,
staff inspection
order, order to appear, evidence (e.g., tapes, videos, reports, photographs,
etc.), police reports copies, medical releases, supplementary offense
report (investigation summary), review order (chain of command review),
case reviews with case recommendation, determination, determination
notification copy, etc.
D. Retention:
(1) Disciplinary
action taken: three years after termination of officer
(2) Dismissed
or cleared: three years after complaint dismissed
or cleared
E. Confidential: Section
14-2-1A NMSA1978 unless appealed through an administrative open meeting
process
[1.19.8.817 NMAC - Rp, 1 NMAC 3.2.94.900.817, 9/28/2001]
1.19.8.818 COURT
SERVICES DOCKET SHEET
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: record
of civil processes served as directed by the municipal judge of the
municipality employing the police officer. Processes include
writs, citations, subpoenas, notices, injunctions, warrants, executions,
etc. Docket sheet may show parties names, attorneys, type of process,
date of entry, by whom served, date of service, kind of service,
police department costs, general remarks or comments, etc.
D. Retention: three
years after date received
[1.19.8.818 NMAC - Rp, 1 NMAC 3.2.94.900.818, 9/28/2001]
[Note: Civil processes not processed shall be returned to municipal
court as per municipal policy and procedure.]
1.19.8.819 COURT
SERVICES DOCKET
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: record
log of civil processes served. Docket may show parties names,
attorneys, type of civil process, date of entry, by whom served,
date of service, kind of service, police department costs, etc.
D. Retention: five
years after date logged
[1.19.8.819 NMAC - Rp, 1 NMAC 3.2.94.900.819, 9/28/2001]
[Note: also known as writ book, receipt book for civil papers
served or execution book. Docket or log may be hand posted,
computer generated,
or on-line.]
1.19.8.820 WRECKER
LOG (IMPOUND LOG)
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: record
of vehicles towed away. Log may show date and time, name of
wrecking company, operator, make of vehicle, license number, owner,
location, reason for towing vehicle, etc.
D. Retention: one
year after close of fiscal year in which created
[1.19.8.820 NMAC - Rp, 1 NMAC 3.2.94.900.820, 9/28/2001]
1.19.8.821 ANIMAL
CONTROL FILES
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning animal control. Files may include violations of
animal control ordinances, carcass removal records, animal pound
records, licensing documentation, lost and found reports, animal
trap records, animal license (tag) copy, etc.
D. Retention:
(1) Ordinance
violation records: one year after date of incident
(2) Carcass
removal records: 30 days after date of removal
(3) Animal
adoption records: one year after date of adoption
(4) Euthanasia
records: 30 days after date of disposition of animal
(5) Financial
records: refer to 1.15.5 NMAC RRDS for General Financial
Records
(6) All
other records: one year after date created
[1.19.8.821 NMAC - Rp, 1 NMAC 3.2.94.900.821, 9/28/2001]
1.19.8.822 SEIZURE
OR FORFEITURE FILES
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning property or goods seized by law enforcement entities and
released by state or federal government to the municipality. Files
may include copy of application for transfer of forfeited property
or goods, inventory of property or goods, asset
control information, purchase order copies, financial reports, etc.
D. Retention: six
years after close of fiscal year in which property transferred to
municipality
[1.19.8.822 NMAC - Rp, 1 NMAC 3.2.94.900.822, 9/28/2001]
1.19.8.823 CRIME
PREVENTION FILES
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning crime prevention instruction (e.g., workshops, seminars,
presentations, etc.) conducted by police department staff. Files
may contain agendas, programs, handouts, training materials, reports,
correspondence, etc.
D. Retention:
(1) Training
materials: until superseded by new materials
(2) All
other records: five years after event date
[1.19.8.823 NMAC - Rp, 1 NMAC 3.2.94.900.823, 9/28/2001]
[Note: see also 1.15.3.139 NMAC CONFERENCES OR WORKSHOPS]
1.19.8.824 CRIME
STOPPERS AWARD FUND FILES
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: record
of fundraising activity. Files may contain information on methods
used to raise money for crime stoppers award fund, amounts contributed,
expenditures, lists of contributors, etc.
