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) 476-7902 FAX (505) 476-7901 Web Site Address http:\\www.state.nm.us\cpr |
| January 1999 Access to and Preservation of New Mexico's Public Records Volume 4.0 |
In this issue:
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| NMHRAB Receives Grant
BY L. Elaine Olah,
The New Mexico Historical Records Advisory board has received two grants totaling $181,499 in federal funds over two years to implement it Strategic Plan (issued July 1998) and to initiate a re-grant program within the state. The proposal has three specific objectives. The first, to implement the Board's Strategic Plan; the second, to develop and conduct a training program to address the needs of repositories throughout the state; and the third, to initiate a statewide re-grant program to improve preservation of and access to historical records at repositories throughout the state. Based on repositories survey responses and feedback from participants at workgroup discussions, several areas were identified for training. Experts in each technical area will be sought to conduct in-depth workshops. One-to-two-day, detailed sessions are planned. A re-grant program to address specific concerns summarized in the Strategic Plan is proposed. New Mexico will match Federal funds to provide grants of $500-$8,500 to individual organizations for consultation and to address specifics identified during the strategic planning process. Repositories across the state seed guidance or resources to improve the environment of their records. Some of these areas noted include developing finding aides, implementing records management programs, developing collections policies, and using computers to help them become more productive. For more information, contact Elaine Olah at (505) 476-7902.
By Donald Padilla,
The mission of the State Records Center and Archives is to protect, preserve, and provide access to the public records of the State of New Mexico. Access to public records is one of the fundamental rights of the citizens of New Mexico. This right is provided by law under the Inspection of Public Records Act, Chapter 14 NMSA 1978. The purpose of the act is to declare that the public policy of the State of New Mexico is "that all persons are entitled to the greatest possible information regarding the affairs of government and the official acts of public officers and employees." Although protection, preservation, and access to public records may not be the primary mission of most state agencies, it should at the very least be the policy of every state agency. What are public records? The Inspection of Public Records Act clearly defines public records as "all documents, papers, letters, books, maps, tapes, photographs, recordings and other materials, regardless of physical form or characteristics, that are used, created, received, maintained or held by or on behalf of any public body and relate to public business, whether or not the records are required by law to be created or maintained." Does the Inspection of Public Records Act provide access to all records? No. Although the Act defines almost every piece of information that is created and/or maintained by government as a "public record," many records are protected or declared as confidential by law, state and federal. By law every person has the right to inspect any public records of this state except:
Confidential Materials Act, 14-3A-1 NMSA 1978 also provides confidential exceptions. The Act permits any library, college, university, museum or institution of the State or any of its political subdivisions to keep confidential materials of historical or educational value to which the donor or seller has imposed restriction on access for a specified period. Other provisions for the confidentiality of records can also be found in the law (e.g., sections 1-5-24 voter information, 2-3-13 service by legislative council service, 4-44-25 financial disclosures, 7-1-8 tax returns, 12-6-5 audit reports, 45-2-515 wills, 32-5-8 adoption records, etc.) The law provides for the confidentiality of various records. These records have not all been cited here. Occasionally only a portion of a record or a file may be confidential. A record or file may contain information that is protected or that is confidential by law. This does not make the entire record confidential. The record can be made accessible by redacting the confidential or protected information. A court case file could, for example, contain the names of minors. Those names would be protected as confidential under the Children’s Code. The file, however, could be made accessible by redacting the names of the minors contained. Access to public records is one of our most fundamental rights as citizens. State agencies or other public entities that deny that access for reasons other than confidentiality sited in State and/or Federal statute are in violation of the Inspection of Public Records Act, 14 NMSA 1978
New Mexico Historical Records Grant Program, Call For Proposals
The New Mexico Historical Records Advisory Board has received funds from the New Mexico Legislature and the National Historic Publications and Records Commission to fund its Historical Records Grant Programs for improving preservation and access for New Mexico’s historical records. Eligible entities include Governmental organizations (State, City and County records repositories including public universities), Native American repositories, Non-Profit Organizations, and qualified individuals consulting with one of the forgoing entities. Consultations that would improve preservation, management and access to historical records through assessment, provide training in archival methods and techniques or records management principles and techniques, or results in establishing and archival/records management program would be likely projects of this type. All worthy projects will be considered. A workshop will be conducted on January 11, 1999 at the following sites: Santa Fe Community College, New Mexico State University, New Mexico Highlands University and the University of New Mexico. To receive a copy of the guidelines and application, please write: New Mexico Commission of Public Records, 1205 Camino Carlos Rey, Santa Fe, New Mexico 87505, or call (505) 476-7902.
