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Glossary

This glossary defines key terms and concepts used throughout the New Mexico Public Regulation Commission - Case Management System documentation.

A​

Additional Staff​

Supporting team members assigned to assist with inspections or case management tasks. Multiple additional staff can be assigned, but only one Lead Inspector is allowed per inspection.

Administration​

Administrative functions including user approvals, audit logging, system reports, analytics, and advanced search capabilities.

Enhanced search functionality that allows users to search for cases, documents, and parties using multiple criteria including docket number, status, company name, and date ranges.

Annotation​

The process of adding notes, comments, or markings to documents for reference or clarification purposes.

Applicant/Petitioner​

A party type indicating the individual or entity that initiates a case or filing. This is one of the options when selecting Party Type during case submission.

Audit Log​

A comprehensive record of all system activities, changes, and user actions maintained for compliance, security, and accountability purposes. All modifications to records are tracked with timestamps and user details.

B​

Bates Numbering​

A sequential numbering system applied to documents for identification and reference purposes during legal proceedings or document review.

Bill Analysis​

A specialized process for conducting bill analyses and uploading reports related to legislative bills.

Breakout Tank (BT)​

An inspection type focused on breakout tanks under hazardous liquids pipeline operations.

Bureau Chief​

A senior role (e.g., PSB Bureau Chief) responsible for reviewing inspection findings and signing official documents such as NOPV (Notice of Probable Violation) documents.

C​

Case​

A docket or proceeding managed within the CMS Portal. Each case is assigned a unique docket number and tracks all related documents, parties, comments, and activities.

Case 360 View​

A comprehensive, centralized view showing all information related to a specific case. This page acts as the main workspace for reviewing and managing all case-related information and activities, including documents, parties, comments, service notifications, assignments, tasks, and other related actions.

Case Status​

The current stage of a case in its lifecycle. Common statuses include: New, Active, In Progress, Closed, Compliance Monitoring, Partial Compliance, Unsatisfactory Finding, Acknowledged – Pending Review, Need Clarification, and Rejected.

Check Number​

A reference number printed on a check, used when recording payment information in the system.

CMS Portal​

Case Management System Portal - the main platform for managing PRC cases, documents, comments, and administrative tasks.

Company 360​

A comprehensive view of all information related to a registered company, including company details, associated dockets, inspections, and related documents.

Company Associate​

A party type indicating an individual associated with a company. This role is automatically assigned when contact information is entered during case submission.

Company Management​

Functions for registering and managing company information in the system, including company access approval processes.

Company Type​

Classification of a company (e.g., Natural Gas, Hazardous Liquids) that determines available subtypes and inspection types.

Company Sub Type​

Specific classification within a company type (e.g., CO₂, Gathering, Transmission, Municipal Distribution, Private Distribution, Crude, HVL, RPP, Breakout Tanks).

Compliance Monitoring​

A case status indicating that a case is being monitored for ongoing compliance with regulatory requirements.

Confidential​

A document classification indicating that the document's content is restricted and only accessible to authorized internal users. Confidential documents display the title publicly but restrict access to the content.

Confidentiality Agreement​

A specialized process for handling confidentiality agreements for documents, ensuring proper access controls for sensitive information.

Confirmation Number​

A unique identifier generated when a filing request, comment, or IPRA request is submitted. This number is used to track and reference the submission.

Construction (CT)​

An inspection type focused on oversight of pipeline construction activities.

Control Room Management (CRM)​

An inspection type assessing control room procedures and safety protocols.

COS Supervisor / COS Staff​

Users who can view and generate inspection reports for tracking and compliance monitoring purposes.

D​

Dashboard​

The main landing page showing an overview of cases, documents, comments, tasks, and notifications. Different dashboards are available for Cases, Documents, Comments, IPRA, HR, Meeting Agenda, Companies, and Notifications.

Document Comparison​

A feature that allows users to compare document versions and track changes between different iterations of the same document.

Document Filing Request​

A process for requesting document filings into cases, allowing users to submit documents for review and inclusion in case records.

Document Linking​

A feature that enables users to link documents and create parent-child relationships between related documents.

