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 |
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| July 1999 Access to and Preservation of New Mexico's Public Records Volume 4.3 | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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| ARCHIVES
IMAGING PROJECT
By Daphne S.O. Arnaiz-DeLeon
Since the summer of 1998 the Archives and Historical Services Division has been working on the Photograph Imaging Project. This project was designed to index and re-house 90,000 photographic images; digitize select photographic images; and provide access via computers to these digital files. Digitization enhances both preservation of photographic materials (by allowing the patron to view the digital file versus the original) and access to photographic materials (by creating an item-level dynamic database that will allow more than one subject term to be assigned to each image). Because of the considerable number of photographic images (90,000) involved in this project, discrete collections, one at a time, will be indexed, re-housed, and surveyed to determine which photographic images will be digitized. The Department of Tourism Photograph Collection (3,000 photographic images) has been selected as the first collection to be digitized. An initial appropriation of funds was committed to this project in FY 1999. That money has been used to purchase some of the technological equipment required for implementation of the project. The Commission of Public Records sought another appropriation for FY 2000; however, the Governor vetoed the bill containing the appropriation. As a result the production of archival-quality digital files of select photographic images will be delayed until sometime in the future. Meanwhile, archival staff has been re-housing and creating a preliminary design for the index database since the summer of 1998. The index database will include subject terms that will allow a patron to conduct name (personal and corporate), location, and date searches. Archival staff hopes to have the entire Department of Tourism Photograph Collection indexed and re-housed by the end of 1999. 
This image (#8770) is from the Karl J. Belser Photograph Collection and was taken at Frijoles Canyon ( presently part of Bandelier National Monument). Karl J. Belser was involved with the School of American Research, and in the summer of 1924, he and a fellow colleague conducted an architectural survey of Santa Fe. The photographic images in this collection were taken as a record of his stay in Santa Fe. Belser also kept a diary of his stay in Santa Fe entitled, "A Six Week Trip to Santa Fe, New Mexico, 1924." This diary is housed in the New Mexico Letters and Diaries Collection (folder 47).NMHRAB PROJECT FUNDED BY NHPRC By JoAnne Jager
The New Mexico Historical Records Advisory Board (NMHRAB) continues implementation of its strategic plan. The intent of the plan is to build awareness of the importance of preserving historical records, establish a means of enabling the preservation and usage of the records, and stimulate interest in scholarship and stewardship of them. With a two-year federal grant from the National Historic Publications and Records Commission (NHPRC), NMHRAB has established a training program of workshops throughout the state, as well as a re-grant program to provide incentive funds to local and regional records repositories. As reported in the April issue of Quipu, the first round of re-grants has been awarded, distributing $74,237 among 16 applicants from around the state. When matching funds from the applicants are added, the total committed equals $187,141. Most of the 16 projects were officially underway April 1, and many will be making initial progress reports late this summer. The next call for proposals will be issued November 1, 1999, with a submittal deadline of February 1, 2000. An aggressive schedule of training workshops has been planned by the NMHRAB, and is enhanced by a series sponsored by New Mexico Preservation Alliance through a re-grant received for that purpose. The first two workshops, Basic Records Management in March and Preserving New Mexico’s Historical Record in May, were well attended. Registration is being taken now for the August session on Appraisal of Archival Collections to be held in Ruidoso, the September sessions on Basic Records Management (Las Vegas) and Preserving New Mexico’s Historical Record (Las Cruces), and the November one on Arrangement and Description of Collections (Santa Fe). Prospective applicants for re-grants are encouraged to take advantage of the opportunity to prepare their repository staff for up-graded records management and preservation systems. Most of the workshops last two days. Please call the NM State Records Center and Archives at 505-476-7902 to register. Most recently, a Grants Administrator, Jo Anne Jager, was hired to monitor the re-grant program and to assist the NMHRAB in implementing its strategic plan. Ms. Jager will assist grant applicants in obtaining application packets and understanding the guidelines and funding procedures. Workshops especially for first-time grant writers will be given in the fall, from September through November. Please contact Jo Anne at 505-476-7936 for more information.