Genealogical Research on the Internet By Charles D. Martínez y
Vigil
This article will focus on a website that I utilize often with some wonderful information for those doing genealogical research involving colonial families of New Mexico. José Antonio Esquibel created and maintains his own site, "Beyond Origins of New Mexico Families." This site can be found at: http://pages.prodigy.net/indigo_blue/beyondorigins.htm This site is wonderful to use in tandem with Fray Angélico Chávez’ monumental piece of work, Origins of New Mexico Families. José takes information that he has found, as well as submissions which he gladly accepts (with credit to the submitter), and further develops the work begun by Chávez. Many family relationships are cleared up, and new information is added. All of the entries are included with their citations of origin. This is a bonus should you want to get a copy of the original document for yourself, or wanted to double-check the information. Also, knowing that research is never completed, José will gladly correct any discrepancies on his webpage, if the correct citation and information is given. In this manner, everyone benefits. Going beyond any genealogical origins, the webpage also has a lot of information about this regular visitor to the Archives. A working bibliography of his published works and the talks he has given, allows the viewer a visual representation of the expertise of one of New Mexico’s foremost genealogists. A Cuarto-Centennial feature of this site is a series of articles entitled, "The JewishConverso Ancestry of Don Juan de Oñate." Information is provided about Oñate’s ancestry back to the 1350’s, and sheds some illuminating light on this prominent figure of New Mexico’s history. This article was discontinued on his webpage in December to make room for "The Jewish Converso Ancestry of Doña Beatriz de Estrada, Wife of Don Francisco Vásquez de Coronado." And for those who may have questions, or want to stay abreast of the Northern New Mexico Genealogy Group which has just formed, José posts monthly updates about these new Saturday afternoon research sessions conducted at the Archives. Among José’s other projects discussed on his website, The Spanish Recolonization of New Mexico: An Account of the Families Recruited at Mexico City in 1693, is a joint project between José and John B. Colligan. José let me see a draft of this upcoming book, and I am very excited to see it in print. The latest word is that the Hispanic Genealogical Research Center will have this book in print in early-to-mid 1999. Volume one will deal with the recruitment, organization, and leaders of the expedition, as well as the muster rolls involved. There will be a chapter of information dedicated to the 3 Frenchmen, Jean L’Archivêque, Jacques Grollet and Pierre Munier, their roll in the La Salle Expedition, and the families they left. Volume 2 will cover the genealogical research undertaken by these two historians concerning the families of this expedition. Family lines will be taken back, in some cases for at least 5 generations. The family lines will also be taken forward to the early half of the nineteenth century. José let me see the chapter of volume 2 dealing with the Quintana family. I found this chapter very helpful in my own research. I will enviously be waiting for the final publication to be printed and available for research so that I can see what other families I can tie into. Kudos again to José Esquibel and John Colligan for their monumental work. Questions, comments, or suggestions for future articles should be forward to Charles D. Martínez y Vigil at: cmartine@rain.state.nm.us Happy Hunting!!!!!
Historical Society of New Mexico Annual Conference By Robert J.
Torrez,
As the current President of the Historical Society of New Mexico, I would like to remind all our patrons that the Society’s 1999 Annual Conference is scheduled to be held in Alamogordo, April 8-10, 1999. The call for papers for the conference has been issued but there is still plenty of time for anyone who may be interested presenting a paper at the conference to submit a proposal to me, care of the Historical Society of New Mexico, P. O. Box 1912, Santa Fe, New Mexico 87504. You do not need to be a member of the Society to participate. Proposals for single papers, full sessions and discussion panels are being accepted on any aspect of New Mexico’s prehistory, Spanish, Mexican, Territorial and statehood periods. Genealogy projects, family and local histories are always welcome. Individual papers should not exceed 20 minutes in length (approx. 10 typewritten pages). Sessions are seventy-five minutes in length and usually consist of papers or panels on related subjects. Proposals need not be long or technical. A one-page proposal which includes the name, address and phone number of the presenter, as well as a title and short description of the proposed subject is all that is needed. Contact Robert J. Torrez at 476-7955 if you have questions or need more information.