Document Management​

Functions for filing, linking, annotating, redacting, comparing, numbering, stamping, and managing documents throughout their lifecycle.

Document Stamping​

Automated document stamping functionality for public documents, ensuring proper identification and tracking.

Document Type​

Classification of a document (e.g., Advice Notices, Filings, Report, Checklist, Supporting File, Notice, Agreement, Motion) that helps categorize and organize documents.

Docket​

A formal case or proceeding submitted to the PRC. Each docket is assigned a unique docket number and contains all related information, documents, and activities.

Docket Caption​

A brief but descriptive title for a case entered during case submission.

Docket Details​

Essential docket information and key milestones displayed in the Case 360 view, including case information and case dates & milestones.

Docket Number​

A unique identifier automatically generated for each case. This number helps track and reference the case throughout its entire process.

Docket Status​

The current status of a docket, which can be updated by authorized users. Common statuses include Active, Closed, Compliance Monitoring, and others.

Drug & Alcohol (D&A)​

An inspection type focused on compliance inspection related to substance testing programs.

E​

Extension Request​

A request to extend the deadline for processing an IPRA request. Two types are available: 3-day extensions (for simple requests) and 15-day extensions (for complex requests requiring more time to process). Both must be requested before the original deadline.

Export​

A feature that allows users to download data (such as party lists or service notifications) in spreadsheet formats (Excel or CSV) for external review or reporting.

F​

Field Inspection​

An on-site inspection activity logged in the system with a specific date, time, and notes. Field inspections are linked to inspection records and create calendar events.

Filed By​

The name of the user or staff member who submitted or created a case or document.

Filed Date​

The exact date and time when a document was filed in the system, or the official filing timestamp of a case.

Filer​

The individual or entity on whose behalf a case is being submitted. Filer information is captured during case submission.

Filing Fee​

One of the payment reason options when recording payments (along with Application fee and Penalty/Fine).

Full Production​

A production type in IPRA where all responsive documents are provided at once. Full Production automatically closes the IPRA request after submission.

H​

HR Flow​

Human Resources workflow processes including job order forms, exit interviews, interview guides, reference checks, applicant identification, and selection action requests.

HR Forms​

Specialized forms used in HR processes, including Job Order Form, Exit Interview Form, Interview Guide Form, Reference Check Guide Form, Applicants Identified for Interview Form, and Selection Action Request Form.

I​

Import Grid​

A feature that enables users to upload lists (such as parties or service notifications) in bulk from a predefined import template or grid.

Industry Type​

Auto-populated classification based on company selection (e.g., Gas, Pipeline – Gas, Pipeline – Hazardous Liquids). These values cannot be edited manually.

Industry Sub Type​

Auto-populated classification based on Industry Type selections. Supports multiple selections.

In Progress​

A status indicating that a case, inspection, or IPRA request is currently being processed and activities are ongoing.

Inspection Type​

The category of inspection being conducted. Available types include: Standard Comprehensive (SD), Integrity Management Plan (IMP), Operator Qualification (OQ), Drug & Alcohol (D&A), Control Room Management (CRM), Public Awareness (PA), Breakout Tank (BT), Construction (CT), and Master Meter (MM).

Inspection of Public Records Act (IPRA)​

A New Mexico state law that governs public access to government records. The IPRA module in the system streamlines how internal users manage, review, and fulfill public records requests.

Integrity Management Plan (IMP)​

An inspection type focused on pipeline integrity and maintenance plans.

Internal Documents​

Documents uploaded internally by Records Staff or other authorized users. These documents are typically used for tracking, internal communication, or confidential references that support case processing but are not visible to public users.

Internal Users​

Users with access to view company inspection history, case information, and related documents within the system.

A role with the highest level of IPRA permissions, including the ability to review and approve requests, assign custodians, change statuses, request clarifications or extensions, reject or close requests, upload and redact documents, generate cost estimates, manage and confirm payments, and submit partial/full productions.

L​

Lead Attorney​

The primary attorney associated with a case. Lead Attorney information is captured during case submission and displayed in the Case 360 view.

Lead Inspector​

The primary inspector assigned to an inspection. Only one Lead Inspector can be assigned per inspection, though multiple Additional Staff members can be assigned.