D. Retention:
(1) Fiscal
records: refer to 1.15.5 NMAC RRDS for General Financial
Records
(2) All
other records: until informational value ends
[1.19.8.824 NMAC - Rp, 1 NMAC 3.2.94.900.824, 9/28/2001]
1.19.8.825 CRIME
STATISTICAL REPORTS
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: copies
of police departments monthly crime statistical reports required
by the Federal Bureau of Investigation (FBI) for compilation of their
annual crime statistical report.
D. Retention: until
FBI annual report released
[1.19.8.825 NMAC - Rp, 1 NMAC 3.2.94.900.825, 9/28/2001]
[Note: complimentary crime statistical reports received become
part of SUBJECT FILES (INFORMATION FILES). See 1.15.3.102
NMAC.]
1.19.8.826 CRIMINAL
INCIDENT AUTOMATED SYSTEM
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: electronic
records of all adult and juvenile criminal incidents. Record
may show all information from original report of incident (felony
or misdemeanor) and pertinent facts surrounding the incident or offense. Information
includes incident type, case number, NCIC, entry, incident code,
premise type, incident location, incident date, time and date, reporting
area, complaint, victim information, subject (suspect) data, arrest
data, vehicle data, witness data, narrative, UCR data administrative
section, etc.
D. Retention:
(1) Juvenile
data: two years after date of incident or at age
19, whichever is longer
(2) All
other data: five years after date of incident or
until investigation closed, whichever is longer
E. Confidential: 1.19.8.826.1,
as per Section 32A-2-32 NMSA 1978
[1.19.8.826 NMAC - Rp, 1 NMAC 3.2.94.900.826, 9/28/2001]
1.19.8.827 PAWNBROKER
FILES
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning local pawnbroker shops. Files may contain reports
submitted to law enforcement department by local pawnbrokers as required
by the Pawnbrokers Act (Section 56-12-9 NMSA 1978) and information
on pawn inspections by police department. Pawnbroker reports
may show name of item; description of the item, including make
and model number; date of transaction; time of transaction; type
of transaction; name and address of person offering item; description
of person offering item; type of identification used by person
offering item; etc.
D. Retention: five
years after date created
[1.19.8.827 NMAC - Rp, 1 NMAC 3.2.94.900.827, 9/28/2001]
1.19.8.828 GANG
ACTIVITY FILE
A. Program: police
department records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning local gang activity. File may contain gang identifier
information, gang history, gang membership lists, crime involvement
information, etc.
D. Retention: until
informational value ends
E. Confidential: Section
32A-2-32 NMSA 1978
[1.19.8.828 NMAC - Rp, 1 NMAC 3.2.94.900.828, 9/28/2001]
1.19.8.829-850 [RESERVED]
1.19.8.851 JAIL
OR DETENTION FILES
A. Program: jail
or detention records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning persons incarcerated in the municipal jail. File
may contain name of prisoner, offense, date of commitment, by whom
committed, bond, releasing officer, date released, how released,
remarks, etc.
D. Retention:
(1) Booking
forms: five years after date of release
(2) All
other records including daily jail rosters,
jail inspection reports, daily report on trustees, etc.: two
years after close of fiscal year in which created
E. Confidential: records
containing information on juveniles are confidential, 32A-2-32 NMSA
1978
[1.19.8.851 NMAC - Rp, 1 NMAC 3.2.94.900.851, 9/28/2001]
[Note: records containing information on juveniles are confidential,
32A-2-32 NMSA 1978.]
1.19.8.852 INMATE
(PRISONER) CASE FILES
A. Program: jail
or detention records
B. Maintenance
System: [municipal preference]
C. Description: record
of inmate or prisoner case history. Files may contain fingerprints,
mug shots, property release authorization, release orders,
copy of incident report, copy of arrest report, segregation information,
etc.
D. Retention: five
years after date of release
[1.19.8.852 NMAC - Rp, 1 NMAC 3.2.94.900.852, 9/28/2001]
1.19.8.853 PROTECTIVE
CUSTODY FILES
A. Program: jail
or detention records
B. Maintenance
System: [municipal preference]
C. Description: record
of individuals held under protective custody at jail facility. File
may contain individuals name and address, general information, condition
of individual, personal property information, time in and out, etc.