By Daphne Arnaiz DeLeon,
The Archives Division has accessioned county records from almost all of the present day New Mexico counties. These records primarily cover the Territorial period (1850-1912) of New Mexico history. The majority of the county records dated after 1912 still reside in the individual county offices. In preparation for an anticipated grant in 1999 to encode and publish the Archive’s finding aids on the web, a project has begun to re-house county records and to reformat their respective finding aids. It was discovered that the Eddy County Records contained approximately 5 linear feet of unprocessed materials. These materials have been processed and added to the existing Eddy County Records finding aid. These records are rich in their portrayal of county government actions in the early part of the twentieth century. They also provide another documentary avenue of research for the patron in search of the records of an individual’s life. Records include: County Clerk: Appointments and Oaths: Deputy
Sheriffs(1887-1942, 1949-1953) Deputy Treasurer/Collector (1920-1953) Deputy Asst. District Attorney (1921-1939) Deputy Assessor (1921-1941 Deputy Surveyor (1959-1965) Applications for Wild Animal Bounties (1891-1925) County Commissioners: Bridge and Road Construction Records (1896-1917) Bridge and Road Construction Blueprints (1911-1916) County Treasurer/Collector: Financial Records (warrants redeemed, checks, etc.) (1891-1913) County Schools: Statement of School Monies, County Tax, Enumeration (1891-1893)
Microphotography Equipment Available By James Clokey,
The Microphotography Bureau of State Records Center & Archives (SRCA) has completed its annual inventory per 1 NMAC 3.60. This is an inventory of all microphotography equipment including imaging (optical, CD-ROM, etc.) owned or leased by state agencies. This inventory allows SRCA to transfer microphotography equipment from a state agency which does not use it, to a state agency needing such equipment. The following equipment is available for transfer to any state/local government entity, district courts, or NM public schools:
For more information, contact James Clokey at the State Records Center & Archives Micrographics Bureau 476-7930.
By Al Regensberg,
In the November 30th issue of the New Mexico Register, the largest group of rule filings impacted NMAC Title 15 pertaining to gambling. In the final issue of 1998, the largest cluster of filings will impact Title 6 pertaining to education in "non-public" schools. The Gaming Control Board (GBC) has established new rules to administer the Gaming Control Act. As well as establishing standards and requirements for the licensing of casinos and other gaming businesses, the new GBC rules clarify the role of the board to regulate through the administrative law process and handle confidential information created by the process. Two mandatory but perhaps contradicting elements of this NMAC rule are the requirements for both a marketing advertising plan and a compulsive gambling assistance plan. 15 NMAC 1.5.14 also requires gambling businesses to submit a "business plan" including descriptions of the type and number of gaming machines, accounting control procedures, bank accounts, security staffing, and methods for prize payouts. Machines are also to be tested periodically.
New Mexico Historical Records Advisory Board Members By, Paula Varela
Ms. Tessie Naranjo, from Española, New Mexico has been appointed by Governor Johnson to serve on the New Mexico Historical Records Advisory Board. Ms. Naranjo currently works for the Institute of American Indian Arts Museum. Her term on the board will expire on September 26, 2000. Michael Miller, from Santa Cruz, New Mexico was re-appointed by Governors Johnson to continue serving on the New Mexico Historical Records Advisory Board. Mr. Miller is a writer and Historian, and has recently retired from the New Mexico Hispanic Cultural Center. His term will expire on September 26, 2000.
NM State Records Center & Archives Records Management Division,
The Records Management Division, Agency Analysis Bureau staff, kept quite busy during August, September and October, working diligently in the development, modification, and reformatting of eighteen Records Retention and Disposition Schedules for presentation to the Commission of Public Records at the November 24, 1998 meeting. New schedules undergo rigid scrutiny by an Internal Review Committee comprised of the State Records Administrator, Deputy State Records Administrator, Chief Archivist, and the Director of the Records Management Division before presentation to the Commission. New schedules presented and approved by the Commission:
A modification to the Department of Labor schedule, 1 NMAC 3.2.93.631, was also approved by the Commission. A total of twelve Records Retention and Disposition schedules were reformatted to meet New Mexico Administrative Code (NMAC) standards. This brings the Records Management Division into 100% compliance with the State Rules Division NMAC rule filing requirements. These new, amended and reformatted schedules were filed with the State Rules Division, and will become effective on or before January 1, 1999. Unlike state government agencies, the New Mexico Municipalities schedule must be adopted by resolution of each City Council in the state before it becomes effective for that particular municipality. The Records Retention and Disposition Schedule for municipalities will be made available through the New Mexico Municipal League at (505) 982-5573 or in-state toll free 1-800-432-2036. All rules can be accessed through the Internet at www.michie.com, and for any additional information, call (505) 476-7903.
