Quipu
A knotted cord used by the Pueblo Indians to record and transmit information during the Pueblo Revolt of 1680
| A NEWSLETTER PUBLISHED
BY THE NEW MEXICO STATE RECORDS CENTER AND ARCHIVES 1205 Camino Carlos Rey, Santa Fe, New Mexico 87505 (505) 476-7900 FAX (505) 476-7901 |
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January 2001
Volume
6.0
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In this issue:
CONTRIBUTING WRITERS Patricia Pacheco, serves as Bureau Chief for the
Micrographics Bureau, which is part of the Records Management Division.
She has served in that capacity for a year and a half. Paula Flores, is the Administrative Assistant for the agency and the New Mexico Historical Records Advisory Board. She has been with the agency for three years. Paula is also a contributing writer for the Santa Fe New Mexican, and serves as the editor of the Quipu. Melissa Salazar, is an Archivist within the Archives and Historical Services Division. She has been with the agency for four years, two of which have been with the Archives and Historical Services Division. Felicia Lujan, is a Records Management Analyst within the Records Management Division. She is also a contributing writer to Round the Round House and the Santa Fe New Mexican. She will complete two years with the agency in March of 2001. Elaine Olah, serves as the State Records Administrator, and Chair of the New Mexico Historical Records Advisory Board. She has served in both capacities for six years. |
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STATE MICROPHOTOGRAPHY
By Patricia Pacheco
The New Mexico microphotography standards have recently undergone some substantial changes. These standards impact and apply to all state agencies, institutions of higher education, and district courts that utilize any type of microphotography system to transfer and store their public records to another type of media, whether it be film, tape, disk, or other information storage technique. In order to comply with the new, New Mexico Administrative Code (NMAC) requirements, the State microphotography standards, 1 NMAC 3.2.60.1 were renumbered and reformatted. The new microphotography standards 1.14.2 NMAC become effective December 29, 2000 and will be available on our website (www.state.nm.us/cpr) soon thereafter. In addition to the renumbering and reformatting, clarification and additional language was added regarding microphotography system approval and plan requirements; microfilm standards; computer output microfilm (COM) standards; and imaging standards. The portion of the standards on microphotography system approval was rewritten to clarify that the State Records Administrator must approve or disapprove, in writing, all microphotography systems. A microphotography plan addressing the criteria outlined in the standards must be submitted along with the request for system approval. Without the submission of a microphotography plan and the written approval of the Administrator, any microphotography system utilized is unauthorized. Such systems, when discovered , shall be reviewed and brought into compliance. In addition to the plan and approval requirements, language was added to this section that requires that the system be approved before any paper records are destroyed and establishes an approval period of five years for each microphotography system plan. Should any modifications are made to an approved plan, the entity must submit a request for approval of the modifications. Otherwise, each plan must be renewed every five years. Changes made to the standard for microfilm include the addition of a sub-section that pertains to indexing. The sub-section requires agencies to maintain an index for the purpose of tracking all microphotography records. The index must identify individual records by relevant use and criteria. The standard also requires that agencies address user interface issues when selecting indexing retrieval software. A new section outlining microfilm system plan requirements was added after the standard for microfilm. Under the standard for computer output microfilm (COM), six new sub-sections were added. These subsections were added to make the standard consistent with the standard for microfilm in areas pertaining to the submission of master negative COM for inspection and off-site storage; alternate inspection services; inspection of duplicates (working copies) by the agency; disposition of originals; labeling; and indexing. Substantial changes have been made to the imaging standards that will now allow imaging to be an acceptable media for records with a retention period of ten years or greater. Under the previous standards, if an agency utilized or wished to utilize an imaging system for records with a retention period of ten years or greater, they were not allowed to destroy the paper records. This caused agencies to maintain their imaging system and continue to store the paper records. New provisions specifically address imaging system management and imaging system plan requirements. The standards are intended to maintain the integrity of the original record and to ensure that the image produced is an adequate substitute for the original record. The purpose of all the modifications made to the microphotography standards was to update the standards. As certain as technologies change, so will the microphotography standards relating to those standards. The new microphotography standards will be available on our website in the new calendar year. Additional information on the Microphotography Bureau of the State Records Center and Archives is also available on this website in the Records Management section on the home page.
