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New Mexico INSPECTIONOF PUBLICRECORDSACT COMPLIANCEGUIDE
Office of the Attorney General State of New Mexico
Form
1
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IPRA GUIDE
TE INSPE!TION OF PU"#I! RE!ORDS A!T NMSA 1$%&' !ha(ter 1)' Article *
A !om(liance G+i,e for
New Mexico P+-lic Official. an, !iti/en.
E!TOR "A#DERAS
Attorney General
Thi. ei0hth e,ition of the !om(liance G+i,e +(,ate. the *1* e,ition to reflectamen,ment. to the In.(ection of P+-lic Recor,. Act ma,e in *123 Theamen,ment. co,ifie, the ,efinition of (rotecte, (er.onal i,entifier information an,a,,e, a reference to the .tat+tory a+thority of co+ntie. an, m+nici(alitie. to .ell,ata in com(+ter ,ata-a.e.3
Ei0hth E,ition *14
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Office of the Attorney General State of New Mexico
Our Mission
O+r mi..ion at the New Mexico De(artment of 5+.tice i. to .er6e an,
(rotect the citi/en. of New Mexico -y honora-ly carryin0 o+t the .tat+tory
re.(on.i-ilitie. of the Attorney General3
Our Vision
O+r 6i.ion i. to .ee7' .tren0then' an, em(ower (artner.hi(. with an, amon0
citi/en.' comm+nity an, 0o6ernment a0encie.' law enforcement' an,
-+.ine..e. in or,er to ma7e o+r comm+nity a .afer an, more (ro.(ero+.
(lace to li6e3 8e m+.t enforce the law. of New Mexico fairly an, +niformly
to en.+re New Mexican. recei6e 9+.tice an, e:+al (rotection +n,er the law3
A. Attorney General' I am (lea.e, to re(ort that we are wor7in0 har, to ma7e the chan0e. nece..ary to
.er6e an, (rotect the State of New Mexico3 I 0rew +( facin0 many of the har,.hi(. that New Mexican.
ex(erience e6ery ,ay' an, it i. that .hare, ex(erience that moti6ate. me to -e a fierce a,6ocate an, a 6oice
for o+r comm+nitie.3 My o+treach effort. will .+((ort lon0;term 0oal. of im(ro6in0 tran.(arency in
0o6ernment an, em(owerin0 New Mexican.3
The In.(ection of P+-lic Recor,. Act
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Office of the Attorney General State of New Mexico
II. Inspection of Public Records Act ……………………………………………………………..... 2
III. Section 14-2-1. Right to Inspect Public Records ……………………………………….............
A. Right to Inspect Public Records …………………………………………………….............
B. !"ceptions …………………………………………………………………………….......….. #
1. Medic$l Records ………………………………………………………………….......
….. #
2. %etters of Reference ………………………………………………………………......
…. #
3. M$tters of Opinion ………………………………………………………………......
…... &
4. %$' !nforce(ent Records …………………………………………………….....
……... 1)
5. *onfidenti$l M$teri$ls Act …………………………………………………….....
……...1+
6. Public ,ospit$l Records ………………………………………………………......
…….. 1+
7. $ctic$l Response Pl$ns ……………………………………………………….....……… 14
8. Protected Person$l Identifier Infor($tion ………………………………….....
………. 14
9. Other %$'s ……………………………………………………………………….....
…….1
10. !nd of *ounter/$iling Public Polic0 !"ception $nd !"ecuti/e Pri/ilege
*l$rified ... 2)
IV. Section 14-2-. Purpose of Act ecl$r$tion of Public Polic0 ……………………….…....…... 22
V. Section 14-2-3. efinitions ……………………………………………………………......……... 2+
A. *ustodi$n …………………………………………………………………………......……… 2+
B. ile or($t ………………………………………………………………………….....…….. 2+
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Office of the Attorney General State of New Mexico
C. Inspect …………………………………………………………………………….....……….. 2+
D. Person …………………………………………………………………………….....………... 24
E. Protected Person$l Identifier Infor($tion …………………………………….....………... 24
F. Public 5od0 ……………………………………………………………………….....……….. 24
G. Public Records ………………………………………………………………………….......... 2
VI. Section 14-2-. esign$tion of *ustodi$n uties
……………………………………....……... 2#
A. esign$tion of *ustodi$n …………………………………………………………....…........ 2#
B. Response in S$(e Mediu( …………………………………………………………....……. 2#
C. Re$son$ble Opportunit0 to Inspect ………………………………………………...……….2#
D. Re$son$ble $cilities to M$6e or urnish *opies ………………………………...………. 2&
E. Public 7otice escribing Procedures for Re8uesting Inspection ………………....……… 2&
VII. Section 14-2-#. Procedure for Re8uesting Records ………………………………….……...… +1
A. Or$l or 9ritten Re8uest ………………………………………………………….……….... +1
B. *re$tion of Public Records ……………………………………………………….……….... +2
C. *ontent of 9ritten Records ………………………………………………………..…….…. +2
D. i(e for Inspection ………………………………………………………………..……….... ++
E. Redirecting Inspection Re8uests …………………………………………………..……..….++
F. 9ritten Re8uest Includes !($il $nd $csi(ile …………………………………..……..… +4
VIII. Section 14-2-&. Procedure for Inspection ………………………………………………...…..… +
A. Records *ont$ining !"e(pt $nd 7one"e(pt Infor($tion ………………………..…...… +
B. !lectronic *opies ……………………………………………………………………....…….. +3
C. *op0 ees ……………………………………………………………………………..….…... +3
D. S$le of $t$ …………………………………………………………………………..….….... +
)
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Office of the Attorney General State of New Mexico
IX. Section 14-2-1). Procedure for !"cessi/el0 5urdenso(e or 5ro$d Re8uests ………............. +#
X. Section 14-2-11. Procedure for enied Re8uests ………………………………….…….…….. +&
A. Re8uests ee(ed enied ………………………………………………………….….…….. +&
B. Procedure for en0ing Re8uests …………………………………………………….……... +&
C. $($ges for $ilure to Pro/ide $ 9ritten eni$l ………………………………….……... 4)
XI. Section 14-2-12. !nforce(ent …………………………………………………………….…….. 41
A. Persons Authori:ed to !nforce the Act …………………………………………………….. 41
B. istrict *ourt ;urisdiction ………………………………………………………………….. 41
*< !"h$ustion of Ad(inistr$ti/e Re(edies …………………………………………….……... 41
. $($ges …………………………………………………………………………………….... 42
Appendi" I. e$dlines Applic$ble to the Inspection Of Public Records Act ………………….. 4+
Appendi" II. Model or( %etters for Inspection Re8uests $nd Responses ……………………. 44
or( I. Inspection Re8uests
or( II. hree-$0 %etter
or( III. 9rong *ustodi$n %etter
or( IV. !"cessi/el0 5urdenso(e %etter
or( V. eni$l %etter
Appendi" III. Model Public 7otice escribing Procedures for Re8uesting Inspection ……........ )
Appendi" IV. Inspection of Public Records Act *o(pli$nce *hec6list ………………………..... 1
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Office of the Attorney General State of New Mexico
I3 Intro,+ctionAcce.. to (+-lic recor,. i. one of the
f+n,amental ri0ht. affor,e, to (eo(le in a
,emocracy3 E6en where there i. no .tat+te' a
common law ri0ht to in.(ect an, co(y (+-lic
recor,. affor,. mem-er. of the (+-lic the
o((ort+nity to 7ee( a watchf+l eye on0o6ernment3 Nixon 63 8arner
!omm+nication.' Inc3' )24 U3S3 4&$
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Office of the Attorney General State of New Mexico
(+-lic a-o+t the ri0ht to in.(ect (+-lic recor,.
+n,er the Act an, to a..i.t in
re.ol6in0 :+e.tion. a-o+t the Act. a((lica-ility in (artic+lar .it+ation.3 For ea.e of +n,er.tan,in0' thi.
!om(liance G+i,e i. ,i6i,e, into three area.C
1) he %$'< $s 'ritten< is in bold t0pe.
2) !ommentary or ex(lanation i. in re0+lar ty(e3 2=
Examples of when the law would and would not
apply are in italic type.
For the con6enience of tho.e who are re:+e.tin0 an,
re.(on,in0 to re:+e.t. for (+-lic recor,. +n,er the
Act' A((en,ix II of thi. G+i,e contain. .+00e.te,form. that may -e followe, for tho.e (+r(o.e.3
If yo+ wo+l, li7e a,,itional co(ie. of thi. G+i,e' or if
yo+ ha6e any :+e.tion. a-o+t it or the a((lica-ility of
the Act' (lea.e contact the O(en Go6ernment
Di6i.ion of the Office of the Attorney
General at P3O3 Drawer 14&' Santa Fe' New
Mexico &%4);14&' or -y tele(hone at
cu(ul$ti/e files
(4) l$' enforce(ent records
th$t re/e$l confidenti$l sources<
(ethods< infor($tion or indi/idu$ls
$ccused but not ch$rged 'ith $
cri(e. %$' enforce(ent recordsinclude e/idence in $n0 for(
recei/ed or co(piled in connection
'ith $n0 cri(in$l in/estig$tion or
prosecution b0 $n0 l$' enforce(ent
or prosecuting $genc0< including
in$cti/e ($tters or closed
in/estig$tions to the e"tent th$t the0
cont$in the infor($tion listed
$bo/e
(5) $s pro/ided b0the *onfidenti$l
M$teri$ls Act
(6) tr$de secrets< $ttorne0-client
pri/ileged infor($tion $nd long-
r$nge or str$tegic business pl$ns of
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Office of the Attorney General State of New Mexico
public hospit$ls discussed in $ properl0
closed (eeting
(7) t$ctic$l response pl$ns or
procedures prep$red for or b0 the st$te
or $ politic$l subdi/ision of the st$te<
the public$tion of 'hich could re/e$lspecific /ulner$bilities< ris6
$ssess(ents or t$ctic$l e(ergenc0
securit0 procedures th$t could be used
to f$cilit$te the pl$nning or e"ecution
of $
*
terrorist $tt$c6 $nd
(8) $s other'ise pro/ided b0 l$'.
