Functional Classification Tool
The first step of record classification is determining if the record is a public records as defined under the Public Records Act: “Public Records” means 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.
Section 14-4-2 NMSA, 1978
Utilize the following flowchart to determine the next step:
Although the administration category is in the 100’s and located at the beginning of the FRRDS, many of the classifications in this category include the language “not identified in other classifications” and should be used only when your record cannot be classified elsewhere in the schedule. To minimize misclassification of records, the classification scheme has been inverted.
900 - Public Safety Services
01 - Correctional Institutions
901 – Complaints and Investigations
902 – Inmates Files – Jail
903 – Inmate Files – Juvenile
904 – Inmate Files – Penitentiary
905 – Inmate Mail
906 – Parole and Probation Files
907 – Programs – Correctional Institution
908 – Safety Records
909 – Security and Access
910 – Surveillance – Correctional Institution
911 – Unit Files
902 – Inmates Files – Jail
903 – Inmate Files – Juvenile
904 – Inmate Files – Penitentiary
905 – Inmate Mail
906 – Parole and Probation Files
907 – Programs – Correctional Institution
908 – Safety Records
909 – Security and Access
910 – Surveillance – Correctional Institution
911 – Unit Files
02 - Emergency and Disaster Management
916 – Disaster Files
917 – Emergency and Fire Drills
918 – Response
919 – Response – National Guard
917 – Emergency and Fire Drills
918 – Response
919 – Response – National Guard
03 - Law Enforcement
926 – Accidents and Incidents
927 – Accidents and Incidents – Fatality
928 – Animal Control – (local govt. only)
929 – Case Files – Law Enforcement
930 – Citation Management
931 – Citation Management – DUI
932 – Crime Reporting
933 – Evidence
934 – Fingerprint Identification – Criminal
935 – Fingerprint Identification – Non-Criminal
936 – Sex Offender Registration
937 – Victim Notification
938 – Surveillance – Law Enforcement
927 – Accidents and Incidents – Fatality
928 – Animal Control – (local govt. only)
929 – Case Files – Law Enforcement
930 – Citation Management
931 – Citation Management – DUI
932 – Crime Reporting
933 – Evidence
934 – Fingerprint Identification – Criminal
935 – Fingerprint Identification – Non-Criminal
936 – Sex Offender Registration
937 – Victim Notification
938 – Surveillance – Law Enforcement
04 - Training Management
941 – Fire Fighters
942 – Forestry
943 – Law Enforcement
942 – Forestry
943 – Law Enforcement
800 - Public Health and Social Services
01 - Child and Youth
801 – Case Files – Child and Youth Services
802 – Case Files – Foster Care
803 – Child Support Services
804 – Foster Homes
805 – Juvenile Records
802 – Case Files – Foster Care
803 – Child Support Services
804 – Foster Homes
805 – Juvenile Records
02 - Family and Aging
811 – Assistance – Employment
812 – Assistance – Employment (Refugee)
813 – Assistance – Financial
814 – Assistance – Medical
815 – Assistance – Nutrition
816 – Cases Files – Family and Aging
812 – Assistance – Employment (Refugee)
813 – Assistance – Financial
814 – Assistance – Medical
815 – Assistance – Nutrition
816 – Cases Files – Family and Aging
03 - Hazardous Material Management
821 – Hazardous Waste
822 – Radioactive Material
823 – Material Safety Data Sheets
822 – Radioactive Material
823 – Material Safety Data Sheets
04 - Hospital and Medical
826 – Analysis – X-Ray and Chemical
827 – Disease Management – Hospital and Medical
828 – Drugs and Controlled Substances
829 – Incidents
830 – Patient Management
831 – Patient Records – Adult
832 – Patients Records – Minor (9 Years of Age or Older)
833 – Patients Records – Minor (8 Years of Age or Younger)
834 – Programs – Hospital and Medical
827 – Disease Management – Hospital and Medical
828 – Drugs and Controlled Substances
829 – Incidents
830 – Patient Management
831 – Patient Records – Adult
832 – Patients Records – Minor (9 Years of Age or Older)
833 – Patients Records – Minor (8 Years of Age or Younger)
834 – Programs – Hospital and Medical
05 - Laboratory Management
841 – Calibration
842 – Case Files – Laboratory
843 – Reports – Laboratory