CIPRIANO ROUGEMONT By Paula Flores
In November of 1964, Cipriano Rougemont embarked on a career with the New Mexico Department of Corrections. Little did he know that his "Millennium memory" would be his very own retirement. "I have worked for the State Records Center and Archives for a total of 13 years", stated Rougemont. "I have also worked for the Department of Corrections as a Correctional Officer, and the New Mexico State Library, as a typist and producer of the Hitchhiker (the Library's newsletter)", stated Cipriano Rougemont, Administrative Secretary for the Archives and Historical Services Division of the New Mexico Commission of Public Records - State Records Center and Archives. "I love re-housing collections at the SRCA, because there's a lot of interesting information within them", stated Rougemont. His presence in the Archives is welcoming to all that enter. "I do a little of everything", stated Rougemont when asked to describe his daily routine. "One moment I may be assisting a patron with their genealogy research, and the next, I may be asked to fix a problem with a microfilm reader." "The majority of my career has been rehousing the governor's papers - right now, I'm finishing the Miguel A. Otero papers", stated Rougemont proudly. "He was governor during the Territorial Period," he added. Come December 15, 2000, Rougemont will say goodbye not only to the State Records Center and Archives, but also to State Government. He has spent many years in the realm of New Mexico State Government, and has decided that it is time to retire. Though his time has come, and everyone is very pleased for him, the staff of the SRCA is sad to see him go. "Working with Cippers has been a wonderful experience. His light-hearted and friendly manner has always made co-workers and patrons feel welcome and appreciated. One just can't say enough about a gentleman who is always ready to lend a helping hand. His dedication to his job is to be admired and respected. He has been a tremendous asset to the Division and the Agency. While we're very happy fir Cip, we're sorry to see him go. We wish him the best of luck in the free world." - Melissa Salazar, Archivist, New Mexico State Records Center and Archives. "I have known 'Don Cippy' for about four years and am going to miss his wife's homemade bread. Not to say that I won't miss 'Don Cippy’, but his wife's bread is the key element of what he is all about - humble, kind, soft, caring, and loveable." - Jose Villegas, Archivist, New Mexico State Records Center and Archives.
WANTED DEAD OR ALIVE! By Melissa T. Salazar
Despite his death in 1881, William H. Bonney, alias Billy the Kid, refuses to take his place amongst the daisies. Instead, the Kid is kept alive by the hundreds of researchers all around the world who are fascinated with this 19th century character. While numerous books, articles, and movies have been written and released, Billy the Kid scholars continue to search for new information on this well-known American outlaw. As a result, the Archives and Historical Services Division is at times inundated with correspondence, e-mails, faxes, and telephone calls, all requesting information on Billy the Kid. In response to this demand, a pathfinder is being created which lists many of the records we have on Billy the Kid. A packet, including the most requested items, is also being prepared and will be available by May 2001. The following is a list of some of the Billy the Kid records housed by the State Records Center and Archives: • Territory of New
Mexico vs. William Bonney, alias “Kid”, • Reward for
the arrest of Billy the Kid, December 3, 1880. • Lew Wallace
authorization of $500 reward for the capture • Death warrant
for Billy the Kid, Lincoln County, April 30, 1881. • Copies of
death warrant, Sheriff’s certificate of Billy the Kid’s • Attorney
General’s opinion regarding the reward payment due • Sheriff’s
request for payment for transporting Billy the Kid from • Letter from
Governor Sheldon to Legislature approving the • Doña Ana County Criminal Docket. Pages 226-227. • Secondary
material is located in History File Folder No. 20. To obtain copies of these documents you may contact the Archives and Historical Services Division at (505) 476-7908. And just to dispel any rumors, while Billy’s memory may haunt these archives, his bones are certainly not housed in any of the boxes. I've looked.
STATE HISTORIAN RETIRES By Felicia Lujan
Robert J. Torrez, New Mexico State Historian retired on December 22, 2000, from the New Mexico State Records Center and Archives. Mr. Torrez has worked for the State Records Center and Archives (SRCA) since July of 1987, and has been the State Historian for 13 and a half years. Torrez was born and raised in the northern New Mexico village of Los Ojos, and graduated from Tierra Amarilla High School in 1966. Torrez and his seven brothers and sisters were raised by their parents Jose and Ascencion Torrez. Three of his siblings now reside from Alaska and California, "only three of them have been lucky enough to still live in or near Los Ojos," said Torrez. He is married to Juanita Trujillo, whom he met when they were freshmen in high school. They have been married for nearly 33 years, and have two children, who live in Albuquerque. Their daughter Angelique is married and has given Torrez three grandchildren. Angelique is Director of the St. Joseph's Hospital, Natural Family Planning Program. His son Juan Andres works part-time in an orthopedic office and is attending the University of New Mexico. Torrez kept his New Mexico roots by attending Highlands University in Las Vegas. He received a BA in Political Science in 1970, and an MA in History and Political Science in 1973. The State Historian also completed most of his required course work for a Ph.D. in History at the University of New Mexico. His cultural, educational background made way for his knowledge of New Mexico's diverse history. "My greatest experience in state government has been the opportunity to be the State Historian. It is the type of job any historian dreams of having, and it is an extraordinary opportunity to conduct research, publish, and learn about New Mexico and its cultural resources. The proximity and access I have