B. Protected person$l identifier infor($tion
cont$ined in public records ($0 be red$cted
b0 $ public bod0 before inspection or cop0ing
of $ record. he presence of protected person$l
identifier infor($tion on $ record does not
e"e(pt the record fro( inspection.
?nred$cted records th$t cont$in protected
person$l identifier infor($tion sh$ll not be
($de $/$il$ble on publicl0 $ccessible 'eb sites
oper$ted b0 or ($n$ged on beh$lf of $ public
bod0.
14.2.4. Short itle.
*h$pter 14< Article 2 7MSA 1&# ($0 be cited $s
the @Inspection of Public Records Act.
14.2.5. Purpose of Act ecl$r$tion
of Public Polic0.
Recogni:ing th$t $ represent$ti/e go/ern(ent is
dependent upon $n infor(ed elector$te< the intentof the legisl$ture in en$cting the Inspection of
Public Records Act is to ensure< $nd it is decl$red
to be the public polic0 of this st$te< th$t $ll persons
$re entitled to the gre$test possible infor($tion
reg$rding the $ff$irs of go/ern(ent $nd the
offici$l $cts of public officers $nd e(plo0ees. It is
the further intent of the legisl$ture< $nd it is
decl$red to be the public polic0 of this st$te<
th$t to pro/ide persons 'ith such infor($tion
is $n essenti$l function of $ represent$ti/e
go/ern(ent $nd $n integr$l p$rt of the routine
duties of public officers $nd e(plo0ees.
14.2.6. efinitions.
As used in the Inspection of Public Records
Act=
A. @custodi$n (e$ns $n0 person
responsible for the ($inten$nce< c$re or
6eeping of $ public bod0>s public records<
reg$rdless of 'hether the records $re in th$t
person>s $ctu$l ph0sic$l custod0 $nd control
B. Bfile for($tB (e$ns the intern$l
structure of $n electronic file th$t defines the
'$0 it is stored $nd used
C. @inspect (e$ns to re/ie' $ll public
records th$t $re not e"cluded in Section 14-2-1
7MSA
1&#
D. @person (e$ns $n0 indi/idu$l<
corpor$tion< p$rtnership< fir(< $ssoci$tion orentit0
E. @protected person$l identifier
infor($tion (e$ns=
(1) $ll but the l$st four digits of $=
(a) t$"p$0er identific$tion
nu(ber
(b) fin$nci$l $ccount
nu(ber or
(c) dri/er>s license nu(ber
(2) $ll but the 0e$r of $ person>s
d$te of
birth $nd
(3) $ soci$l securit0 nu(ber.
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Office of the Attorney General State of New Mexico
F. @public bod0 (e$ns the e"ecuti/e<
legisl$ti/e $nd Cudici$l br$nches of st$te $nd loc$l
go/ern(ents $nd $ll $d/isor0 bo$rds<
co((issions< co((ittees< $gencies or entities
cre$ted b0 the constitution or $n0 br$nch of
go/ern(ent th$t recei/es $n0 public funding<
including politic$l subdi/isions< speci$l t$"ingdistricts< school districts $nd institutions of higher
educ$tion $nd
G. @public records (e$ns $ll docu(ents<
p$pers< letters< boo6s< ($ps< t$pes< photogr$phs<
recordings $nd other ($teri$ls< reg$rdless of
ph0sic$l for( or ch$r$cteristics< th$t $re used<
cre$ted< recei/ed< ($int$ined or held b0 or on
beh$lf of $n0 public bod0 $nd rel$te to public
business< 'hether or not the records $re re8uired
b0 l$' to be cre$ted or ($int$ined.
14-2-. esign$tion of *ustodi$n uties.
!$ch public bod0 sh$ll design$te $t le$st one
custodi$n of public records 'ho sh$ll=
A. recei/e re8uests< including electronic ($il or
f$csi(ile< to inspect public records
B. respond to re8uests in the s$(e (ediu(<
electronic or p$per< in 'hich the re8uest '$s
($de in $ddition to $n0 other (ediu( th$t the
custodi$n dee(s $ppropri$te
C. pro/ide proper $nd re$son$ble
opportunities to inspect public records
D. pro/ide re$son$ble f$cilities to ($6e or
furnish copies of the public records during
usu$l business hours $nd
E. post in $ conspicuous loc$tion $t the
$d(inistr$ti/e office< $nd on the publicl0
$/$il$ble 'ebsite< if $n0< of e$ch publicbod0 $ notice describing=
(1) the right of $ person to inspect $
public bod0>s records
(2) procedures for re8uesting
inspection of public records<
including the cont$ct
infor($tion for the custodi$n of public
records
(3) procedures for re8uesting copies
of
public records
(4) re$son$ble fees for cop0ing
public records $nd
(5) the responsibilit0 of $ public
bod0 to ($6e $/$il$ble public
records for inspection.
14-2-#. Procedure for Re8uesting Records.
A. An0 person 'ishing to inspect public
records ($0 sub(it $n or$l or 'ritten re8uest
to the custodi$n. ,o'e/er< the procedures set
forth in this section sh$ll be in response to $
'ritten re8uest. he f$ilure to respond to $n
)
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or$l re8uest sh$ll not subCect the custodi$n to
$n0 pen$lt0.
B. 7othing in the Inspection of Public
Records Act sh$ll be construed to re8uire $
public bod0 to cre$te $ public record.
C. A 'ritten re8uest sh$ll pro/ide the n$(e<
$ddress $nd telephone nu(ber of the person
see6ing $ccess to the records $nd sh$ll identif0
the records sought 'ith
re$son$ble p$rticul$rit0. 7o person
re8uesting records sh$ll be re8uired to st$te the
re$son for inspecting the records.
D. A custodi$n recei/ing $ 'ritten re8uest
sh$ll per(it the inspection i((edi$tel0 or $s
soon $s is pr$ctic$ble under the circu(st$nces<
but not l$ter th$n fifteen d$0s $fter recei/ing $
'ritten re8uest. If the inspection is not
per(itted 'ithin three business d$0s< the
custodi$n sh$ll e"pl$in in 'riting 'hen the
records 'ill be $/$il$ble for inspection or 'hen
the public bod0 'ill respond to the re8uest. he
three-d$0 period sh$ll not begin until the
'ritten re8uest is deli/ered to the office of the
custodi$n.
E. In the e/ent th$t $ 'ritten re8uest is not
($de to the custodi$n h$/ing possession of or
responsibilit0 for the public records re8uested<
the person recei/ing the re8uest sh$ll pro(ptl0
for'$rd the re8uest to the custodi$n of the
re8uested public records
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Office of the Attorney General State of New Mexico
(4) ($0 ch$rge the $ctu$l costs
$ssoci$ted 'ith tr$ns(itting copies of
public records b0 ($il< electronic
($il or f$csi(ile
(5) ($0 re8uire $d/$nce p$0(ent of
the feesbefore ($6ing copies of public records
(6) sh$ll not ch$rge $ fee for the cost
of deter(ining 'hether $n0 public
record is subCect to disclosure $nd
(7) sh$ll pro/ide $ receipt upon
re8uest.
D. 7othing in this section reg$rding the
pro/ision of public d$t$ in electronic for($t
sh$ll li(it the $bilit0 of the custodi$n to
eng$ge in the s$le of d$t$ $s $uthori:ed b0
Sections 14+-1.1 $nd 14-+-1# 7MSA 1&#<
including i(posing re$son$ble restrictions
on the use of the d$t$b$se $nd the p$0(ent
of $ ro0$lt0 or other consider$tion.
14.2.10. Procedure for !"cessi/el0
5urdenso(e or 5ro$d Re8uests.
If $ custodi$n deter(ines th$t $ 'ritten re8uest
is e"cessi/el0 burdenso(e or bro$d< $n
$ddition$l re$son$ble period of ti(e sh$ll be
$llo'ed to co(pl0 'ith the re8uest. he
custodi$n sh$ll pro/ide 'ritten notific$tion to
the re8uester 'ithin fifteen d$0s of receipt of
the re8uest th$t $ddition$l ti(e 'ill be needed
to respond to the 'ritten re8uest. he re8uester
($0 dee( the re8uest denied $nd ($0 pursue
the re(edies $/$il$ble pursu$nt to the
Inspection of Public Records Act if thecustodi$n does not per(it the records to be
inspected in $ re$son$ble period of ti(e.
14.2.11. Procedure for enied
Re8uests.
A. ?nless $ 'ritten re8uest h$s been
deter(ined to be e"cessi/el0 burdenso(e or
bro$d< $ 'ritten re8uest for inspection of
public records th$t h$s not been per(itted
'ithin fifteen d$0s of receipt b0 the office of
the custodi$n ($0 be dee(ed denied. he
person re8uesting the public records ($0
pursue the re(edies pro/ided in the
Inspection of Public Records Act.
B. If $ 'ritten re8uest h$s been denied< the
custodi$n sh$ll pro/ide the re8uester 'ith $
'ritten e"pl$n$tion of the deni$l. he 'ritten
deni$l sh$ll=
(1) describe the records sought
(2) set forth the n$(es $nd titles or
positions
of e$ch person responsible for the deni$l $nd
(3) be deli/ered or ($iled to the
person re8uesting the records 'ithin
fifteen d$0s $fter the re8uest for
inspection '$s recei/ed.
C. A custodi$n 'ho does not deli/er or ($il $
'ritten e"pl$n$tion of deni$l 'ithin fifteen
d$0s $fter receipt of $ 'ritten re8uest for
inspection is subCect to $n $ction to enforcethe pro/isions of the Inspection of Public
Records Act $nd the re8uester ($0 be
$'$rded d$($ges. $($ges sh$ll=
(1) be $'$rded if the f$ilure to
pro/ide $ ti(el0 e"pl$n$tion of deni$l
is deter(ined to be unre$son$ble
(2) not e"ceed one hundred doll$rs
DE1))F per d$0
(3) $ccrue fro( the d$0 the public
bod0 is in nonco(pli$nce until $
'ritten deni$l is issued $nd
(4) be p$0$ble fro( the funds of the
public bod0.
14-2-12. !nforce(ent.