844 – Forensic Analysis
845 – Forensic Analysis – Medical Investigator
842 – Case Files – Laboratory
843 – Reports – Laboratory
844 – Forensic Analysis
845 – Forensic Analysis – Medical Investigator
06 - Vital Records
851 – Births and Deaths
700 - Natural Resource Management
01 - Agriculture
700 – Food and Drug Information
701 – Surveys and Inspections
702 – Weights and Measures
701 – Surveys and Inspections
702 – Weights and Measures
02 - Animal and Livestock
706 – Disease Management – Animal and Livestock
707 – Inspections
707 – Inspections
03 - Land and Water
711 – Conservation Plans
712 – Forest Management
713 – Land Management
714 – Maps and Photos (local govt, only)
715 – Natural Resources
716 – Water Management and Planning
712 – Forest Management
713 – Land Management
714 – Maps and Photos (local govt, only)
715 – Natural Resources
716 – Water Management and Planning
04 - Recreation
721 – Facilities
722 – Recreational Access
722 – Recreational Access
05 - Wildlife
726 – Fish Management
727 – Game Management
728 – Game Management – Historical
727 – Game Management
728 – Game Management – Historical
600 - Legal and Judiciary
01 - Contract Management
601 – Agreements – Other
602 – Interstate Compacts/Agreements
603 – Cooperative Agreements
604 – Goods and Services
605 – Leases
606 – Settlements
602 – Interstate Compacts/Agreements
603 – Cooperative Agreements
604 – Goods and Services
605 – Leases
606 – Settlements
02 - Court Administration
611 – Calendars
612 – Case Files – Lower Courts (Civil)
613 – Case Files – Lower Courts (Criminal)
614 – Case Files – Juvenile
615 – Case Files – Court of Record
616 – Case Files – Dismissed
617 – Exhibits
618 – Jury Management
619 – Probation Files
612 – Case Files – Lower Courts (Civil)
613 – Case Files – Lower Courts (Criminal)
614 – Case Files – Juvenile
615 – Case Files – Court of Record
616 – Case Files – Dismissed
617 – Exhibits
618 – Jury Management
619 – Probation Files
03 - Legal Matter Management
626 – Adoptions
627 – Advice and Opinions
628 – Bonds
629 – Extraditions and Requisitions
630 – Extraditions and Renditions – Governor
631 – Facsimile Signature Records
632 – Hearings and Appeals
633 – Hearings and Appeals – Historical
634 – Investigations
635 – Investigations – Attorney General
636 – Legal Case Files
637 – Legal Case Files – Historical
638 – Missing Person Files
639 – Public Defender and District Attorney – Adult
640 – Public Defender and District Attorney – Capital Offenses
641 – Public Defender and District Attorney – Juvenile
642 – Waivers and Releases
643 – Victim Claim Files
627 – Advice and Opinions
628 – Bonds
629 – Extraditions and Requisitions
630 – Extraditions and Renditions – Governor
631 – Facsimile Signature Records
632 – Hearings and Appeals
633 – Hearings and Appeals – Historical
634 – Investigations
635 – Investigations – Attorney General
636 – Legal Case Files
637 – Legal Case Files – Historical
638 – Missing Person Files
639 – Public Defender and District Attorney – Adult
640 – Public Defender and District Attorney – Capital Offenses
641 – Public Defender and District Attorney – Juvenile
642 – Waivers and Releases
643 – Victim Claim Files
04 - Licensing and Registration
651 – Brands
652 – Business Licenses
653 – Business Licenses – Historical
654 – Concealed Firearms
655 – Dealers, Agents and Outfitters
656 – Discipline and Investigations – General
657 – Discipline and Investigations – Historical
658 – Drivers’ Licenses
659 – Drivers’ Licenses – Suspension and Revocation
660 – Drivers’ Licenses – Lifetime Suspension and Revocation
661 – Facilities, Establishments and Products
662 – Motor Vehicles – Titles
663 – Motor Vehicles – Registration
664 – Motor Vehicles – Identification
665 – Motor Vehicles – License Plates
666 – Notary
667 – Professional Licenses
668 – Professional Licenses – Historical
669 – Securities
670 – Sportsmen’s Licensure
671 – Sportsmen’s Licensure – Lifetime
672 – Tests and Examinations
652 – Business Licenses
653 – Business Licenses – Historical
654 – Concealed Firearms
655 – Dealers, Agents and Outfitters
656 – Discipline and Investigations – General
657 – Discipline and Investigations – Historical
658 – Drivers’ Licenses
659 – Drivers’ Licenses – Suspension and Revocation