had to our archives during the past thirteen years has been an endless source of fascination," says Torrez. Prior to working for SRCA, Torrez was a program manager with the NM Division of Vocational Rehabilitation, in Albuquerque. During this time Torrez also worked as a Counselor, and a Vocational Development Specialist with that agency. From 1979, through 1982, he was Administrative Assistant to the NM State Treasurer, and worked for the United States Bureau of Reclamation's YACC program. During the last decade, Torrez has taught short-term courses in New Mexico History through State Personnel and SRCA. While he has been State Historian, Torrez has promoted NM History through extensive programs of public outreach. This effort included history and genealogy classes, as well as presentations at local schools, historical conferences and service organizations. In his monthly news column, "Voices from the Past," from Round the Roundhouse, State Employees Newspaper, Torrez has raised public awareness in New Mexico's unique history. Each month, the column provided readers with a special, historical vignette from the archives. In addition to the NM history classes offered around the state to employees and the public, Torrez has also participated in several Elderhostel programs during the past few years. "If I have left a legacy, I hope it has been that the public is more aware than it has ever been of the treasure trove of information it has in its documentary collections. I also hope that I have encouraged students and the general public to utilize these resources to learn more about, and appreciate their individual heritages," said Torrez. In continuing his outreach, he has taught a popular overview of New Mexico history at Ghost Ranch, and has participated in numerous genealogy course workshops throughout the state. "I really have a special place in my heart for Michael Miller, who was the SRCA Administrator who hired me in 1987," said Torrez, "I think his choice surprised a lot of people, and fortunately, it appears he chose well." Torrez feels that Michael Miller's successors; Mary Granito and Elaine Olah have also sustained confidence in his ability. Still he believes that his recent success can be attributed to the leadership of his boss, Sandra Jaramillo, Director of the Archives and Historical Services Division of SRCA. "Robert has been extremely successful in his tenure as State Historian. He has actively enhanced the public's knowledge of New Mexico History and promoted the resources of the State Records Center and Archives. I congratulate him on his success as State Historian, and wish him well on his retirement," said Sandra Jaramillo, Archives Division Director. "Sandra has worked very hard to enable the State Historian to develop into a position that emphasizes public service and promotion of our archival resources," said Torrez, "I have deeply appreciated her support, encouragement and friendship. I also feel it is important to recognize how much I learned from former colleagues such as Richard Salazar and Alvin Regensberg." In retirement, Torrez anticipates sleeping late with no daily commute from Albuquerque, and having time to work on several research and publication projects that he has been unable to complete. He also looks forward to spending more time with his family. In closing, Torrez says "I can't leave the position of State Historian without noting that it has been my privilege, and honor to serve the people of New Mexico in that capacity. I hope that in retrospect, I did my job, not merely well, but in a manner that brought honor and respect to the position I held, the institution I represented, and the many persons whose collective lives constitute the history of our state."
NMHRAB RECEIVED ADMINISTRATIVE
The National Historical Publications and Records Commission (NHPRC) notified the New Mexico Historical Records Advisory Board (NMHRAB) that it has been awarded a small grant of $14,800 to sustain the efforts of the board for the next two years. The grant enables the board to fund staff support and travel expenses for meetings of the Board in carrying out the its strategic plan, Capturing 400 Years of Recorded History. During the coming year, the Board plans three meetings. The first meeting, in March, is devoted to review of the 2001 Work Plan and awarding the New Mexico Historical Records Grants. At the second meeting to be held in July, the board will review any New Mexico grant proposal to the NHPRC against its June 1 deadline, review progress on its 2001 work plan, review progress of New Mexico Historical Records Grants previously awarded, and participate in board training. The third meeting of the year, in November will be include the same topics as the July meeting, except that the proposals reviewed will have been submitted against NHPRC’s October 1 deadline. All meetings of the Board are open to the public. Notice of the planned meetings will be published in the newspaper and on this web site New Mexico Historical Records Advisory Board.
• January
25 – 26, 2001 BASIC RECORDS MANAGEMENT – Albuquerque/Bernalillo
County Special Collections Library, • February 19, 2001 NEW MEXICO MICROPHOTOGRAPHY PROJECT PLANNING – Socorro Municipal Building, Socorro, NM - $25.00 • March
5, 2001 APPRAISAL OF RECORDS – Luna Vocational Technical
• March
30, 2001 ARRANGEMENT AND DESCRIPTION – NM Library,
• April
23 – 24, 2001 BASIC ELECTRONIC RECORDS MANAGEMENT
– • May
14, 2001 DIGITIZING PHOTO COLLECTIONS – NM Library,
Archives, • June
11 – 12, 2001 DISASTER PREPAREDNESS – Sagebrush Inn
, Purchase orders will be accepted for registration fees, otherwise, please send in registration fees by check or money order payable to Commission of Public Records. Mail purchase orders or payments to Commission of Public Records, 1205 Camino Carlos Rey, Santa Fe, NM 87505. For more information about this and other programs offered by the Commission of Public Records and the New Mexico Historical Records Advisory Board, or to register on-line, visit our web site at www.state.nm.us/CPR Please contact Paula Flores by e-mail at pflores@rain.state.nm.us or by phone at (505) 476-7902 if you need any assistance.
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