B
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A. An $ction to enforce the Inspection
of Public Records Act ($0 be brought b0=
(1) the $ttorne0 gener$l or the
district
$ttorne0 in the count0 of Curisdiction or
(2) $ person 'hose 'ritten re8uest
h$s been denied.
B. A district court ($0 issue $ 'rit of
($nd$(us or order $n inCunction or other
$ppropri$te re(ed0 to enforce the
pro/isions of the Inspection of Public
Records Act.
C. he e"h$ustion of $d(inistr$ti/e
re(edies sh$ll not be re8uired prior to
bringing $n0 $ction to enforce the
procedures of the Inspection of Public
Records Act.
D. he court sh$ll $'$rd d$($ges< costs
$nd re$son$ble $ttorne0s> fees to $n0 person
'hose 'ritten re8uest h$s been denied $nd
is successful in $ court $ction to enforce thepro/isions of the Inspection of Public
Records Act.
III3 Section 1);*;13 Ri0ht to In.(ect P+-lic
Recor,. Exce(tion.
A. RIG, O I7SP!* P?5%I*R!*ORS
he %$'
!/er0 person h$s $ right to inspect public records
of this st$te e"cept=
!ommentary
Thi. .ection .et. forth the f+n,amental r+le
that a (er.on may in.(ect any (+-lic recor,. of
the .tate exce(t tho.e that are .(ecifically
(rotecte,3 Mo.t recor,. 7e(t -y a (+-lic entity
.ho+l, -e a6aila-le for in.(ection3 Unle.. the
recor,. c+.to,ian i. (o.iti6e that a reco0ni/e,
exce(tion a((lie.' all le0itimate an,
a((ro(riate re:+e.t. m+.t -e honore,3
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Office of the Attorney General State of New Mexico
Example 1:
A city program provides funds to low income
families for winterizing homes. To qualify for
program funds, applicants must provide certain
family and financial information. ecause the
administrator of the program would li!e to protect
the applicants" privacy, #ut has no specific legal #asis for !eeping the applications confidential, the
administrator requires only such personal
information as is necessary to operate the
program.
Example $:
A home#uyer receives what she considers to #e
deficient service from her real estate #ro!er. %n
response, she writes a letter to the municipality
that issued a #usiness license to the #ro!er and
alleges that the #ro!er #ro!e the law. The
pertinent municipal department evaluates the
complaint and decides that the allegations are not
worth pursuing. A newspaper investigating real
estate fraud learns a#out the complaint and
requests a copy. &o statute protects complaints
filed against #ro!ers. The municipality provides
the reporter with a copy of the complaint, with a
cover letter that explains the municipality"s
decision not to
% pursue any investigation, and disclaims any position
a#out the truth or falsity of the allegations in the
complaint.
!ommentary
"eca+.e of the (re.+m(tion in fa6or of the ri0ht to
in.(ect' (+-lic -o,ie. ac:+irin0 information .ho+l,
7ee( in min, that the recor,. they 7ee( 0enerally are
.+-9ect to (+-lic in.(ection3 Merely ,eclarin0 certain,oc+ment. to -e confi,ential -y re0+lation or
a0reement will not excl+,e them from in.(ection3
Similarly' an a0ency cannot ,eny acce.. to a recor,
.im(ly -eca+.e the a0ency o-taine, it +n,er a (romi.e
of confi,entiality3 To excl+,e a recor, from in.(ection'
the c+.to,ian m+.t -e (re(are, to .how that a .(ecific
law' co+rt r+le or con.tit+tional (ri6ile0e .+((ort.
confi,entiality3 "eca+.e of the (re.+m(tion in fa6or of
in.(ection an, to effecti6ely (rotect (er.onal
(ri6acy' the (+-lic -o,y .ho+l, -e .+re that the
information it 0ather. i. act+ally nee,e,3
Example ':
A government watchdog group requests the names
and salaries of employees who wor! for a county"sroad department. The director of the county
personnel office refuses to provide the information
#ecause he promised the employees that he would
not reveal the information and #ecause he feels
revelation would invade the employees" privacy.
The director"s policy is open to challenge #ecause
the names and salaries of pu#lic employees are
generally considered pu#lic information. (ithout a
specific law, court rule or constitutional privilege
to support it, the mere promise of confidentiality is
not adequate to deny access to the requested
information.
Example ):
A town resident sues the town government. efore
the court issues its decision, the parties agree to
settle the case. They enter into a settlement
agreement in which the town agrees to pay the
plaintiff a specified amount in damages. The
settlement agreement includes a provision ma!ing
the settlement terms confidential. The court entersan order dismissing the case. The order does not
incorporate the settlement agreement. *oon
afterwards, the mayor signs a voucher for the
amount of the settlement paya#le to the plaintiff in
the lawsuit. An interested citizen ma!es a request
for copies of certain vouchers, including the
voucher for the settlement amount. The town
provides copies of all vouchers requested, except
the one issued in connection with the settlement.
Access to that voucher is denied on the #asis that
the settlement amount is confidential under theterms of the settlement agreement. The town cannot
properly withhold the voucher #ecause, unless
protected #y law, information relating to a pu#lic
#ody"s expenditures is pu#lic. The town cannot
deny access to otherwise pu#lic records merely #y
entering into a voluntary settlement agreement that
declares certain information confidential.
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5. !H*!PIO7S
8hen ,eterminin0 whether the .(ecific exce(tion. to
the Act a((ly to a (artic+lar recor,' (+-lic entitie.
.ho+l, 7ee( in min, that' altho+0h it exce(t. certain
matter. from the ri0ht to in.(ect' the Act .ho+l, not -e
inter(rete, a. re:+irin0 tho.e matter. to -e 7e(tconfi,ential3 In other wor,.' an a0ency may relea.e a
recor, co6ere, -y an exce(tion if the a0ency
,etermine. that relea.e wo+l, -e a((ro(riate an, not
in 6iolation of any other law that .(ecifically re:+ire.
that the recor, -e 7e(t confi,ential3
1. Medic$l Records
he %$'
Records pert$ining to ph0sic$l or (ent$l
e"$(in$tions $nd (edic$l tre$t(ent of persons
confined to $n0 institution.
!ommentary
A. written' the Act exem(t. from ,i.clo.+re certain
me,ical recor,. of (er.on. confine, to (+-lic
in.tit+tion.' howe6er' the New Mexico S+(reme !o+rt
ha. .+-.tantially ex(an,e, the exce(tion3 S(ecifically'
the !o+rt hel, in New.ome' $ N3M3 %$' that the
exce(tion (rotecte, em(loyee recor,. (ertainin0 to
illne..' in9+ry' ,i.a-ility' ina-ility to (erform a 9o- ta.7
an, .ic7 lea6e3 In a,,ition' the !o+rt ,i, not re:+ire'
a. a con,ition for confi,entiality' that the recor,.
(ertain only to (er.on. confine, to in.tit+tion.3 Th+.'
the exce(tion 0enerally (rotect. recor,. 7e(t -y any
0o6ernmental a0ency relatin0 to (hy.ical or mental
illne.. or me,ical treatment of in,i6i,+al.' a. tho.e
term. ha6e -een 9+,icially inter(rete,3
Example +:
A former inmate at the state penitentiary is #eing
considered for an important county o#. An
enterprising local ournalist wants to get the former
inmate"s psychiatric records from the penitentiary as
part of a story. -ecords of inmate mental examinations
while confined at the penitentiary are, however,
protected from disclosure under this exception.
Example :
A state employee ust got out of *t. /incent
0ospital where he underwent a delicate operation.
0is hospital records are su#mitted to the personnel
department of his office with his claim for
insurance. The medical records su#mitted forinsurance payment are protected from disclosure.
Example :
Applicants for a vacant district court udge
position are required to include in their application
to the udicial nominating commission information
a#out medical treatment. A local newspaper
requests copies of the applications in the hope of
o#taining information a#out one applicant"s
history of treatment for alcoholism. Any
information su#mitted #y the applicant concerning
such treatment is protected from disclosure.
2. %etters of Reference
he %$'
%etters of reference concerning e(plo0(ent<
licensing or per(its.
!ommentary
Thi. exce(tion (rotect. letter. of reference an
a0ency mi0ht o-tain re0ar,in0 a((licant. for
em(loyment' licen.e. or (ermit. from (+-lic
in.(ection3 A reference nece..arily con.i.t. of the
a+thor. .+-9ecti6e o(inion a-o+t the a((licant an,
may not nece..arily -e -a.e, on fact3 In a,,ition'
7nowle,0e that hi. or her o(inion a-o+t an
a((licant mi0ht -e ,i.clo.e, co+l, ,eter a (er.onfrom (ro6i,in0 letter. of reference or co+l, chill a
can,i, ,i.c+..ion of the a((licant. :+alification.3
Example 2:
A developer applies to the city council for a permit
to construct a supermar!et in a mostly residential
area. The council solicits references concerning the
developer from other pu#lic #odies for which the
developer had performed similar construction
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Office of the Attorney General State of New Mexico
services. 3r. 4oe, the town manager for a neigh#oring
town, writes a letter to the council detailing his
opinion that the developer did not adequately control
cost overruns on a town proect overseen #y the
developer. 3r. -oe, a resident of a neigh#orhood near
the planned supermar!et site, requests a copy of 3r.
4oe"s letter. The city council properly refuses 3r. -oe"srequest on the grounds that 3r. 4oe"s letter is a letter
of reference concerning a permit.
+. M$tters of Opinion
he %$'
%etters or (e(or$ndu(s 'hich $re ($tters of
opinion in personnel files or students> cu(ul$ti/e
files.