COMMISSION OF PUBLIC RECORDS’ By Elaine Olah
The executive staff of the Commission of Public Records completed its strategic planning process and presented its draft strategic plan to the Commission at its regular meeting on June 15, 1999. Public comment will be solicited from June 15 through July 30, 1999, starting with staff (June 15 through July 9, 1999) and progressing to customers and interested parties (July 9 through July 30, 1999). During FY 1999, the executive staff assessed the external environment to determine what issues faced each functional area and to identify the resources available to address them. Whether the area was records and information management, archival management, rule-filing, or NM history, the results indicated a lack of awareness or knowledge of the principles governing these practices. As expected, few resources were identified for addressing these issues. Once the assessments were completed and the critical issues identified, actual plan development began. First, the mission was revisited. As the driving force of the plan, the mission must reflect the obligations and strategic direction of the Commission. With the added focus of the information society, and recognizing the role that public records play, the mission of the Commission of Public Records was revised as follows: The essence of democracy requires a fully documented and accessible public record. Therefore, the Commission of Public Records is committed to the documentation of the rights and history of the people of New Mexico. It manages the life cycle of public records by establishing standards that preserve, protect, provide access to, and promote the use of those records. Next, strategic areas were identified. There are five strategic areas within the plan as presented to the Commission. They are: Records and Information Management, Archival Management, NM History, Regulatory Material, and Management. For these areas strategic initiatives were sought that would enhance the agency’s ability to provide the services mandated by the Inspection of Public Records Act, the Public Records Act, and the State Rules Act. The six major initiatives included in the plan, in order of priority, are: · to increase knowledge of Records, Information
and Archival Management (RIAM) practices; Specific strategies for attaining these initiatives were identified, and annual action plans for the implementation of those strategies defined. Anyone interested in receiving and commenting on the plan is encouraged to contact Elaine Olah by e-mail at eolah@rain.state.nm.us, by phone at (505) 476-7902, or by fax at (505) 476-7901.
STATUS OF REFORMATTING PRE-NMAC RULES Al Regensberg As of June 1, 1999, the total number of current rules and regulations in New Mexico is 3,111. Of these, 2,185 have been converted to the electronic style and format of the New Mexico Administrative Code (NMAC). The project is 70.2% complete, and 926 rules remain to be reformatted before the final deadline of June 30, 2000. Fifty-three agencies still have rules to reformat, and 22 of these have three rules or less remaining. Thirty-two agencies have ten or less remaining. Most of these agencies will probably eventually repeal these rules, either entirely or partially. The Rules Division continues to help agencies convert their old rules. Once an agency has finished reformatting its rules, a complete electronic version is then available in NMAC. Users can access these reformatted rules through the Internet site www.michie.com. For example, the Office of Cultural Affairs reformatted a total of 84 rules, and 83 are found within Title 4, Chapters 4, 5, and 10. One rule relating to the certification of librarians is at 16 NMAC 46.2. The Game and Fish Department reformatted 35 rules, and all are found in Title 19 between Chapters 30 through 36. The State Personnel Board has 13 rules, all found in Title 1, Chapter 7. The Middle Rio Grande Conservancy District has seven rules, all found in Title 21, Chapter 7, Parts 1 through 7. The Gaming Control Board - being a new agency - had no pre-NMAC rules, but its complete set of 22 rules may be found in Title 15, Chapter 1. Any questions concerning reformatting of pre-NMAC rules should be directed to the Rules Division. The main telephone number is 476-7907 or the director may be reached at 476-7941. Specific reports or examples of reformatting can be generated for each agency.