D. Retention: five
years after date of release
[1.19.8.853 NMAC - Rp, 1 NMAC 3.2.94.900.853, 9/28/2001]
1.19.8.854 FACILITY
MEDICAL FILES
A. Program: jail
or detention records
B. Maintenance
System: [municipal preference]
C. Description: records
documenting the diagnosis and treatment of facility staff and or
inmates. File may contain medical history, x-rays, reports,
etc.
D. Retention:
(1) Medical
record: 10 years after date of last treatment
(2) X-rays: four
years after date of exposure
E. Confidential: 14-6-1
NMSA 1978
[1.19.8.854 NMAC - Rp, 1 NMAC 3.2.94.900.854, 9/28/2001]
1.19.8.855 RELEASE
ORDERS
A. Program: jail
or detention records
B. Maintenance
System: [municipal preference]
C. Description: authorized
order for the release of prisoner from custody. Copy of release
order may be filed in inmate (prisoner) case files, 1.19.8.852 NMAC.
D. Retention: five
years after date of release
[1.19.8.855 NMAC - Rp, 1 NMAC 3.2.94.900.855, 9/28/2001]
1.19.8.856 INMATE
RELEASE AND ACTIVITY LOG
A. Program: jail
or detention records
B. Maintenance
System: [municipal preference]
C. Description: log
showing prisoner name, date and time of arrest, arrest number, charges,
bond information, date and time of release, escort information, etc.
D. Retention:
(1) Adult
records: five years after date of release
(2) Juvenile
records: five years after date of release or until
juvenile reaches age 19, whichever is less
E. Confidential: 1.19.8.856.2
NMAC, Section 32A-2-32 NMSA1978
[1.19.8.856 NMAC - Rp, 1 NMAC 3.2.94.900.856, 9/28/2001]
1.19.8.857 VISITOR
CONTROL LOG
A. Program: jail
or detention records
B. Maintenance
System: [municipal preference]
C. Description: log
used to record names of outside populace (e.g., service personnel,
visitors, employees, etc.) admitted into detention center buildings
or grounds.
D. Retention: one
year after date created
[1.19.8.857 NMAC - Rp, 1 NMAC 3.2.94.900.857, 9/28/2001]
1.19.8.858 EXTRADITION
FILES
A. Program: jail
or detention records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the extradition and transport of prisoners. Files
may include court order, reimbursement voucher, travel arrangements,
pre-booking documentation, receipt for prisoner, etc.
D. Retention: three
years after close of fiscal year in which created
[1.19.8.858 NMAC - Rp, 1 NMAC 3.2.94.900.858, 9/28/2001]
1.19.8.859 FEDERAL
RETAINER REQUESTS
A. Program: jail
or detention records
B. Maintenance
System: [municipal preference]
C. Description: requests
by federal law enforcement entities to hold or deliver resident in
custody.
D. Retention: three
years after date custody of resident is transferred to federal law
enforcement entity
[1.19.8.859 NMAC - Rp, 1 NMAC 3.2.94.900.859, 9/28/2001]
1.19.8.860 FACILITY
INCIDENT FILES
A. Program: jail
or detention records
B. Maintenance
System: [municipal preference]
C. Description: record
of incidents occurring within detention facility and involving inmates,
facility personnel, or visitors. Files may contain complaints,
reports, documentation on resolution of incident, correspondence,
memoranda, etc.
D. Retention:
(1) Incidents
involving juveniles: five years after date of incident
or until juvenile reaches age 19, whichever is less
(2) All
other records: five years after date of incident
E. Confidential: 1.19.8.860.1
NMAC, Section 32A-2-32 NMSA 1978
[1.19.8.860 NMAC - Rp, 1 NMAC 3.2.94.900.860, 9/28/2001]
1.19.8.861 WORK
ACTIVITY FILES
A. Program: jail
or detention records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning daily work activity of inmates or facility personnel.
D. Retention: five
years after close of fiscal year in which created
[1.19.8.861 NMAC - Rp, 1 NMAC 3.2.94.900.861, 9/28/2001]
1.19.8.862 CONTROLLED
SUBSTANCE AND DRUG ISSUANCE FILES
A. Program: jail
or detention records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning drugs and narcotic prescriptions for controlled substances. Files
may contain prescription may show date
of dispensing, prescription number, name of patient, name of practitioner,
directions for use, cautionary statements, etc.