!ommentary
Thi. exce(tion i. aime, at (rotectin0 ,oc+ment. in an
a0ency. (er.onnel or .t+,ent file. that contain
.+-9ecti6e rather than fact+al information a-o+t
(artic+lar in,i6i,+al.3 A. the S+(reme !o+rt ex(laine,
re0ar,in0 material. in an em(loyee. fileC
The #e0i.lat+re :+ite o-6io+.ly antici(ate, that
there wo+l, -e critical material an, a,6er.e
o(inion. in letter. of reference' in ,oc+ment.
concernin0 ,i.ci(linary action' an, (romotion.
an, in 6ario+. other o(inion information that
mi0ht ha6e no fo+n,ation in fact -+t' if relea.e,
for (+-lic 6iew' co+l, -e .erio+.ly ,ama0in0 to
an em(loyee3
New.ome' $ N3M3 at %$43 A. with the exce(tion for
me,ical recor,.' the New.ome ca.e -roa,ly
inter(rete, thi. exce(tion. co6era0e to incl+,e,oc+ment. concernin0 infraction. an, ,i.ci(linary
action' (er.onnel e6al+ation.' o(inion. a. to whether a
(er.on wo+l, -e re;hire, or a. to why an a((licant wa.
not hire,' an, other matter. of o(inion3 A more recent
ca.e .imilarly inter(rete, the exce(tion to co6er
matter. of o(inion relate, to the wor7in0 relation.hi(
-etween an em(loyer an, em(loyee .+ch a. internal
e6al+ation. ,i.ci(linary re(ort. or ,oc+mentation
(romotion' ,emotion or termination information an,
(erformance a..e..ment.3 See !ox 63 New Mexico
De(t of P+-lic Safety' 1)& N3M3 $2)' $2$' *)*
P32, 41
clear that +nle.. they relate to the em(loyee.
wor7in0 relation.hi( with hi. or her em(loyer
matter. of o(inion are not (rotecte, .im(ly
-eca+.e they are 7e(t in the em(loyee. (er.onnelfile3
Example 5:
The sheriff"s office received a complaint from a
citizen regarding what she perceived as misconduct
#y the deputy during a routine traffic stop. The
complaint is placed in the deputy"s personnel file.
A reporter for a news #log as!s to inspect and copy
the complaint. Although maintained in the deputy"s
personnel file, the complaint is not a matter of
opinion exempt from disclosure. The complaint
came from a mem#er of the pu#lic and related to
her interaction with the deputy. The complaint was
not generated #y the sheriff or at the sheriff"s
request in connection with the sheriff and deputy"s
employment relationship. Accordingly, the sheriff"s
office must ma!e the complaint availa#le to the
reporter for inspection and copying.
!ommentary
Thi. exce(tion exten,. only to information that i. a
matter of o(inion3 Fact+al information or other
(+-lic information i. not (rotecte, merely -eca+.e
it i. 7e(t in em(loyee or .t+,ent file.3
Example 16:
A city employee who tends to get into trou#le with
her supervisor has, as a result, several letters ofreprimand in her personnel file. These letters, as
well as her annual evaluations, are not su#ect to
disclosure. 0owever, factual information in the file
concerning salary, annual leave or conflicts of
interest is not similarly protected.
Example 11:
A newspaper reporter interviewed the warden and
a spo!esperson for a state correctional institution
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and learned that five night shift employees had #een
terminated after testing positive for mariuana. The
reporter requested permission to review the personnel
files of the five employees with the aim of learning
their identity. The correctional institution is not
required to provide access to the files #ecause, under
these facts, where the details a#out the disciplinarymeasures and other circumstances regarding the
discipline of the employees had already #ecome
pu#lic, divulgence of the former employees" identities
would compromise the privilege against disclosure of
disciplinary matters protected #y the Act. 7nder most
circumstances, however, the #are fact that a specific
employee has #een terminated would not #e
considered confidential information.
!ommentary
Re:+e.te, ,oc+ment. that contain .i0nificant fact+al
information in a,,ition to o(inion .ho+l, -e (ro6i,e,
with the o(inion information -loc7e, o+t or otherwi.e
re,acte,3 The (re.ence of (rotecte, o(inion
information in a ,oc+ment ,oe. not exem(t the
remain,er of the ,oc+ment from in.(ection3 5o-
a((lication. an, a((licant re.+me. are not matter. of
o(inion an, .ho+l, -e (ro6i,e, +(on re:+e.t3 8ith
re.(ect to .t+,ent file.' information not (rotecte, -y
thi. exce(tion may otherwi.e -e co6ere, -y the
(rotection 0rante, to .t+,ent recor,. +n,er fe,eral law3
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Office of the Attorney General State of New Mexico
Example 1$:
4uring the investigation of a series of armed #an!
ro##eries, the state police question a num#er of
suspects, including 3r. 8ot. 3r. 8ot #ecomes the target
of a grand ury, #ut is not indicted. Eventually a 3r.
8inc is arrested for the ro##ery, and is tried and
convicted. The state police close their file. 9ne year later, an author writing a #iography of 3r. 8ot
requests a copy of the closed file. The custodian for
state police records may provide the file after
removing or #loc!ing out material pertaining to 3r.
8ot and other information protected #y the law
enforcement records exception.
Example 1':
A village police chief is questioned #y the district
attorney"s office. The reporter for the local newspaper
finds out a#out the interview and contacts one of her
sources in the police department. The next day, the
headline in the newspaper reads: ;olice The reporter
decides to write a follow?up article and contacts the
police department to request copies of the police
chief"s expense records for out?of?town trips. The
records custodian for the police department cannot
deny access to the records merely #ecause the headline
in the newspaper accuses the police chief of a crime.
0owever, the records custodian may deny inspectionon grounds that the requested records reveal @
individuals accused #ut not charged with a crime> if
the police chief has #een designated a suspect or has
otherwise #een accused #ut not chargedB #y law
enforcement officials.
Example 1):
3s.
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pu#lic records, and they must #e made availa#le to the
reporter.
Example 1:
3em#ers of the news media ma!e a request to inspect
records of the sheriff"s department concerning a theft
at a grocery store committed #y three uveniles whowere arrested #y the department. There is no law
protecting arrest records concerning uveniles. Thus,
they must #e made availa#le for inspection and
copying to the same extent as adult arrest records.
Example 1:
;eace officers sent to the scene of an alleged crime are
required to fill out a standard incident form. The form
is composed of two parts. The first part includes #asic
information a#out the incident, including a description
of the offense and type of inury or lossC information
a#out the victim and suspect, including names,
addresses and telephone num#ersC and the identity of
the reporting officer. The second part may include
initial investigatory information, such as the method
used to commit the crimeC potential location of the
suspectC witness interviewsC and evidence gathered at
the scene.
ecause the forms are not !ept in chronological order,
they do not qualify as original records of entry made pu#lic #y the Arrest -ecord
%nformation Act. &evertheless, except to the extent that
they qualify as protected law enforcement records
under the %nspection of ;u#lic -ecords Act, the forms
must #e made availa#le to the pu#lic. Thus, the law
enforcement agency generally ma!es the first part of
the form, which contains information li!e that typically
included in a police #lotter or other incident log,
availa#le for pu#lic inspection. efore allowing pu#lic
inspection of the second part of the form, the agency
#loc!s out information that reveals confidential sources, methods, information or persons accused #ut
not charged or arrested in connection with a crime,
and evidence received or compiled in connection with
the criminal investigation.
Example 12:
A deputy sheriff is involved in an accident that results
in fatalities. The accident occurs while the deputy is in
pursuit of a motorist suspected of driving while
intoxicated. The deputy is not accused or charged
with a crime and remains on duty. The sheriff"s
department maintains incident reports in
chronological order. A reporter as!s for a copy of
the incident report on the accident involving the
deputy. The request is denied on grounds that thecase is su#ect to an ongoing investigation.>
0owever, the law enforcement records exception
does not provide #lan!et protection from inspection
for ongoing investigations.> %n this case, incident
reports are compiled chronologically and appear
to qualify as original records of entry> that are
pu#lic under the Arrest -ecord %nformation Act. %n
addition, that Act designates records of traffic
offenses and accident reports> as pu#lic
information. 7nder these circumstances, the
incident report on the accident involving the
deputy must #e disclosed.
!ommentary
In exce(tional circ+m.tance.' information
containe, in an ori0inal recor, of entry or .imilar
recor, mi0ht -e re,acte, or -loc7e, o+t -efore the
recor, i. ,i.clo.e, in re.(on.e to a (+-lic recor,.
re:+e.t3 Information may -e withhel,' howe6er
only with .+-.tantial 9+.tification3 For exam(le' if
a law enforcement a0ency 7new or rea.ona-ly
.+.(ecte, that re6ealin0 a .(ecific 6ictim. a,,re..
wo+l, (+t the 6ictim. life in ,an0er' then the
a0ency co+l, 7ee( the a,,re.. confi,ential3 In
a,,ition' 6ictim. of crime. .(ecifie, in Article II'
Section *) of the New Mexico !on.tit+tion an, in
the Hictim. of !rime. Act
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Office of the Attorney General State of New Mexico
conferre, +n,er the con.tit+tion an, the Hictim. of
!rime. Act en, +(on final ,i.(o.ition of the co+rt
(rocee,in0.3
. *onfidenti$l M$teri$ls Act
he %$'
As pro/ided b0 the *onfidenti$l M$teri$ls Act.
!ommentary
The !onfi,ential Material. Act
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#ecause it does not involve trade secrets or longrange
#usiness plans of the hospital discussed in a properly
closed meeting.
!ommentary
It .ho+l, -e note, that a (+-lic ho.(ital. recor,.
containin0 tra,e .ecret. an, attorney;client (ri6ile0e,
material. (ro-a-ly are (rotecte, -y other .tate law. a.
well a. +n,er thi. .(ecific exce(tion
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Office of the Attorney General State of New Mexico
identifier infor($tion sh$ll not be ($de $/$il$ble
on publicl0 $ccessible 'eb sites oper$ted b0 or
($n$ged on beh$lf of $ public bod0.
!ommentary
The Act (ermit. a (+-lic -o,y to re,act or -loc7 o+t
>(rotecte, (er.onal i,entifier information containe,
in a (+-lic recor, -efore ma7in0 the recor, a6aila-le
for in.(ection or co(yin03 A. ,i.c+..e, -elow in
!ha(ter H' Section E' the Act ,efine. >(rotecte,
(er.onal i,entifier information that may (ro(erly -e
re,acte,3 A (+-lic -o,y may not ,eny in.(ection of a
(+-lic recor, merely -eca+.e the recor, contain.