Calvin C. Hines Collection Donated By Shan Sutton,
In October the Archives Division accepted a collection donated by Calvin W. Hines, a history professor at Stephen F. Austin University in Nacogdoches, Texas. The collection consists of Hines’s 1961 master’s thesis entitled "The Mexican Punitive Expedition of 1916," typescripts of several articles referenced in his thesis, photographs from the National Archives of airplanes used in the Punitive Expedition, and other materials collected by Hines concerning the U.S. military. The Punitive Expedition was conducted by American military forces in response to Pancho Villa’s raid on Columbus, New Mexico in 1916. Items collected by Hines include a 1961 letter signed by General Douglas MacArthur, and a pencil drawing of the battleship "New Mexico".
By Melissa T. Salazar,
Perhaps the most fascinating collection housed at the State Records Center and Archives (SRCA) is the Spanish Archives of New Mexico, Series I. The collection is housed and maintained by SRCA, however it belongs to the National Archives and Records Administration (NARA) and is known as the Land Records of New Mexico Record Group 49, Bureau of Land Management. Remarkably, the collection contains some of the oldest documents in the National Archives, including the last will and testament of Don Diego de Vargas. In 1972, the Commission of Public Records became part of the NARAs Affiliated Archives Program. The State Records Center & Archives maintains physical custody of the collection while NARA retains its legal custody. The SRCA is now one of seven affiliates throughout the United States. To maintain its affiliate status, the SRCA must comply with Federal laws and NARA regulations and standards. Each year, SRCA undergoes an inspection by an NARA representative. In 1982, the SRCA received permission to re-microfilm The Land Records of New Mexico. The project was completed in 1986. Historians, genealogists, attorneys, and academic scholars can view these documents on 66 rolls of microfilm. The microfilm project also resulted in the publication of a detailed guide to the collection. This Calendar to the Microfilm Edition of the Land Records of New Mexico: Spanish Archives of New Mexico, Series I, Surveyor General Records, and the Records of the Court of Private Land Claims lists each document chronologically, describes its contents, and lists the roll number, frame number, and Twitchell number. Calendars and individual microfilm rolls may be purchased from the SRCA. Calendars are $10.00 and individual microfilm rolls are $16.00 each. To order, interested parties may write the State Records Center and Archives at 1205 Camino Carlos Rey, Santa Fe, NM 87505 or call (505) 476-7908.
The Archives and Historical Services Division is looking for volunteers to assist with various duties, such as: re-housing collections, assisting genealogists, inputting data, and staffing the information desk. Please call Charles Martinez at (505) 476-7908 for more information.
Friends of the NM State Archives By Sandra Jaramillo,
Eddie Jaramillo, Family Historian, has formed a "Friends of the New Mexico State Archives" group. The purpose of this group is to raise funds for the acquisition and preservation of historical documents at the New Mexico State Records Center and Archives, and to support educational programs. Thousands of items in the State Archives collection of books and manuscripts are suffering the ravages of time and constant use. Contributions to the Friends group will be an important source of revenue for the equipping of the conservation lab. Contributions will also augment the research materials for patrons, by supporting the purchase of the Archdiocese of Durango Microfilm Collection, a significant group of Spanish Colonial Eccleastical documents. Educational programs, such as workshops for teachers on using historical documents in the classroom will also be supported by these funds. The New Mexico State Records Center & Archives has now made its move into our new facility. Please consider how you might support the Archives in their efforts to expand services through a contribution to the "Friends of the New Mexico State Archives". I would like to help by becoming a Friend of the Archives: Name____________________________ Address__________________________ _________________________________ City_________State______Zip________ Phone No.________________________ Donation $________________________
Commission of Public Records Members
Thomas Livesay, Chair Domingo Martinez Thaddeus Bejnar, Law Librarian Rebecca Vigil-Giron, Ted Guambaña, Patricia Madrid, Dr. Stanley Hordes,
Any questions or comments may be directed to L. Elaine Olah, State Records Administrator, (505)476-7902. If you would like to receive a copy of our newsletter, contact Paula Varela at (505)476-7902, by e-mail at pvarela@rain.state.nm.us, or by mail at:NM State Records Center, 1205 Camino Carlos Rey, Santa Fe, NM 87505.
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