A division authorized to create new cases. Legal users can create cases that require Records Division validation before activation. Cases created by Legal users are initially set to "New" status.

A role that can view and oversee all IPRA requests, reject or close requests, upload documents, add notes and tasks, and track progress. In case creation, Legal Supervisor can create new cases.

Legacy Data​

Historical docket information migrated from the previous system, allowing users to reference older case details that were not originally created in the current Case 360 system.

Linked​

A document property indicating whether the document is linked to another case or related filing (Yes/No).

M​

Master Meter (MM)​

An inspection type focused on evaluation of master meter systems and compliance.

Meeting Agenda​

A specialized process for creating and managing meeting agenda items for commission meetings.

My Dockets​

A dashboard view showing cases assigned specifically to the logged-in user.

N​

Need Clarification​

An IPRA request status indicating that the request requires additional information from the requester before it can be processed.

New​

A case status indicating that the case is pending review and activation by Records Division. Cases created by Legal users are initially set to this status.

NMPRC​

New Mexico Public Regulation Commission - the regulatory body that uses the Case Management System.

Non-Responsive​

A document classification in IPRA indicating that the document does not meet the criteria of the IPRA request and will not be included in the production.

Notes​

Internal remarks or information recorded in the system for tracking decisions and maintaining transparency. Notes can be categorized by type (Internal, General, Confidential) and linked to specific cases or IPRA requests.

NOPV​

Notice of Probable Violation - official documents that require Bureau Chief review and signature.

O​

OGC (Office of General Counsel)​

A division authorized to create and file new cases directly in the system. Cases initiated by OGC users are automatically made Public and Active upon submission. Roles include OGC Supervisor, OGC Staff, and OGC Paralegal.

Operator Qualification (OQ)​

An inspection type focused on review of staff qualifications and certifications.

Orders​

Official orders linked to a docket, displayed in the Case 360 view with order type, creation details, and available actions.

P​

Partial Compliance​

An inspection status selected when the inspection reveals that some compliance areas are met while others require additional review or corrective actions.

Partial Production​

A production type in IPRA where only some responsive documents are provided. Additional productions may follow as more documents become available.

Party​

An individual or entity associated with a case. Parties can be classified as Company or Individual, and include roles such as Applicant/Petitioner, Respondent, Lead Attorney, Company Associate, or Additional Party.

Party Type​

Classification of a party's role in a case. Options include: Applicant/Petitioner, Respondent, Commission Staff, Utility Company, Company, Individual, Lead Attorney, Company Associate, or Additional Party.

Payment Details​

A tab in Case 360 view that provides payment information and transaction records. In IPRA, this includes Payments Received, Payments Requested, and Payment Revision History.

Payment Revision History​

A log of all edited payment records, showing each version along with the changes made, the user-provided revision reason, and the date and time of modification.

PIB Staff / PIB Supervisor​

Users who can generate standardized regulatory documents using predefined templates for inspections.

Pipeline Inspection​

A specialized workflow for managing inspection activities for regulated pipeline companies, including creating inspections, assigning staff, scheduling field inspections, and tracking compliance outcomes.

Pipeline Inspection 360​

The comprehensive view page for a specific pipeline inspection, displaying inspection details, documents, assignments, and templates.

Pleading Documents​

Documents submitted as part of case pleadings, including agreements, motions, or other official filings. These documents are typically added during case submission or uploaded later by Records Staff.

PRC​

Public Regulation Commission - the regulatory commission that oversees the Case Management System.

Production​

The process of providing responsive documents to an IPRA requester. Can be submitted as Partial Production (some documents) or Full Production (all documents).

Production Type​

Classification of a production as either Partial (some responsive documents) or Full (all responsive documents).

PSB (Pipeline Safety Bureau)​

The bureau responsible for managing pipeline inspection activities. Roles include PSB Supervisor, PSB Staff, and PSB Bureau Chief.

PSB Bureau Chief​

A senior role responsible for reviewing inspection findings and signing official NOPV documents.

PSB Staff​

Users who can access assigned inspections, add field/re-inspection details, upload internal documents, and update status (except closure).