(rotecte, (er.onal i,entifier information3 To (rotect
the (er.onal i,entifier information' the (+-lic -o,y
may re,act it from the (+-lic recor, an, then ma7e there,acte, recor, a6aila-le for in.(ection an, co(yin03
The Act (ermit. -+t ,oe. not re:+ire a (+-lic -o,y to
re,act (rotecte, (er.onal i,entifier information
containe, in a (+-lic recor, -efore (ro6i,in0 the
recor, for in.(ection or co(yin03 In contra.t' the Act
(rohi-it. a (+-lic -o,y from ma7in0 recor,. that
contain (rotecte, (er.onal i,entifier information
a6aila-le on the (+-lic -o,y. we- .ite +nle.. the
(rotecte, (er.onal i,entifier information ha. fir.t -een
re,acte,3
&. Other %$'s
he %$'
As other'ise pro/ided b0 l$'.
!ommentary
The la.t exce(tion to the in.(ection ri0ht incor(orate.
limitation. on acce.. to (+-lic recor,. fo+n, in other
.tat+te. an, .o+rce. of le0al a+thority3 Th+.' a (er.on
who re:+e.t. a (artic+lar (+-lic recor, may fin, that it
i. (rotecte, or re0+late, -y a .(ecific .tat+tory or
co+rtreco0ni/e, r+le3
$. St$te %$'
The New Mexico .tat+te. incl+,e n+mero+.
(ro6i.ion. relatin0 to the confi,entiality of certain
(+-lic recor,.3 The.e .tat+te. are not nece..arily
con.i.tent3 Stat+te. (rotectin0 a certain 7in, of
recor,' for exam(le' financial information' in one
a0ency. file. may -e .ilent re0ar,in0 the .ameinformation in another a0ency. file.3 The .tat+te.
al.o ,o not alway. com(letely exem(t recor,.
from (+-lic in.(ection3 8hile .ome e.ta-li.h the
e..ential confi,entiality of recor,.' other. .im(ly
(ro6i,e that certain recor,. may -e ,i.clo.e, only
in a limite, way3 Recor,. co6ere, -y .tat+te. that
0o6ern the confi,entiality of recor,. 7e(t -y
(ri6ate (er.on. or -+.ine..e. are not >(+-lic
recor,.' an, are not .+-9ect to the Act3
Set forth -elow i. a -rief ,e.cri(tion of .ome
con.tit+tional' .tat+tory an, re0+latory exce(tion.
to the ri0ht of a (er.on to in.(ect any (+-lic recor,
of the .tate3 The li.t i. ill+.trati6e only an, i. not
inten,e, to -e exha+.ti6e3 In any 0i6en ca.e' the
(artic+lar re:+irement. of the.e (ro6i.ion. an,
other. 0o6ernin0 the ,i.clo.+re of .(ecific recor,.
.ho+l, -e re6iewe, to ,etermine how they a((ly3
7!9 M!HI*O SA?!S A77OA!
D1&#F
1-4-. Voter infor($tion
!ertain information from 6oter ,ata-a.e. may -e
relea.e, only with a+thori/ation -y the co+nty
cler7 an, cannot -e +.e, for +nlawf+l (+r(o.e.3
Hoter re0i.tration li.t. maintaine, -y the .ecretary
of .tate an, 6oter re0i.tration certificate. file, with
the co+nty cler7. are not co6ere, -y thi. .tat+tory
(ro6i.ion an, are (+-lic recor,. that m+.t -e
,i.clo.e, a. (ro6i,e, -y law3
2-+-1+. Ser/ice b0 legisl$ti/e council ser/ice
The ,irector an, em(loyee. of the le0i.lati6e
co+ncil .er6ice .hall not re6eal the content. or
nat+re of re:+e.t. or .tatement. for .er6ice' exce(t
with the con.ent of the (er.on ma7in0 .+ch
re:+e.t3
4-44-2. in$nci$l disclosures
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Di.clo.+re. of financial intere.t. -y co+nty official.
an, em(loyee. are a6aila-le from the co+nty cler7 for
(+-lic in.(ection' exce(t 6al+ation. attri-+te, to the
re(orte, intere.t.3
3-14-1). Public securities
Recor,. re0ar,in0 the owner.hi( or (le,0e of (+-lic.ec+ritie. are not .+-9ect to (+-lic in.(ection3
-1-#. $" returns
It i. 0enerally +nlawf+l for em(loyee. of the taxation
an, re6en+e ,e(artment to re6eal tax(ayer information
with .(ecifie, exce(tion.3
&-23-14. !duc$tion$l debts Information o-taine,
from the la-or ,e(artment -y a cor(oration or0ani/e,
+n,er the E,+cational A..i.tance Act concernin0
o-li0or. of .t+,ent ,e-t. .hall -e +.e, -y the
cor(oration only to enforce the ,e-t an, .hall not -e
,i.clo.e, for any other (+r(o.e3
11-1+-1. Indi$n g$(ing records
S(ecifie, information (ro6i,e, to the .tate 0amin0
re(re.entati6e +n,er the In,ian Gamin0 !om(act. i.
not .+-9ect to (+-lic ,i.clo.+re a-.ent (ermi..ion from
the affecte, tri-e or (+e-lo3 Protecte, information
incl+,e. tra,e .ecret.' .ec+rity an, .+r6eillance .y.tem
information' ca.h han,lin0 an, acco+ntin0information' (er.onnel recor,. an, (ro(rietary
information3
12-3-. Audit reports
Re(ort. of a0ency a+,it. an, examination. -y the .tate
a+,itor ,o not -ecome (+-lic +ntil fi6e ,ay. after the
re(ort i. .ent to the a0ency a+,ite, or examine,3
14-+-1.1. St$te $genc0 co(puter d$t$b$ses The
+.e of .tate a0ency ,ata-a.e. for commercial' (olitical
or .olicitation (+r(o.e. i. re.tricte,3
14-+-1#. %oc$l go/ern(ent d$t$b$ses
!o+ntie. an, m+nici(alitie. may char0e fee. for
electronic co(ie. of com(+ter ,ata-a.e. an, for acce..
to their com(+ter an, networ7 .y.tem. to .earch'
mani(+late or retrie6e information from a com(+ter
,ata-a.e3
14-3-1. ,e$lth infor($tion
In 0eneral' health information relatin0 an,
i,entifyin0 .(ecific in,i6i,+al. a. (atient. i.
.trictly confi,ential an, not a matter of (+-lic
recor,3
14-#-&.1 ocu(ents filed 'ith count0 cler6
Doc+ment. file, an, recor,e, in a co+nty cler7.office are (+-lic recor,. .+-9ect to ,i.clo.+re' with
certain exce(tion. incl+,in0 health information
relatin0 to .(ecific (atient. an, ,i.char0e (a(er. of
a 6eteran of the U3S3 Arme, Force.3 Death
certificate. are a6aila-le for in.(ection -+t may not
-e co(ie, for 44 year.3
1--&. *l$i(s $g$inst go/ern(ent$l entities
Recor,. maintaine, -y the ri.7 mana0ement
,i6i.ion (ertainin0 to in.+rance co6era0e an, to
claim. for ,ama0e. an, other relief a0ain.t
0o6ernmental entitie.' officer. an, em(loyee. are
confi,ential howe6er' recor,. (ertainin0 to claim.
are .+-9ect to (+-lic in.(ection 1& ,ay. after the
late.t of the fo+r occ+rrence. .(ecifie, in the
.tat+te3
1#-&-4. %ibr$r0 p$trons
Patron recor,. maintaine, -y (+-lic li-rarie. may
not -e ,i.clo.e, exce(t to li-rary .taff a-.ent the
con.ent of the (atron or a co+rt or,er3
22-21-2. Student lists
St+,ent' fac+lty an, .taff li.t. with (er.onal
i,entifyin0 information o-taine, from a (+-lic
.chool may not -e +.e, for mar7etin0 0oo,. an,
.er6ice. to .t+,ent.' fac+lty' .taff or their familie.3
24-1-. ,e$lth f$cilit0 co(pl$ints
!om(laint. a-o+t health facilitie. recei6e, -y the
health .er6ice. ,i6i.ion of the ,e(artment of health
.hall not -e ,i.clo.e, (+-licly in .+ch manner a. toi,entify the in,i6i,+al. or facilitie. if' +(on
in6e.ti0ation' the com(laint i. +n.+-.tantiate,3
24-1-2). Medic$l tre$t(ent records
File. an, recor,. of the ,e(artment of health
i,entifyin0 in,i6i,+al. who ha6e recei6e,
treatment' ,ia0no.tic .er6ice. or (re6entati6e care
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Office of the Attorney General State of New Mexico
are confi,ential an, not o(en to in.(ection exce(t
+n,er the .(ecifie, limite, circ+m.tance.3
24-14-2. Vit$l records
It i. +nlawf+l for any (er.on to (ermit in.(ection of or
to ,i.clo.e information containe, in 6ital recor,.
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)-&-21. 9or6pl$ce s$fet0 inspections
Information o-taine, -y the De(artment of #a-or in
the co+r.e of an on;.ite con.+ltation re:+e.te, -y an
em(loyer an, any tra,e .ecret information o-taine, in
connection with the enforcement of the Occ+(ational
ealth an, Safety Act 0enerally i. confi,ential3
-1)-&. istress (erch$ndise s$le licenses The
filin0 of an a((lication for a ,i.tre.. merchan,i.e .ale
with a co+nty or m+nici(ality' the content. of the
a((lication' an, i..+ance of the licen.e are
confi,ential information +ntil after the a((licant
0i6e. (+-lic notice of the (ro(o.e, .ale3
-12-12. ?nf$ir tr$de pr$ctices
A ,eman, -y the Attorney General for the (ro,+ction
of tan0i-le ,oc+ment. or recor,in0. that i. -elie6e,
to -e rele6ant to an in6e.ti0ation of a (ro-a-le
6iolation of the Unfair Practice. Act i. not a matter of
(+-lic recor,3
#-1-4#. in$nci$l institutions
Recor,. of the financial in.tit+tion. ,i6i.ion of the
re0+lation an, licen.in0 ,e(artment are not .+-9ect to
.+-(oena an, are not (+-lic recor,.3
#-1+*-3). Securities Information o-taine, -y the ,irector of the .ec+ritie.
