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CERR

About the CERR

The New Mexico state records administrator (SRA) is charged with establishing standards and procedures for the effective management of public records. Public records are defined in the Public Records Act to mean "all books, papers, maps, photographs or other documentary materials; regardless of physical form or characteristics, made or received by any agency in pursuance of law or in connection with the transaction of public business and preserved, or appropriate for preservation, by the agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations or other activities of the government or because of the informational and historical value of data contained therein." Since this definition extends public records to all documentary materials, regardless of format, the agency has the responsibility to address the management of public records in electronic formats.
The SRA has the statutory responsibility for carrying out the provisions of the Public Records Act (Sections 14-3-1 through 14-3-25 NMSA 1978) by establishing records management programs that are the foundation for the application of efficient and economical management of public records and providing facilities and tools necessary for the execution of the powers conferred and duties imposed by the Public Records Act.  Currently, the State Records Center and Archives (SRCA) is the central-services facility that provides a record center for the storage, records management and disposition services of “physical” (inactive paper and microfilm records) records to all state executive, judicial and legislative agencies, county government offices, and institutions of higher learning.

In order to meet its statutory obligations related to electronic records the SRA has identified the need to implement the Centralized Electronic Records Repository (CERR) for the management and storage of electronic public records, with a specific emphasis and priority on the classification of e-mail records.  The CERR project will support the SRA and the CPR to take a major step in meeting their statutory obligation to provide efficient and effective records management programs with respect to all public records “regardless of physical form or characteristics.”

The primary objectives of the CERR project are to:
1. Provide a standardized method and tools for state agencies to capture, manage, store and provide retrieval of electronic records
2. Implement a standardized method and tools with agencies to effectively and efficiently manage electronic records throughout their lifecycle.

Solution Design
HPE Records Manager (CERR) is an electronic document and records management system (EDRMS) solution to meet the demands of government agencies, regulated industries, and global organizations.  HPE RM is a scalable EDRMS solution that helps you meet regulatory compliance requirements and organizational mandates. Business records and critical information are securely managed according to policy from creation through to final disposition.

KEY BENEFITS
• Integrated document and records management: Spanning both physical and electronic documents with a secure records repository and manage-in-place framework to extend management to other repositories.
• Advanced email integration: Coordinate with Microsoft Outlook and rely on message and conversation IDs to reduce duplication.
• Certifications and standards: designed to the International standard of records management, ISO 15489:2001, and elements of ISO 16175: Principles and Functional Requirements for Records in Electronic Office Environments.