PSB Supervisor​

Users who can create and assign inspections, update or close inspection statuses, upload and view documents, monitor all inspections, and run reports.

Public Awareness (PA)​

An inspection type focused on review of public communication and awareness measures.

Public Comment​

Comments submitted by the general public via the external portal/CMS. These comments are automatically linked to the corresponding case once received and appear for Records Staff to verify, categorize, and record.

Public Filing Requests​

Documents that are awaiting Records review before being made public. All public filing submissions are first routed to this queue for Records review to ensure compliance with filing rules and confidentiality requirements.

Public Portal​

The external-facing system where external users can submit cases, documents, and comments directly. Internal users use different features for submissions received through other channels (Email, Mail, Walk-in).

R​

Records Custodian / Internal Assignee​

Users assigned to specific IPRA requests who handle document collection and review. They can receive assigned requests, upload responsive documents, mark reviews complete, add notes, and complete assigned tasks.

Records Division​

A division responsible for creating and activating cases. Records Staff can create cases, while Records Supervisor has additional approval and activation permissions. Cases created by Records become Active immediately.

Records Staff​

Users authorized to view, upload, and manage documents, process filing requests, and perform various case management tasks. They have access to assigned cases and can upload internal documents.

Records Supervisor​

A role that can submit new IPRA requests, assign or reassign users, request extensions, upload and manage documents, approve or close requests, add notes, create tasks, and handle payments. In case creation, Records Supervisor can create and activate cases.

Redaction​

The process of removing or obscuring sensitive information from documents before they are made public or shared.

Re-inspection​

Additional inspection entries logged for the same inspection record. Users can log multiple re-inspections with dates, times, and notes.

Rejected​

A status indicating that a case or IPRA request has been rejected during the review process. Rejected dockets appear in the "Rejected Dockets" dashboard view.

Responsive​

A document classification in IPRA indicating that the document meets the criteria of the IPRA request and will be included in the production. Documents can be marked as Responsive, Non-Responsive, or have the responsive status cleared.

Respondent​

A party type indicating the individual or entity responding to a case or filing.

Revision Reason​

A mandatory text field that captures why a user is modifying a payment record. This reason is logged in the Payment Revision History.

Rule Making Comment​

Comments submitted during the rule-making process. These comments are typically provided by stakeholders, organizations, or the public in response to a proposed rule or policy.

S​

Service Notification​

Individuals and companies who receive notifications related to a case. These may include attorneys, company representatives, or other designated parties involved in the service process.

Share​

A document action that enables sharing of the document with authorized internal users.

Source​

A document property identifying where the document originated (e.g., Internal for Records uploads, External, Online, or Portal for public submissions).

Specialized Processes​

Special workflows including IPRA, bill analysis, meeting agendas, pipeline inspection, confidentiality agreements, and HR flows.

Standard Comprehensive (SD)​

An inspection type providing a full review of company operations and compliance.

Status​

The current state or stage of a case, inspection, IPRA request, or comment. Statuses help track progress and identify outcomes throughout the lifecycle.

Submitted On​

The exact date and time when a case, document, comment, or IPRA request was submitted into the system.

T​

Task​

An action item created and assigned to internal users for tracking case-related follow-ups, reviews, and actions. Tasks are linked to specific cases and can have due dates, descriptions, and assigned users.

Template​

Predefined document templates used to generate standardized regulatory documents. Templates are available in the Pipeline Inspection module and can be generated for inspections.

Tier 2 User​

A user role that requires approval through the IT Approval Flow process before gaining full system access.

Type of Docket​

The classification of a case (e.g., Pipeline, Telecommunications, Utility) that determines the case's handling process and associated workflow.

U​

Unsatisfactory Finding​

An inspection status used when the inspection results indicate non-compliance or issues that require major correction or follow-up action. When selected, users must provide an Unsatisfactory Finding Description and Inspection End Date.

Utility Company​

A party type option when submitting a new docket, used when the filer is a utility provider.

V​

Version​

In Payment Revision History, indicates the version number of a payment record, incrementing with each edit to track changes over time.

For more detailed information about any of these terms, please refer to the relevant guides in the documentation.