660 – Drivers’ Licenses – Lifetime Suspension and Revocation
661 – Facilities, Establishments and Products
662 – Motor Vehicles – Titles
663 – Motor Vehicles – Registration
664 – Motor Vehicles – Identification
665 – Motor Vehicles – License Plates
666 – Notary
667 – Professional Licenses
668 – Professional Licenses – Historical
669 – Securities
670 – Sportsmen’s Licensure
671 – Sportsmen’s Licensure – Lifetime
672 – Tests and Examinations
05 - Real Property
676 – Appraisals – Valuations
677 – Land and Easements
678 – Right of Way
679 – Water Rights
677 – Land and Easements
678 – Right of Way
679 – Water Rights
400-500 - Governance and Compliance
01 - Accreditation and Certification
401 – Colleges and Universities
402 – Courses and Programs
403 – Correctional Facilities
404 – Individual Certification
405 – Hospitals and Medical
406 – Schools
402 – Courses and Programs
403 – Correctional Facilities
404 – Individual Certification
405 – Hospitals and Medical
406 – Schools
02- Audit, Oversight and Compliance
411 – Corporations
412 – Environmental
413 – Federal Compliance and Reporting
414 – Financial – Audits
415 – General – Audits and Compliance
416 – Insurance
412 – Environmental
413 – Federal Compliance and Reporting
414 – Financial – Audits
415 – General – Audits and Compliance
416 – Insurance
03 - Election Management
421 – Appointments – Elections
422 – Campaign – Public Hearing
423 – Candidacy
424 – Canvass
425 – Election Administration – Local
426 – Election Administration – Municipalities (local govt. only)
427 – Election Administration – Statewide
428 – Financial – Campaign
429 – Investigations
430 – Petitions
431 – Reports – Election
432 – Voter Registration
422 – Campaign – Public Hearing
423 – Candidacy
424 – Canvass
425 – Election Administration – Local
426 – Election Administration – Municipalities (local govt. only)
427 – Election Administration – Statewide
428 – Financial – Campaign
429 – Investigations
430 – Petitions
431 – Reports – Election
432 – Voter Registration
04 - Environmental Management
436 – Air, Land and Water Quality
437 – Consents and Clearances
439 – Environmental Impact Statements
440 – Remediation – Superfund
441 – Reviews and Monitoring
442 – Sludge Permits (local govt. only)
443 – Storage Tanks
444 – Water Facilities – Environmental Management
445 – Water Pollution
437 – Consents and Clearances
439 – Environmental Impact Statements
440 – Remediation – Superfund
441 – Reviews and Monitoring
442 – Sludge Permits (local govt. only)
443 – Storage Tanks
444 – Water Facilities – Environmental Management
445 – Water Pollution
05 - Governance
449 – Appointments – Governance
450 – Appointments – Governor
451 – Bylaws
452 – Meetings
453 – Oaths of Office
450 – Appointments – Governor
451 – Bylaws
452 – Meetings
453 – Oaths of Office
06 - Human Rights Management
456 – ADA Accommodations
457 – Investigations – Civil and Human Rights
457 – Investigations – Civil and Human Rights
07 - Inspections and Monitoring
466 – Air Quality
467 – Asbestos
468 – Construction Material Samples
469 – Building and Construction
470 – Infrastructure – Inspections and Monitoring
471 – Equipment and Vehicles
472 – Equipment – Radioactive
473 – Fire and Electrical
474 – General – Inspection
475 – Hazardous Materials
476 – Herbicide, Pesticide and Chemicals
477 – Hospitals and Medical Facilities
478 – Investigations
479 – Laboratory
480 – Mines
481 – Trade and Service Marks
482 – Water Facilities – Inspections and Monitoring
483 – Water Quality
467 – Asbestos
468 – Construction Material Samples
469 – Building and Construction
470 – Infrastructure – Inspections and Monitoring
471 – Equipment and Vehicles
472 – Equipment – Radioactive
473 – Fire and Electrical
474 – General – Inspection
475 – Hazardous Materials
476 – Herbicide, Pesticide and Chemicals
477 – Hospitals and Medical Facilities
478 – Investigations
479 – Laboratory
480 – Mines
481 – Trade and Service Marks
482 – Water Facilities – Inspections and Monitoring
483 – Water Quality
08 - Legislation and Regulation Management
490 – Administrative Rules
491 – Legislation
492 – Legislative Meetings
493 – Journals – House and Senate
494 – Lobbyist
495 – Orders and Proclamations
496 – Ordinances and Resolutions