,i6i.ion of the re0+lation an, licen.in0 ,e(artment i.
(+-lic exce(t information o-taine, in connection
with an in6e.ti0ation of alle0e, 6iolation. an, certain
(ri6ile0e, financial an, tra,e .ecret information3
&A-4-11. Insur$nce e"$(in$tions
Pen,in0' ,+rin0 an, after the examination of an
in.+rance com(any -y the .+(erinten,ent of
in.+rance' financial .tatement.' re(ort. or fin,in0.
affectin0 the .tat+. of the com(any .hall not -e ma,e (+-lic +ntil after the .+(erinten,ent a,o(t. the
examination re(ort3
31-A-2. *o(pl$ints $g$inst dent$l he$lth c$re
licensees
!om(laint. to the -oar, of ,ental health care relatin0
to ,i.ci(linary action a0ain.t a ,enti.t or other
licen.e, ,ental health care (ro6i,er are confi,ential
+ntil the -oar, act. on the com(laint an, i..+e. a
notice of contem(late, action or reache. a
.ettlement3
31-14-1. Ani($l inocul$tions
Animal inoc+lation recor,. maintaine, -y any .tate
or local (+-lic a0ency are not (+-lic recor,. -+t'+(on re:+e.t' an a0ency may confirm or ,eny that
a (artic+lar animal ha. recei6e, inoc+lation. in the
(rece,in0 1* month.3
31-1#A-&. *ollection $genc0 licenses The
financial .tatement incl+,e, with the a((lication
for a collection a0ency licen.e .hall -e confi,ential
an, not (+-lic recor,3
33-2-.1. ri/ers> person$l infor($tion
Di.clo.+re of (er.onal information a-o+t ,ri6er.
o-taine, -y the Motor Hehicle Di6i.ion i.
+nlawf+l' with limite, exce(tion.3
33--3. ri/er>s license 8u$lific$tions Re(ort.
recei6e, or ma,e -y the health .tan,ar,. a,6i.ory
-oar, on whether a (er.on i. (hy.ically' 6i.+ally or
mentally :+alifie, for a ,ri6er. licen.e are
confi,ential an, may not -e ,i6+l0e, to any (er.on
or +.e, a. e6i,ence in any trial3
33--21+. Accident reports
8ith .(ecifie, exce(tion.' acci,ent re(ort. ma,e to
the .tate hi0hway an, tran.(ortation ,e(artment -y
(er.on. in6ol6e, in acci,ent. or -y 0ara0e. are for
the confi,ential +.e of the ,e(artment an, other
.(ecifie, a0encie.3
3&-11-2. Mining reports
Information re0ar,in0 (ro,+ction an, 6al+e of
(ro,+ction for in,i6i,+al mine. f+rni.he, yearly to
the minin0 an, mineral. ,i6i.ion of the ener0y'mineral. an, nat+ral re.o+rce. ,e(artment .hall -e
hel, confi,ential exce(t that it may -e re6eale, to
.(ecifie, a0encie.3
3&-2A-1). *o$l (ining per(its
The (ortion of an a((lication for a .+rface coal
minin0 an, reclamation (ermit (+r.+ant to the
S+rface Minin0 Act with information (ertainin0 to
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Office of the Attorney General State of New Mexico
analy.i. of chemical an, (hy.ical (ro(ertie. of coal
law for (+r(o.e. of the
>otherwi.e (ro6i,e, -y law exce(tion3 owe6er'
accor,in0 to the New Mexico S+(reme !o+rt' a
re0+lation ma7in0 certain recor,. (ri6ate may -e
(ro(er if the re0+lation i. a+thori/e, -y a .tat+te
an, i. nece..ary to carry o+t the .tat+te. (+r(o.e.3
See !ity of #a. !r+ce. 63 P+-lic Em(loyee #a-or
Relation. ",3' 1*1 N3M3 B&&' $1% P3*, )41 ;ursuant to this
statute, the 4epartment promulgates a regulation
that !eeps the identity of clients served #y pu#lic
and private mental health clinics confidential.
;u#lic health clinics may properly rely on the
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regulation to deny requests to inspect records
containing information that identifies clients.
Example $+:
A state agency that oversees collective #argaining #y
pu#lic employees issues a regulation providing that the
names of employees on collective #argaining representative petitions shall #e !ept confidential. A
pu#lic employer requests access to a petition signed #y
a num#er of its employees that indicates the
employees" interest in having a representative election.
(hen the state agency denies access to the petition,
the pu#lic employer files a lawsuit challenging the
agency"s authority to !eep the employees" names
confidential #ecause no statute expressly protects the
names from pu#lic disclosure. The court upholds the
agency"s decision to deny access to the records #ased
on its regulation. The court correctly rules that the
otherwise provided #y law> exception incorporates
the regulation #ecause the regulation is authorized #y
a statute governing collective #argaining #y pu#lic
employees and effectuates the statute"s provisions that
expressly protect the right of pu#lic employees to
collectively #argain, to oin unions without
interference and to conduct representative elections in
secret.
b. eder$l %$'
Some .tate or local (+-lic a0encie. may -e .+-9ect to
fe,eral law. an, re0+lation. 0o6ernin0 the ,i.clo.+re
of (+-lic recor,.3 For exam(le' the Family E,+cational
Ri0ht. an, Pri6acy Act' * U3S3!3 1*2*0' (ro6i,e.
that fe,eral f+n,. will not -e a6aila-le to any
e,+cational a0ency or in.tit+tion that (ermit. the
relea.e of e,+cation recor,. or (er.onally i,entifia-le
information Directory information i. ,efine, to incl+,e a.t+,ent. name' a,,re..' tele(hone n+m-er' ,ate an,
(lace of -irth' fiel, of .t+,y' athletic (artici(ation'
,ate. of atten,ance an, ,e0ree. recei6e,3 Thi. fe,eral
.tat+te .+((lement. the (rotection .(ecifically
(ro6i,e, +n,er Section 1)*;1
1). !nd of *ounter/$iling Public Polic0
!"ception $nd *l$rific$tion of !"ecuti/ePri/ilege
$. *ounter/$iling Public Polic0
For many year.' New Mexico co+rt. reco0ni/e, a
>r+le of rea.on exce(tion to the ri0ht to in.(ect
(+-lic recor,. when there wa. a co+nter6ailin0
(+-lic (olicy a0ain.t ,i.clo.+re3 Un,er thi.
9+,icially;create, exce(tion' non,i.clo.+re of
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Office of the Attorney General State of New Mexico
(+-lic recor,. co+l, -e 9+.tifie, if the harm to the
(+-lic intere.t from allowin0 in.(ection o+twei0he,
the (+-lic. ri0ht to 7now3
The New Mexico S+(reme !o+rt a-oli.he, the r+le of
rea.on exce(tion in Re(+-lican Party of New Mexico
63 New Mexico Taxation an, Re6en+e De(artment'*1*;NMS!;*B' *&2 P32, &423 The !o+rt. ,eci.ion
ma7e. it clear that a (+-lic -o,y may withhol, a
(+-lic recor, only if it i. -a.e, on
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IH3 Section 1);*;43 P+r(o.e of Act
Declaration of P+-lic Policy
he %$'
Recogni:ing th$t $ represent$ti/e go/ern(ent is dependent
upon $n infor(ed elector$te< the intent of the legisl$ture in
en$cting the Inspection of Public Records Act is to ensure< $nd
it is decl$red to be the public polic0 of this st$te< th$t $ll persons
$re entitled to the gre$test possible infor($tion reg$rding the
$ff$irs of go/ern(ent $nd the offici$l $cts of public officers $nd
e(plo0ees. It is the further intent of the legisl$ture< $nd it is
decl$red to be the public polic0 of this st$te< th$t to pro/ide
persons 'ith such infor($tion is $n essenti$l function of $represent$ti/e go/ern(ent $nd $n integr$l p$rt of the routine
duties of public officers $nd e(plo0ees.
!ommentary
Thi. (ro6i.ion .et. forth the (olicy -ehin, the Act3 The -a.ic (remi.e i.that (ro6i,in0 (eo(le with acce.. to information a-o+t the acti6itie. of (+-lic a0encie. re.+lt. in -etter 0o6ernment3 To+n,er.core the im(ortance of thi. (remi.e' the Act ,eclare. that (ro6i,in0 acce.. to (+-lic recor,. i. incl+,e, in the e..ential f+nction.
of 0o6ernment an, in the ,+tie. of it. officer. an, em(loyee.3
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Office of the Attorney General State of New Mexico
H3 Section 1);*;B3 Definition.
he %$'
As used in the Inspection of
Public Records Act=
A. @custodi$n (e$ns $n0
person responsible for
the ($inten$nce< c$re
or 6eeping of $ public
bod0>s public records<
reg$rdless of 'hether
the records $re in th$t
person>s $ctu$l ph0sic$l
custod0 $nd control
B. Bfile for($tB (e$ns the
intern$l structure of $n
electronic file th$t
defines the '$0 it is
stored $nd used
C. @inspect (e$ns to
re/ie' $ll publicrecords th$t $re not
e"cluded in Section 14-
2-1 7MSA
1&#
D. @person (e$ns $n0
indi/idu$l< corpor$tion<
p$rtnership< fir(<
$ssoci$tion or entit0
E. @protected person$lidentifier infor($tion
(e$ns=
(1)$ll but the l$st
four digits of $=
(a) t$"p$
0er
identific$
tion
nu(ber
(b) fin$nc
i$l
$ccount
nu(ber
or
(c) dri/er
>s license
nu(ber
(2)$ll but the 0e$r
of $ person>s
d$te ofbirth $nd
(3)$ soci$l securit0
nu(ber.