D. Retention: three
years after close of fiscal year in which created (Section 30-31-16D
NMSA1978)
[1.19.8.862 NMAC - Rp, 1 NMAC 3.2.94.900.862, 9/28/2001]
1.19.8.863 NON-NARCOTIC
CONTROLLED SUBSTANCE ISSUANCE FILES
A. Program: jail
or detention records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning prescriptions for non-narcotic controlled substances. Files
may contain prescription may show date of dispensing, prescription
number, name of patient, name of practitioner, directions for use,
cautionary statements, etc.
D. Retention: three
years after close of fiscal year in which created (Section 30-31-16D
NMSA1978)
[1.19.8.863 NMAC - Rp, 1 NMAC 3.2.94.900.863, 9/28/2001]
1.19.8.864 CONTROLLED
SUBSTANCE INVENTORY FILES
A. Program: jail
or detention records
B. Maintenance
System: [municipal preference]
C. Description: inventory
of controlled substances received and maintained. Files may
contain inventory may show substance name, date received, quantity
received, amounts dispensed, dates dispensed, balance quantity, etc.
D. Retention: three
years after close of fiscal year in which created (Section 30-31-16D
NMSA1978)
[1.19.8.864 NMAC - Rp, 1 NMAC 3.2.94.900.864, 9/28/2001]
1.19.8.865 PRISONER
TELEPHONE LOG
A. Program: jail
or detention records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning telephone calls made by prisoners. Log may show
telephone number, party
called, date and time of call, name of officer on duty, name and
signature of prisoner, etc.
D. Retention: one
year after close of fiscal year in which created
[1.19.8.865 NMAC - Rp, 1 NMAC 3.2.94.900.865, 9/28/2001]
1.19.8.866-900 [RESERVED]
1.19.8.901 VEHICLE
FILES
A. Program: motor
pool records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the history of municipal-owned or leased vehicles. Files
may include purchase or lease information, warranty documentation,
maintenance documentation, maintenance expenditure information, disposal
information, etc.
D. Retention: three
years after disposition of vehicle
[1.19.8.901 NMAC - Rp, 1 NMAC 3.2.94.900.901, 9/28/2001]
1.19.8.902 VEHICLE
MAINTENANCE FILES
A. Program: motor
pool records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the maintenance performed on municipal-owned vehicles. Files
may include work orders, repair orders, work schedules, maintenance
orders, maintenance schedules, work reports, etc.
D. Retention: three
years after close of fiscal year in which created
[1.19.8.902 NMAC - Rp, 1 NMAC 3.2.94.900.902, 9/28/2001]
1.19.8.903-925 [RESERVED]
1.19.8.926 ANIMAL
TRANSACTION FILES
A. Program: zoo
records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the acquisition, disposition, or transport of animals. Files
may contain receipts, transfer documentation, transaction confirmations,
disposition orders, etc.
D. Retention: three
years after close of fiscal year in which created
[1.19.8.926 NMAC - Rp, 1 NMAC 3.2.94.900.926, 9/28/2001]
1.19.8.927 HEALTH
CERTIFICATES
A. Program: zoo
records
B. Maintenance
System: [municipal preference]
C. Description: veterinarians
inspection of an animal prior to shipment. Short-term expiration
health certificates used for shipping purposes only. Certificates
may show animal species, animal identification number, animal physical
condition, date
of inspection, veterinarians signature, etc.
D. Retention: one
year after date created
[1.19.8.927 NMAC - Rp, 1 NMAC 3.2.94.900.927, 9/28/2001]
1.19.8.928 INDIVIDUAL
ANIMAL FILES
A. Program: zoo
records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning individual animals. Files may contain veterinarian
records, breeding information,
shipment papers, data taken from daily reports, etc.
D. Retention: until
disposition of animal
[1.19.8.928 NMAC - Rp, 1 NMAC 3.2.94.900.928, 9/28/2001]
1.19.8.929 ANIMAL
SHIPPING PERMITS
A. Program: zoo
records
B. Maintenance
System: [municipal preference]
C. Description: United
States department of agriculture permits concerning the shipment
of both endangered and non-endangered species within the United States
or worldwide import or export. Permits
may show animal species, animal identification number, destination
of shipment, endangered/non-endangered status, etc.