497 – Research
491 – Legislation
492 – Legislative Meetings
493 – Journals – House and Senate
494 – Lobbyist
495 – Orders and Proclamations
496 – Ordinances and Resolutions
497 – Research
09 - Occupational Safety and Health
501 – Inspections and Investigations
10 - Permit Management
506 – Short-Term Permits
507 – Transportation and Trip Permits
508 – Zoning and Development Review (local govt. only)
507 – Transportation and Trip Permits
508 – Zoning and Development Review (local govt. only)
11 - Policy and Standards Management
511 – Policies and Procedures
512 – Standards
512 – Standards
12 - Records Management
516 – Conversion Authorization
517 – Disposition Authorization
518 – Information Release
519 – Public Records Requests
520 – Records Custody
517 – Disposition Authorization
518 – Information Release
519 – Public Records Requests
520 – Records Custody
300 - Financial and Accounting
01 - Accounting Management
301 – Accounts Payable
303 – Accounts Receivable
304 – Accounts Transfers
305 – Collections
306 – Donations
307 – Funds Management
308 – Journal Entries
309 – Ledgers
310 – Reports – Accounting
303 – Accounts Receivable
304 – Accounts Transfers
305 – Collections
306 – Donations
307 – Funds Management
308 – Journal Entries
309 – Ledgers
310 – Reports – Accounting
02 - Asset Management
316 – Fixed Assets
317 – Inventories
318 – Surplus and Disposals
317 – Inventories
318 – Surplus and Disposals
03 - Bank Administration
321 – Bank Relationship
322 – Statements and Reports – Bank Administration
322 – Statements and Reports – Bank Administration
04 - Budget Management
326 – Annual Budget
05 - Financial Statements and Reports
331 – Reconciliations and Balancing
06 - Grant, Financial Aid and Loan Management
336 – Case Files – Loan
337 – Educational Financial Aid
337 – Educational Financial Aid
07 - Investment Management
341 – Investments
322 – Statements and Reports – Investments
322 – Statements and Reports – Investments
08 - Procurement
346 – Bids, Proposals and Quotes
347 – Vendor Management
347 – Vendor Management
09 - Tax Management
351 – Exemptions
352 – Maps (local govt. only)
354 – Tax Assessments
355 – Valuations
356 – Valuations – Historical
352 – Maps (local govt. only)
354 – Tax Assessments
355 – Valuations
356 – Valuations – Historical
10 - Unclaimed Property
361 – Unclaimed Property
200 - Employee Services
01 - Benefits Management
201 – Claims – Benefits Management
202 – Enrollment – Benefits
203 – Plans
202 – Enrollment – Benefits
203 – Plans
02 - Employer and Labor Services
206 – Employment Screening
207 – Labor Relations
208 – Programs – Employer and Labor Services
207 – Labor Relations
208 – Programs – Employer and Labor Services
03 - Payroll Management
211 – Deductions and Garnishments
212 – Payroll Registers
213 – Reports – Payroll
214 – Taxes – Payroll
212 – Payroll Registers
213 – Reports – Payroll
214 – Taxes – Payroll
04 - Personnel Management
221 – Awards – Personnel Management
222 – Adverse Action and Reduction in Force
223 – Certifications
224 – Drug and Alcohol Testing
225 – Employee Medical Records
226 – Employee Medical Records – Hazardous Materials
227 – Employee Disclosure
228 – Employee Eligibility Verification (I-9)
229 – Evaluations – Performance
230 – Grievances and Investigations
231 – Leave Records
232 – Military Files
233 – Personnel Files – Contributing
234 – Personnel Files – Non-Contributing
235 – Time and Attendance
236 – Volunteer Files
222 – Adverse Action and Reduction in Force
223 – Certifications
224 – Drug and Alcohol Testing
225 – Employee Medical Records
226 – Employee Medical Records – Hazardous Materials
227 – Employee Disclosure
228 – Employee Eligibility Verification (I-9)
229 – Evaluations – Performance
230 – Grievances and Investigations
231 – Leave Records
232 – Military Files
233 – Personnel Files – Contributing
234 – Personnel Files – Non-Contributing
235 – Time and Attendance
236 – Volunteer Files
05 - Retirement Administration
241 – Contributions
242 – Member Files – Benefits Exhausted
243 – Member Files – Others
242 – Member Files – Benefits Exhausted
243 – Member Files – Others
06 - Staffing and Recruiting
246 – Recruitment
247 – Positions and Classifications
251 – Course Management