Jo Anne Jager
The New Mexico Historical Records Advisory Board (NMHRAB) is conducting a search for qualified archivists and records managers available to do consulting work with historical records repositories during the period April 1, 2000 through March 30, 2001. The NMHRAB intends to compile a list of qualified consultants for publication. The purpose of the list will be to provide potential applicants for NMHRAB grants with an available pool of professional archivists and records managers who might render consultant services for grant projects. Not appearing on the list will not preclude a consultant from being hired to work on a project or from being included in a project proposal. However, NMHRAB’s acquaintance with consultants’ qualifications will facilitate the evaluation of proposals received. The deadline for submitting a request to be included on the list is August 31, 1999. The call for re-grant proposals will be issued on November 1, 1999, and the list will be available to potential applicants. To be listed, individuals must have the following minimum qualifications: A Bachelor’s degree from an accredited university with a major in History, Anthropology, or Political Science, or a Master’s degree in Library Science with an emphasis in Archival Management or relevant training in Special Collections Management. Education must be supplemented by at least five years’ experience applying accepted principles of sound archival practice (describe type of activities performed). Certified Archivist designation is desirable. At least three professional references must be provided. or A Bachelor’s degree from an accredited university in any subject area supplemented with at least five years’ experience (describe type of activities performed) applying accepted principles of sound records management. Additional records management experience can substitute for the degree – two years per year of college. Certified Records Manager designation is desirable. Provide at least three professional references. The following organizations are sources of information on qualifications and credentials:
NM ASSOCIATION OF COUNTIES 1999 CONFERENCE Donald Padilla
The New Mexico Association of Counties held it’s 1999 conference during the week of June 7. During the conference, the Commission of Public Records was given the opportunity of making a presentation on records and information management for the Clerks’ affiliate of the Association. The presentation began with a general introduction to records and information management. The County Clerks were informed that records and information management deals with the management and control of their county records and information from the time of conception (or filing) to the time of disposition. The statutory obligation of the Clerks under §14-3-18 NMSA 1978, which requires county officials to submit a notification to the State Records Administrator of any upcoming destruction of county records sixty (60) days prior to date of the proposed destruction, was also explained. While conducting research for the presentation, Commission staff found that: 18 County Clerk offices last submitted notices of destruction during the 1990s; seven County Clerk offices last submitted notices of destruction in the late 1980s; and the remaining County Clerk offices last submitted notices of destruction in the 1970s. This indicates one of two things. County Clerks are not destroying records that are eligible for destruction (i.e., election records that have a three year retention) or County Clerks are destroying records without first notifying the State Records Administrator as required by law. The objectives of a records and information management program were also discussed during the presentation. Those objectives include ensuring the uninterrupted flow of county government and creating effective management procedures for county records. Other topics explored were: why it is essential to retain records; what records should be retained; how record files should be classified; where records should be stored; and who should manage and control county records. The three-hour presentation additionally included material on vital records and disaster planning. It was explained that a plan for the recovery of vital records after a disaster is only one portion of a more comprehensive disaster recovery plan for the entire county. The more comprehensive plan would include other items such as the evacuation of staff and patrons from county buildings during and after a disaster and the salvaging of county property and equipment after the disaster. The Clerks were advised that before they can expect to protect or later salvage vital records, they must first identify the records series created and/or maintained, establish their retention periods, determine their disposition dates, and know their value to the daily operation of the county. Instruction was given on safeguarding resources and security. Safeguarding resources demands that buildings, equipment, and supplies be analyzed and improved and that policies and procedures be instituted to protect records stored, either on-site or off-site, against damage or destruction from fire, water, fluctuations of temperature and humidity, infestation by vermin, pollution, and other disasters. Safeguarding security requires policies and procedures be instituted for the authorization of access and the prevention of theft in both on-site and off-site storage locations. Through an exchange with the audience, the issues surrounding the management and control of electronic records were also discussed. Those included: the need for off-site storage of electronic record backup; e-mail as a public record that can be accessed by the public; and issues surrounding records created and/or maintained on electronic imaging systems. The presentation on records and information management seemed well accepted and appreciated by the County Clerks in attendance. However, through discussion of current issues surrounding records and information management, access to public records, redaction of confidential information from public records, tampering with public records, etc., it became evident that there is a need for further instruction and training on records and information as a whole. The Commission of Public Records will continue to seek ways of providing that instruction and training.
