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Conservation of Rule Documents

Conservation of Rule Documents. Sandra Jaramillo, C.A. State Records Administrator New Mexico Commission of Public Records – State Records Center and Archives. State Records Center & Archives. Records Management. Archives. Research. Significance of Rules.

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Conservation of Rule Documents

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  1. Conservation of Rule Documents Sandra Jaramillo, C.A. State Records Administrator New Mexico Commission of Public Records – State Records Center and Archives

  2. State Records Center & Archives

  3. Records Management

  4. Archives

  5. Research

  6. Significance of Rules As a collection of records, administrative laws are important: • Information value • Trustworthiness

  7. Record Trustworthiness Two qualitative measurements: • Reliability – a record is capable of standing for the facts to which it attests • Authenticity – a record is what it claims to be

  8. Trustworthiness Ensured With records created through administrative activity (such as rules ), trustworthiness is ensured by procedural control and record keeping practices.

  9. Public Administration • Administrative law is the legal framework in which public administration is carried out • Rules regulate the organization, powers, duties, and functions of public authorities

  10. Rules as Historical Record Rules serve as: • A window to the past • A representative record of society at a particular point in time

  11. Evidential Value • Rules contain evidence of the functions and activities of government agencies over time.

  12. New Mexico Government • 1598-1821 - Spanish Colonial • 1821-1846 – Mexican Republic • 1847-1911 - U.S. Territory • 1912 – present - State

  13. 1693 Bando (decree) Proclaiming departures for New Mexico

  14. 1695 Bando (decree) Prohibiting the barter of arms to the Pueblo Indians

  15. Research based on Spanish Government and Catholic Church Administrative Documents

  16. Codices of Laws for use in the New World Published in 1681

  17. Legal handbook for use by Court Clerks and Notaries Published in 1787

  18. Provided local magistrates fundamental information on judicial procedure

  19. Research for book based on • Recopilacion • Instruccion • Las Siete Partidas

  20. Laws and Treaties Compilation of treaties, laws and executive orders relating to Indian Affairs, published in 1904

  21. Bibliographic Compilation • Publications • Procedure manuals • Rules • 1954

  22. Kearny Code

  23. Uniform Building Code for the State of New Mexico 1945

  24. Law Regulating Aircraft Common Carriers with the State of New Mexico 1952

  25. Instructions for Conducting Referenda and Elections 1969

  26. On-line Catalog

  27. 1997

  28. Microfilm Vault

  29. Archival Vendors • Use only reputable archival vendors • Such as: • Hollinger • University Products • Metal Edge • Light Impressions • and others

  30. Holdings Maintenance • Remove rubber bands & paper clips • Unroll and unfold documents • Place in appropriate archival container

  31. Archival Preservation Implementation of procedures and processes that prevent or slow down the deterioration of archival material and prolong the life of documents.

  32. Rate of deterioration depends on environment in which materials are stored. • Temperature • Humidity • Air quality • Light • Biological agents

  33. Acidity or alkalinity is measured on the pH scale.

  34. Stable Environment • Temperature - 65˚F + 5˚ F. • Humidity - 47% + 2%

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