F. @public bod0 (e$ns
the e"ecuti/e<
legisl$ti/e $nd Cudici$l
br$nches of st$te $nd
loc$l go/ern(ents $nd
$ll $d/isor0 bo$rds<co((issions<
co((ittees< $gencies or
entities cre$ted b0 the
constitution or $n0
br$nch of go/ern(ent
th$t recei/es $n0 public
funding< including
politic$l subdi/isions<
speci$l t$"ing districts<
school districts $nd
institutions of highereduc$tion $nd
G. @public records (e$ns
$ll docu(ents< p$pers<
letters< boo6s< ($ps<
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Office of the Attorney General State of New Mexico
t$pes< photogr$phs<
recordings $nd other
($teri$ls< reg$rdless of
ph0sic$l for( or
ch$r$cteristics< th$t $re
used< cre$ted< recei/ed<
($int$ined or held b0or on beh$lf of $n0
public bod0 $nd rel$te
to public business<
'hether or not the
records $re re8uired b0
l$' to be cre$ted or
($int$ined.
!ommentary
A. *?SOIA7
A c+.to,ian for (+r(o.e. of
the Act i. the (er.on
,e.i0nate, -y a (+-lic -o,y
who i. re.(on.i-le for the
(+-lic -o,y. recor,.'
where6er they are locate,3
Example $5:
A person interested in the
state"s policy regarding
hunting requests copies of
minutes for meetings of the
ame and =ish file format
mean. the internal .tr+ct+re
of an electronic file that
,efine. the way it i. .tore,
an, +.e,3 For exam(le' a
(+-lic -o,y may +.eMicro.oft 8or, to create
electronic ,oc+ment.3
Micro.oft 8or, i. the file
format for tho.e ,oc+ment.3
C. I7SP!*
The term >in.(ect a. +.e,
in the Act mean. to re6iew
any (+-lic recor, that the
Act ha. not exce(te, from
the ri0ht to in.(ect3
D. P!RSO7
The term >(er.on i. not
limite, to in,i6i,+al. an,
can a((ly to almo.t any ty(e
of entity' incl+,in0
cor(oration.' cl+-. an,
(artner.hi(.3
E. PRO!*!
P!RSO7A%
I!7II!R
I7ORMAIO7
A. ,i.c+..e, a-o6e in
!ha(ter III' Section "3&' the
Act (ermit. a (+-lic -o,y to
re,act >(rotecte, (er.onal
i,entifier information in a
(+-lic recor, -efore (ro6i,in0 the recor, for
in.(ection an, co(yin03 For
(+r(o.e. of the Act'
>(rotecte, (er.onal i,entifier
information i. all -+t the
la.t fo+r ,i0it. of a tax(ayer
i,entification n+m-er'
financial acco+nt n+m-er or
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Office of the Attorney General State of New Mexico
,ri6er. licen.e n+m-er all
-+t the year of a (er.on.
,ate of -irth an, a .ocial
.ec+rity n+m-er3 If a re:+e.t
i. ma,e to in.(ect (+-lic
recor,. containin0 (er.onal
information' it may -ere,acte, on the 0ro+n,. that
it i. >(rotecte, (er.onal
i,entifier information only
if the (er.onal information
re:+e.te, fall. within the
Act. ,efinition3 Per.onal
information in (+-lic recor,.
that i. not >(rotecte,
(er.onal i,entifier
information a. ,efine, -y
the Act' m+.t -e ma,e
a6aila-le in re.(on.e to an
in.(ection re:+e.t' +nle..
that information i. (rotecte,
-y another law3
F. P?5%I* 5OJ
For (+r(o.e. of the Act' the
term >(+-lic -o,y refer. to
6irt+ally e6ery ty(e of 0o6ernmental -o,y' office or
a0ency3 It incl+,e. the .tate
an, local 0o6ernment.' an,
all -oar,.' commi..ion.'
a0encie. an, other entitie.
that are create, -y the .tate
con.tit+tion or -y any -ranch
of .tate or local 0o6ernment
that recei6e. (+-lic f+n,in0'
incl+,in0 (olitical
.+-,i6i.ion. an, in.tit+tion.of hi0her e,+cation3
Example '6:
A request is made to inspect
the file of an employee of a
community action agency.
The community action
agency is a private,
nonprofit organization that
administers programs aimed
at eliminating poverty. The
organization receives state
and federal funding for its
proects, #ut it was not
created #y the constitutionor any #ranch of
government, and its
programs and day?to?day
operations are not su#ect to
any governmental oversight
or supervision. 7nder these
circumstances, the
organization is not a pu#lic
#ody> and is not required #y
the Act to provide access to
its records.
Example '1:
A county commission decides
to lease the county hospital
to a private, nonprofit
corporation that will #e
solely responsi#le for the
hospital"s management and
operations. The mill levy
proceeds collected #y thecounty will #e turned over to
the corporation for purposes
of providing care to indigent
county residents and related
operations expenses. Two
county commissioners will
#e mem#ers of the hospital
governing #oard and the
county commission retains
the authority to remove and
replace the non?commissioner #oard
mem#ers if, in the
commission"s opinion, the
#oard is not fulfilling its
duties to provide adequate
health care services to the
county"s residents. %n
addition, the hospital #oard
is required to issue a report
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Office of the Attorney General State of New Mexico
to the commission twice a
year and su#mit to annual
audits #y the county. A
citizen of the county as!s the
hospital #oard for a copy of
all expenditures made #y the
hospital the previous year for medical supplies. The
#oard constitutes a pu#lic
#ody for purposes of the Act
#ecause the hospital is
owned #y the county,
receives pu#lic funding from
the county and is su#ect to
oversight and control #y the
county commission. 7nless
an exception applies to the
expenditure records
requested, the hospital #oard
should ma!e the records
availa#le to the requester for
inspection.
Example '$:
The governing #ody of a
pue#lo receives a written
request for copies of all
minutes recorded #y the#ody for its meetings during
the prior six months. The
governing #ody is not
required #y the Act to
provide access to the
minutes #ecause it is not
covered #y the Act"s
definition of pu#lic #ody.>
The Act applies to records of
state government and local
governments of the state. %t does not apply to records
maintained #y the
governments of &ative
American tri#es, pue#los or
nations or #y the federal
government.
G. P?5%I* R!*ORS
A >(+-lic recor, i. ,efine,
to incl+,e any ,oc+ment'
ta(e or other material'
re0ar,le.. of form' that i.
+.e,' create,' recei6e,'
maintaine, or hel, -y or on
-ehalf of a (+-lic -o,y' an,i. relate, to (+-lic -+.ine..3
Example '':
The governing #oard of a
municipal electric utility
tape records its pu#lic
meetings and uses the tape
to draft written minutes.
9nce the minutes are
drafted, the tapes are erased
and reused. Two days after a
regular meeting of the
#oard, an individual who
attended the meeting as!s to
listen to the tape of the
meeting. 7nless the tape has
#een erased, the #oard must
comply with the request.
7ntil it is erased, a tape
recording of a #oard meeting
is used, maintained or held #y or on #ehalf of the #oard
and, therefore, constitutes a
pu#lic record. 4uring this
time, even if it is very short,
the tape is su#ect to
inspection.
Example '):
A person studying the
process of governmental
decision ma!ing su#mits tothe records custodian for the
governor"s office a request to
inspect all email messages
transmitted #etween the
governor"s office and the
spea!er of the house of
representatives during the
legislative session. =inding
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Office of the Attorney General State of New Mexico
no exception under the Act
or other law precluding
pu#lic disclosure, the
records custodian permits
the requester to review and
print copies of the requested
messages that have #een stored in the governor"s
office"s computerized
data#ase, there#y complying
with the Act.
!ommentary
Recor,. +.e,' create,'
recei6e,' maintaine, or hel,
on -ehalf of a (+-lic -o,yare (+-lic recor,. 9+.t a. if
they were maintaine, -y the
(+-lic -o,y it.elf3 In thi.
re0ar,' if email i. +.e, to
con,+ct (+-lic -+.ine..' the
email i. a (+-lic recor, e6en
tho+0h a (er.onal acco+nt i.
+.e,3 The (er.on +.in0 the
(er.onal acco+nt i.
effecti6ely +.in0' creatin0'
recei6in0' maintainin0 or
hol,in0 the (+-lic recor, on
-ehalf of the (+-lic -o,y3 On
the other han,' not e6ery
(er.onal email of a (+-lic
official i. nece..arily a
(+-lic recor,3 The
comm+nication m+.t relate
to (+-lic -+.ine.. an, -e
maintaine, or hel, on -ehalf
of a (+-lic -o,y to -e a (+-lic recor,3
Example '+:
The mayor of a city routinely
uses his personal email
account to communicate, in
his official capacity, with
city councilors and lo##yists
regarding city #usiness. An
interested citizen requests all
email communications
#etween the mayor and
lo##yists regarding an issue
currently facing the city. %n
responding to the request,
the mayor must include all applica#le messages sent to
and from his personal email
account as they are records
related to pu#lic #usiness
held on #ehalf of the city.
Example ':
Foe wor!s for the
4epartment of ame and
=ish. Foe receives a personal
email, on his personal
account, from Fane, a
private citizen, that contains
a comment on an issue
#efore the 4epartment of
0ealth. Fane is Foe"s
personal friend and is not
connected to his wor! for the
state. Foe replies to the
email. The emails were not
sent or received in Foe"sofficial capacity and did not
influence his wor!. (e do
not #elieve the emails are
pu#lic records, even though
they technically relate to
pu#lic #usiness, #ecause
they were not used, created,
received, maintained or held
on #ehalf of a pu#lic #ody.
Example ': A request for records
pertaining to inmates housed
at the county ail is made to
the ail administrator. The
ail administrator is
employed #y a private
company that provides,
manages and operates the
county ail. The ail
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Office of the Attorney General State of New Mexico
administrator refuses to
provide the records on the
#asis that they are !ept #y
the private company and
therefore are not pu#lic
records. The requester goes
to district court for aninunction requiring the ail
administrator to allow
inspection of the records.
The county ail is a pu#lic
facility and the private ail
operator is performing a
governmental function that
otherwise would #e
performed #y the county.
Thus, it is li!ely that a court
reviewing the issue would
rule that the inmate records
are pu#lic records #ecause
they are created, used and
maintained on #ehalf of a
pu#lic #ody, i.e., the county,
and relate to pu#lic
#usiness. *ee Toomey v.
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Office of the Attorney General State of New Mexico
private arts program as part
of any formal report or
application to the state
agency. 9f course, even
though the report is not a
pu#lic record su#ect to
inspection, the Act would not have prohi#ited the agency
from voluntarily providing
the report in response to an
inspection request made
while the report was
temporarily in the agency"s
custody.