D. Retention: five
years after date of expiration
[1.19.8.929 NMAC - Rp, 1 NMAC 3.2.94.900.929, 9/28/2001]
1.19.8.930 STUD
FILES
A. Program: zoo
records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the genealogy of endangered species. Records may
show species name, origin, parents, date of birth, siblings, etc.
D. Retention: until
disposition of animal
[1.19.8.930 NMAC - Rp, 1 NMAC 3.2.94.900.930, 9/28/2001]
1.19.8.931 BREEDING
LOAN FILES
A. Program: zoo
records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning animals loaned to other zoos or loaned to this zoo for
breeding purposes. Files may contain lists of animals loaned,
loan conditions, etc.
D. Retention: one
year after termination of loan
[1.19.8.931 NMAC - Rp, 1 NMAC 3.2.94.900.931, 9/28/2001]
1.19.8.932 ANNUAL
INVENTORY OF ANIMALS
A. Program: zoo
records
B. Maintenance
System: [municipal preference]
C. Description: inventory
of animals owned by or loaned to facility. Inventory may show births,
acquisition, death of animals on hand, gender of each animal, etc.
D. Retention: until
superseded by new information
[1.19.8.932 NMAC - Rp, 1 NMAC 3.2.94.900.932, 9/28/2001
1.19.8.933-940 [RESERVED]
1.19.8.941 BUS
ROUTE PLANNING FILE
A. Program: transportation
and transit records
B. Maintenance
System: [municipal preference]
C. Description: records
used to establish and modify the municipal transit route system. File
may include studies, maps, population surveys, schedule plans, route
schedules, etc.
D. Retention:
(1) Route
schedules and maps: until superseded
(2) All
other records: three years after close of calendar
year in which created
[1.19.8.941 NMAC - Rp, 1 NMAC 3.2.94.900.941, 9/28/2001]
1.19.8.942 CHARTER
BUS FILES
A. Program: transportation
and transit records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning charter rentals of transit system buses to private groups. Files
may include rental information, fiscal documentation, related correspondence,
etc.
D. Retention: three
years after close of fiscal year in which created
[1.19.8.942 NMAC - Rp, 1 NMAC 3.2.94.900.942, 9/28/2001]
1.19.8.943 DAILY
BUS PASSENGER REPORT
A. Program: transportation
and transit records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning all municipal buses, including airport shuttle buses
per route in the municipal transit system. Used to summarize
operational statistics for management review purposes. Report may
show name of operator, number of regular fares, senior citizen fares,
handicapped persons fares, etc.
D. Retention: three
years after close of fiscal year in which created
[1.19.8.943 NMAC - Rp, 1 NMAC 3.2.94.900.943, 9/28/2001]
1.19.8.944 BUS
DRIVERS DAILY CHECKLIST
A. Program: transportation
and transit records
B. Maintenance
System: [municipal preference]
C. Description: record
concerning the condition and appearance of municipal buses including
airport shuttle buses used to identify maintenance problems on vehicles.
D. Retention: three
years after close of fiscal year in which created
[1.19.8.944 NMAC - Rp, 1 NMAC 3.2.94.900.944, 9/28/2001]
1.19.8.945 TRANSIT
OPERATION SUMMARY REPORTS
A. Program: transportation
and transit records
B. Maintenance
System: [municipal preference]
C. Description: reports
documenting daily fares received. Reports may include monthly
reports documenting ridership, revenue, route information, fuel usage,
and other operational details.
D. Retention: three
years after close of fiscal year in which created
[1.19.8.945 NMAC - Rp, 1 NMAC 3.2.94.900.945, 9/28/2001]
1.19.8.946 TRAFFIC
SIGNALS INTERSECTION FILES
A. Program: transportation
and transit records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the acquisition and maintenance of municipal traffic signals. Files
may include product literature, traffic planning studies, traffic
controller drawings, intersection drawings, timing progressions,
turning count totals, etc.
D. Retention:
(1) Product
literature, drawings, and timing progressions: until
disposition of traffic controller unit
(2) All
other records: five years after date created
[1.19.8.946 NMAC - Rp, 1 NMAC 3.2.94.900.946, 9/28/2001]
1.19.8.947-950 [RESERVED]
1.19.8.951 AIRPORTS
AND AVIATION REGULATIONS
A. Program: airport
records
B. Maintenance
System: [municipal preference]
C. Description: municipal,
state, or federal regulations concerning the operation of the municipal
owned airport.