252 – Employee Training Files
253 – Instructor Management
254 – Training Materials
247 – Positions and Classifications
251 – Course Management
252 – Employee Training Files
253 – Instructor Management
254 – Training Materials
08 - Worker's Compensation and Unemployment
261 – Claims – Worker’s Compensation and Unemployment
262 – Employer Account Files
263 – Reports – Injuries
264 – Underwriting
265 – WCA Accident Reporting
262 – Employer Account Files
263 – Reports – Injuries
264 – Underwriting
265 – WCA Accident Reporting
100 - Administration
01 - General Management
101 – Authorization
102 – Calendar and Schedules
103 – Calendar and Schedules – Governor
104 – Correspondence – Executive Level
105 – Correspondence – General
106 – County Clerks Recorded Documents (local govt. only)
107 – Denied, Rejected or Withdrawn Records
108 – Distribution, Mailing and Contact Lists
109 – Index and Finding Aids
110 – Logs
111 – Planning and Development
112 – Program and Project Files
113 – Program and Project Files – Governor’s
114 – Publications
116 – Reports – General
117 – Reports – Historical
118 – Reports – Statistical
119 – Speeches and Presentations
120 – Surveys
121 – Tracking
122 – Grant Administration
102 – Calendar and Schedules
103 – Calendar and Schedules – Governor
104 – Correspondence – Executive Level
105 – Correspondence – General
106 – County Clerks Recorded Documents (local govt. only)
107 – Denied, Rejected or Withdrawn Records
108 – Distribution, Mailing and Contact Lists
109 – Index and Finding Aids
110 – Logs
111 – Planning and Development
112 – Program and Project Files
113 – Program and Project Files – Governor’s
114 – Publications
116 – Reports – General
117 – Reports – Historical
118 – Reports – Statistical
119 – Speeches and Presentations
120 – Surveys
121 – Tracking
122 – Grant Administration
02 - Buildings, Facilities and Infrastructure
131 – Building Files
132 – Construction Project Files – Capital Projects
133 – Infrastructure Project Files
134 – Maintenance and Repair Records
135 – Maps, Drawings and Plans
136 – Safety, Security and Access
137 – Work Orders
132 – Construction Project Files – Capital Projects
133 – Infrastructure Project Files
134 – Maintenance and Repair Records
135 – Maps, Drawings and Plans
136 – Safety, Security and Access
137 – Work Orders
03 - Community and Public Relations
141 – Awards – Community and Public Relations
142 – Complaints
143 – Outreach – Historical
144 – Press and News Releases
145 – Programs – Community and Public Relations
146 – Publicity and Promotion
142 – Complaints
143 – Outreach – Historical
144 – Press and News Releases
145 – Programs – Community and Public Relations
146 – Publicity and Promotion
04 - Equipment and Vehicle Management
151 – Equipment Files
152 – Maintenance and Repairs
153 – Vehicle Files
152 – Maintenance and Repairs
153 – Vehicle Files
05 - Informational Technology
156 – Access and Control
157 – Systems and Networks
158 – Web Management
157 – Systems and Networks
158 – Web Management
06 - Risk Management
161 – Accidents and Property Damage
162 – General Liability – Claims
163 – Insurance Certificates and Bonds
164 – Insurance Policies
165 – Waivers and Releases – Risk Management
162 – General Liability – Claims
163 – Insurance Certificates and Bonds
164 – Insurance Policies
165 – Waivers and Releases – Risk Management
07 - Historical and Cultural Resource Management
171 – Collection Management – Library
172 – Collection Management – Museums and Archives
173 – Lending
174 – Patron Management
175 – Requests
176 – Scholarly Research
177 – Cultural Resources
172 – Collection Management – Museums and Archives
173 – Lending
174 – Patron Management
175 – Requests
176 – Scholarly Research
177 – Cultural Resources
08 - Education
181 – Assessments
182 – Course Development and Administration
183 – Enrollment – Education
184 – Examination and Testing
185 – Programs – Education
186 – Programs – Higher Education
187 – Registration
188 – Student Records
189 – Student Transcripts
182 – Course Development and Administration
183 – Enrollment – Education
184 – Examination and Testing
185 – Programs – Education
186 – Programs – Higher Education
187 – Registration
188 – Student Records
189 – Student Transcripts