Example '5:
A city employee teaches an
evening course in a private
college program for adults.
0e used his lunch hour to
prepare for class and !eeps
his papers for the course in
his des! in his office. These
papers are not prepared in
connection with his
employment duties and are
not pu#lic records of the city
su#ect to inspection uponrequest.
!ommentary
In .ome .it+ation.' (er.onal
contact information hel, -y
a (+-lic -o,y may not
con.tit+te a >(+-lic recor,
for (+r(o.e. of the Act3 In a
recent ca.e' the New Mexico!o+rt of A((eal. ,etermine,
that (er.onal information
incl+,e, in a citi/en.
com(laint file, with a (+-lic
-o,y' .+ch a. the citi/en.
home a,,re.. an, tele(hone
n+m-er an, .ocial .ec+rity
n+m-er' mi0ht -e re,acte,
-efore ma7in0 the com(laint
a6aila-le for (+-lic
in.(ection3 See !ox' 1)&
N3M3 at $)13 The co+rt
o-.er6e, that the (er.onal
information wa. not ,irectly
relate, to the com(laint
.+-mitte, to the (+-lic -o,y'wa. not nece..ary to the
(+-lic. in.(ection of the
.+-.tance of the com(laint.'
an, that relea.e mi0ht lea,
to .+-.tantial harm to the
citi/en com(lainant .+ch a.
i,entity theft3 (rotecte, (er.onal i,entifier
information in a (+-lic
recor,
-efore allowin0 in.(ection
an, co(yin03=
For rea.on. .imilar to tho.e
the co+rt +.e, to 9+.tify
(rotectin0 (er.onal contactinformation in com(laint.
file, -y (ri6ate citi/en.' the
home a,,re.. an, tele(hone
n+m-er. of (+-lic
em(loyee. may al.o -e
(rotecte, from ,i.clo.+re3 In
the (a.t' a (+-lic em(loyee.
(er.onal contact information
wa. con.i,ere, a (+-lic
recor, an, .+-9ect to (+-lic
in.(ection3 "eca+.e homea,,re..e. an, tele(hone
n+m-er. were alrea,y
a6aila-le to the (+-lic
thro+0h (+-lication in
tele(hone ,irectorie. an,
.imilar .o+rce.' there
a((eare, to -e little
9+.tification for ,enyin0
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Office of the Attorney General State of New Mexico
(+-lic acce.. to the .ame
information containe, in the
recor,. of (+-lic -o,ie.3
Thi. 6iew ha. chan0e, in
recent year.' ,+e to the wi,e
a6aila-ility of an, acce.. to
information on the Internet'
concern. a-o+t i,entity theft' an,
(+-lic (re..+re to limit +nwante,tele(hone' mail' an, email
.olicitation.3 Recor,. of home
a,,re..e. an, tele(hone n+m-er.
of a (+-lic -o,y. em(loyee.
con.tit+te >(+-lic recor,. for
(+r(o.e. of the Act only if they
>relate to (+-lic -+.ine..3 Thi. i.
con.i.tent with the Act. (+r(o.e'
,i.c+..e, a-o6e' to en.+re (+-lic
acce.. to >information re0ar,in0
the affair. of 0o6ernment an, the
official act. of (+-lic official.
an, em(loyee.3 Generally' a
(+-lic -o,y maintain. em(loyee
home a,,re..e.' tele(hone
n+m-er. an, .imilar (er.onal
contact information for
a,mini.trati6e (+r(o.e.3 The
information' -y it.elf' re6eal.
nothin0 a-o+t the official act. of
the em(loyee. or the o(eration. or acti6itie. of the (+-lic -o,y3
Th+.' in mo.t ca.e. a (+-lic -o,y
may ,eny a re:+e.t to in.(ect
recor,. of it. em(loyee. (er.onal
contact information -eca+.e that
information i. not a >(+-lic
recor,3
Example )6:
A newspaper requests
payroll information for a
village"s employees. Therecords include the
employees" names, home
addresses and salaries.
The village provides the
newspapers with copies of
the records, after
redacting the employees"
home addresses. The
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Office of the Attorney General State of New Mexico
village properly denied
inspection of the home
addresses #ecause that
information is not a
pu#lic record that is open
to inspection under the
Act.
!ommentary
In limite, .it+ation.'
(er.onal contact
information for a (+-lic
-o,y. em(loyee. may
con.tit+te a (+-lic recor,
that m+.t -e ma,e
a6aila-le for in.(ection3For exam(le' (+-lic
in.(ection may -e
a((ro(riate if a (+-lic
-o,y. em(loyee wor7. at
home' .o that the
em(loyee. wor7 a,,re..
i. al.o that em(loyee.
home a,,re..3 Another
exam(le i. where a (+-lic
official i. re:+ire, -y law
to re.i,e within a certain
city' co+nty or ,i.trict3 In
that .it+ation' the (ortion
of the official. a,,re..
that .how. the city'
co+nty or ,i.trict in which
the em(loyee li6e. mi0ht
con.tit+te a (+-lic recor,3
HI3 Section 1);*;%3
De.i0nation of
!+.to,ian
D+tie.
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Office of the Attorney General State of New Mexico
he %$'
!$ch public bod0 sh$ll
design$te $t le$st one
custodi$n of public records'ho sh$ll=
A.recei/e re8uests<
including electronic
($il or
f$csi(ile< to inspect public
records
B. respond to re8uests in
the s$(e (ediu(<
electronic or p$per< in
'hich the re8uest '$s
($de in $ddition to $n0
other (ediu( th$t the
custodi$n dee(s
$ppropri$te
C. pro/ide proper $nd
re$son$ble
opportunities to inspect
public records
D.pro/ide re$son$ble
f$cilities to ($6e or
furnish copies of the
public records during
usu$l business hours
$nd
E. post in $ conspicuous
loc$tion $t the
$d(inistr$ti/e office<$nd on the publicl0
$/$il$ble 'ebsite< if $n0<
of e$ch public bod0 $
notice describing=
(1) the right of $ person
to inspect $ public bod0>s
records
(2) procedures for
re8uesting inspection of
public records< including
the cont$ct
infor($tion for the
custodi$n of public
records
(3) procedures for
re8uesting copies of public
records
(4) re$son$ble fees for
cop0ing public records
$nd
(5)the responsibilit0 of $ public bod0 to ($6e
$/$il$ble public records
for inspection.
!ommentary
A. !SIG7AIO7 O
*?SOIA7
Each .tate an, local
0o6ernment -oar,'
commi..ion' committee'
a0ency or entity m+.t
,e.i0nate a c+.to,ian to
han,le re:+e.t. to in.(ect
(+-lic recor,.3 c+.to,ian in !ha(ter H'Section A= The (er.on
,e.i0nate, .ho+l, -e
7nowle,0ea-le a-o+t the
7in,. of recor,. 7e(t -y the
(+-lic -o,y' the
re:+irement. of the Act' an,
any .(ecific .tat+te. or
re0+lation. (rotectin0 or
otherwi.e affectin0 the
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Office of the Attorney General State of New Mexico
(+-lic -o,y. recor,.3
A0encie. ,o not ha6e to hire
new em(loyee. 9+.t to -e
their recor,. c+.to,ian.3 The
(er.on who i. a((ointe, the
recor,. c+.to,ian may -e an
exi.tin0 em(loyee' e303' aco+nty cler73 In a,,ition' the
Act i. not inten,e, to ma7e
the c+.to,ian the excl+.i6e
em(loyee with (ower to
re.(on, to in.(ection
re:+e.t. other em(loyee.
may' on -ehalf of the recor,.
c+.to,ian' f+rni.h (+-lic
recor,. for in.(ection or
otherwi.e re.(on, to
re:+e.t. to in.(ect (+-lic
recor,.3
B. R!SPO7S! I7 SAM!
M!I?M
A c+.to,ian recei6in0 an
in.(ection re:+e.t m+.t
re.(on, in the .ame me,i+m
in which the c+.to,ian
recei6e, the re:+e.t' -e itelectronic or (a(er3 The
c+.to,ian may (ro6i,e an
a,,itional re.(on.e to the
.ame re:+e.t in any other
me,i+m the c+.to,ian ,eem.
a((ro(riate3
*. R!ASO7A5%!
OPPOR?7IJ
O
I7SP!*
S+-9ect to the Act. .(ecific
re:+irement. ,i.c+..e,
-elow' a c+.to,ian m+.t
(ro6i,e (ro(er an,
rea.ona-le o((ort+nitie. to
in.(ect (+-lic recor,.3 Thi.
,oe. not mean that a re:+e.t
to in.(ect m+.t ta7e
(rece,ence o6er all other
-+.ine.. of the (+-lic -o,y3
Rather' the ,+ty to (ro6i,e
rea.ona-le o((ort+nitie. to
in.(ect (ermit. a recor,.
c+.to,ian to ta7e intoacco+nt the (+-lic -o,y.
office ho+r.' a6aila-le .(ace'
a6aila-le (er.onnel' nee, to
.afe0+ar, recor,. an, other
le0itimate concern.3
Accor,in0ly' the c+.to,ian
may im(o.e rea.ona-le
con,ition. on acce..'
incl+,in0 a((ro(riate time.
when' an, (lace. where'
recor,. may -e in.(ecte,
an, co(ie,3 Generally' the
o-li0ation to (ro6i,e
rea.ona-le acce.. to (+-lic
recor,. .ho+l, not re:+ire an
office to ,i.r+(t it. normal
o(eration. or remain o(en
-eyon, it. normal ho+r. of
o(eration.3
Example )1: A city treasurer"s office
posts its accounts and
closes its #oo!s at the end
of each month. A request to
inspect the account ledgers
for the city on the last
#usiness day of the month
would interfere with the
a#ility of the office to close
the accounts. %n such a
case, it would #ereasona#le to as! the
requester to return the next
day to inspect the ledgers.
Example )$:
A person wishes to inspect
all the contracts entered
into #y a school district for
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Office of the Attorney General State of New Mexico
the past five years. To give
the person free access to all
the filing