ORGANIZATION OF NORTHERN NEW MEXICO GENEALOGY GROUP Sandra Jaramillo A genealogical group, affiliated with the New Mexico Hispanic Genealogical Society, has been formed. Memberships are being solicited from the North Central counties of Santa Fe, Los Alamos, Rio Arriba, Taos, San Miguel, Mora, and Colfax counties. If you are interested in joining, please complete the form below. Meetings will be held once a month in Santa Fe. For more information please call Clara Gonzales at (505) 471-5901 or (505) 471-3956.
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| ONLINE
ARCHIVE OF NEW MEXICO
Sandra Jaramillo Archives & Historical Services Division Great News! We have been informed that the National Endowment for the Humanities (NEH) grant proposal to produce the Online Archive of New Mexico was funded at $328,649. The project will provide online access to information about collections held at four participating institutions: the Center for Southwest Research collections at the University of New Mexico in Albuquerque; the Rio Grande Historical Collections at New Mexico State University in Las Cruces; collections at the New Mexico State Records Center and Archives in Santa Fe; and the Fray Angelico Chavez History Library at the Palace of the Governors in Santa Fe. The collections of these four repositories document the history, religion, law, economics, politics, culture, and traditions of New Mexico’s citizens over a 400-year period. The project is a direct outgrowth of the NEH-sponsored project, Online Bibliographic Access to Archival Resources in Santa Fe Repositories, 1996-1998. The project produced 1,053 online, USMARC catalog records, available through OCLC. The Online Archive project will allow users to link directly from a catalog record to the Encoded Archival Description (EAD) finding aid. Online Archive of New Mexico will be a union database where the finding aids (collection inventories) will provide details on persons, subjects, and events. Researchers will be able to search the database as a whole, by repository, or individually. The project will also lay the foundation for a digital imaging infrastructure by which finding aids can be linked to images of documents. Traditionally, patrons have had to travel to these repositories to review finding aids for collections. With Online Archive of New Mexico, finding aids to these collections will be encoded through EAD and placed online. Researchers will have access to all the major, primary resources of the State of New Mexico through a single source on the Internet. This 18-month collaborative project will begin June 1, 1999 and will be coordinated by the University of New Mexico.
The New Mexico State Records Center and Archives, Archives and Historical Services Division, is offering a course in New Mexico History. This course is open to all State employees, but may be of special interest to those who work in tourism-related fields. The course is intended to provide the student with a broad spectrum of New Mexico’s colorful history. It will be taught in three separate, but consecutive, half-day sessions which will begin at 8:20 a.m. and run through 12:00 p.m. Day One will be a review of the history of ancient Mexico and the Southwest and will conclude with the exploration, conquest, and settlement by the Spanish. Day Two will review New Mexico’s Spanish (1591-1821) and Mexican (1821-1846) periods, with emphasis on significant issues such as the Pueblo Revolt of 1680 and land grants. Day Three will conclude the class with a review of New Mexico’s Territorial history (1846-1912). Emphasis will be placed on the "Wild West" period and New Mexico’s long struggle for Statehood. Classes will be held at the New Mexico State Records Center and Archives, 1205 Camino Carlos Rey, Santa Fe. The course instructor will be Mr. Robert J. Torrez, State Historian. Class dates are as follows: · July 13, 14, 15, 1999 · October 19, 20, 21, 1999 Class size is limited. To register please call Darlene Torrez at 476-7948.
TRAINING OFFERED AT
MEMBERS OF THE COMMISSION OF PUBLIC RECORDS Thomas Livesay, Chair The Honorable Domingo Martinez, Thaddeus Bejnar, Law Librarian The Honorable Rebecca Vigil-Giron, for Secretary Steven Beffort General Services Department The Honorable Patricia Madrid, Dr. Stanley Hordes, Any questions or comments may be directed to Elaine Olah, State Records Administrator at (505) 476-7911. 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 and Archives, 1205 Camino Carlos Rey, Santa Fe, New Mexico 87505.
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