When NMJHS was established in 1985, the Society began collecting important records of archival importance. The founding members recognized that these valuable documents, some of them old family papers, needed to be saved for posterity. NMJHS officers negotiated an arrangement in 1988 whereby these documents would be on long-term loan to the State Archives at the old building on the corner of Montezuma and Guadalupe Streets.
Shortly after the new State Records Center and Archives Building was built, the State Archivist informed NMJHS that the Society had five years to decide whether to permanently gift the collection to the State or take it back. The Society had to decide on a course of action – whether to donate its collection to the State Archives or to retain ownership and find a secure home for the collection
In 2001 NMJHS made the big decision to gift its collection to the State Archives. The agreement with the State Records Center and Archives states that the NMJHS Accessions Committee and Board of Directors can decide what they want to collect. Everyone on the Accessions Committee maintains a notebook with lists of possible documents to archive.
As a contributing organization to the State Archives, NMJHS has an annual obligation to submit agendas and minutes of meetings, financial statements, fliers, documentation of events, articles that appear in the press, newsletters, membership lists, board members, and other relevant documents
The New Mexcio State Records Center and Archives is located at 1205 Camino Carlos Rey off Cerrillos Road in Santa Fe. The public entrance is on the lower level. At present, if you want to access a document in the NMJHS collection, you look it up in the online catalog of archival holdings and ask for it at the desk. Researchers can also request videotapes of meetings and conferences that NMJHS has held over the years.
The State Archives is in the process of scanning the documents in its collection, including the NMJHS collection, so that researchers can access the digital images from any location. This huge job will be completed sometime in the not-too-distant future. The effort is being coordinated in conjunction with other research institutions such as the University of New Mexico, Congregation Albert, and Temple Beth Shalom. Collections left by families that are held at various New Mexico libraries, museums, and other institutions are already linked into a giant database that provides great help to researchers.