D. Retention: five
years after superseded or repealed
[1.19.8.951 NMAC - Rp, 1 NMAC 3.2.94.900.951, 9/28/2001]
1.19.8.952 AIRPLANE
FILES
A. Program: airport
records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning the history of municipal-owned or leased airplanes. Files
may include purchase or lease information, warranty documentation,
maintenance documentation, disposal information, etc.
D. Retention: three
years after disposition of airplane
[1.19.8.952 NMAC - Rp, 1 NMAC 3.2.94.900.952, 9/28/2001]
1.19.8.953 AIRPORT
CRASH RESCUE OPERATION FILES
A. Program: airport
records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning crash incidents and actions taken. Files may include
monthly activity reports documenting activities such as crash incidents,
responses, inspections, copies of reports submitted to FAA, FAA findings,
etc.
D. Retention: five
years after date of incident
[1.19.8.953 NMAC - Rp, 1 NMAC 3.2.94.900.953, 9/28/2001]
1.19.8.954 EMERGENCY
COMMUNICATION LOG
A. Program: airport
records
B. Maintenance
System: [municipal preference]
C. Description: listing
of all emergency calls responded to by airport emergency or security
services. Log may include information on ambulance,
police, and fire.
D. Retention: five
years after date created
[1.19.8.954 NMAC - Rp, 1 NMAC 3.2.94.900.954, 9/28/2001]
1.19.8.955 TRAFFIC
TICKET LOG
A. Program: airport
records
B. Maintenance
System: [municipal preference]
C. Description: listing
of all vehicles ticketed for traffic violations. Log may show
ticketed vehicle make, model, color, license plate number, and traffic
violation, drivers name, address, license number, etc.
D. Retention: five
years after date created
[1.19.8.955 NMAC - Rp, 1 NMAC 3.2.94.900.955, 9/28/2001]
1.19.8.956 AIRPORT
SAFETY OFFICERS FILES
A. Program: airport
records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning security of airport operation. File may contain
first aid reports, daily logs, incident reports,
photographs, safety officers court appearance documentation, etc.
D. Retention: five
years after date created
[1.19.8.956 NMAC - Rp, 1 NMAC 3.2.94.900.956, 9/28/2001]
1.19.8.957 SECURITY
GATE ENTRANCE APPLICATION AND CARD FILE
A. Program: airport
records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning applications for clearance badges allowing entrance to
operations area. File may contain application, applicant
background information, applicant photograph, investigative findings,
etc.
D. Retention: three
years after expiration security clearance
[1.19.8.957 NMAC - Rp, 1 NMAC 3.2.94.900.957, 9/28/2001]
[Note: information and documentation may be duplicated in
employee files.]
1.19.8.958 SCREENING
ACTIVITIES REPORT
A. Program: airport
records
B. Maintenance
System: [municipal preference]
C. Description: records
concerning airport screening activities. Copy of monthly report
submitted to FAA of all passengers boarded, detailing apprehensions
for CCW (Carrying Concealed Weapon).
D. Retention: six
months after date submitted to FAA
[1.19.8.958 NMAC - Rp, 1 NMAC 3.2.94.900.958, 9/28/2001]
1.19.8.959 AIRPORT
CONDITION AND INSPECTION REPORTS
A. Program: airport
records
B. Maintenance
System: [municipal preference]
C. Description: copies
of daily reports required by and submitted to FAA on light inspection,
airfield inspection, field condition (NOT-AM, Notice to Airmen Report),
etc.
D. Retention: six
months after date submitted to FAA
[1.19.8.959 NMAC - Rp, 1 NMAC 3.2.94.900.959, 9/28/2001]
HISTORY OF 1.19.8 NMAC:
1 NMAC 3.2.94.900, Local Records Retention And Disposition Schedules
For New Mexico Municipalities, 12-9-1996.
1 NMAC 3.2.94.900, Local Records Retention And Disposition Schedules
For New Mexico Municipalities, 11-30-1998.
History of Repealed Material:
1 NMAC 3.2.94.900, Local Records Retention And Disposition Schedules
For New Mexico Municipalities – Repealed 8-28-2001. | 
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