Source: https://www.tsl.texas.gov/slrm/recordspubs/stbull01
Timestamp: 2019-04-24 06:02:33+00:00

Document:
List of supplemental resources and links and to assist state agencies in fulfilling the requirements of Bulletin One: Electronic Records Standards and Procedures.
(a) Authority. The Texas State Library and Archives Commission, hereafter referred to as the commission, is specifically empowered to adopt rules for the creation, protection, maintenance, and storage of electronic state records. Also, the commission may adopt other rules it determines as necessary for cost reduction and efficiency of recordkeeping by state agencies, and for the state's management and preservation of records. Statutory authority for this subchapter is provided in Texas Government Code §§441.189(a), 441.190, and 441.199.
(b) Purpose. The purpose of this subchapter is to establish minimum standards and procedures for the creation, protection, maintenance, retention, storage, disposition, and preservation of electronic state records as part of the records management program required in state agencies by Texas Government Code §441.183.
(2) all state records as defined in Texas Government Code §441.180(11).
The following words, terms, acronyms, and concepts when used in this subchapter, shall have the following meanings, unless the context clearly indicates otherwise. Terms defined in Texas Government Code §441.180 shall have the meaning assigned by statute.
(1) Archival state record--Archival state record has the meaning as defined in Texas Government Code §441.180(2).
(2) ARIS--Archives and Information Services division of the commission.
(3) Digital Rights Management--Various access control technologies that are used to restrict usage or access of proprietary hardware, software, or copyrighted works by controlling the use, modification and distribution of records, as well as systems within devices that enforce these policies.
(4) Electronic state record--Information that meets the definition of a state record in the Texas Government Code §441.031 and §441.180, and is maintained in electronic format for computer processing, including the product of computer processing of the information. Any state record may be created or stored electronically in accordance with standards and procedures adopted as administrative rules of the commission as authorized by Texas Government Code §441.189.
(5) Essential state record--See Vital state record.
(6) Final disposition--Final processing of state records by either destruction or archival preservation by the commission, by a state agency, or by an alternate archival institution as permitted by Texas Government Code Chapter 441, Subchapter L and 13 TAC §6.1(10).
(7) Information systems--The combination of information, technology, processes, and people brought together to support a given business objective.
(8) Institution of higher education–-SEE State agency.
(9) Metadata--Data that summarizes basic information about a record, and which can facilitate tracking, locating, verifying authenticity, or working with specific records or data. Examples include but are not limited to author, date created, date modified, file extension, and file size.
(10) Migration--In a computer environment, the act of moving data or records in electronic form from one hardware or software system or configuration to another so that they may continue to be understandable and usable for as long as they are needed.
(11) Records management program--The program of a state agency undertaken on a continuing and active basis (i.e. not a project) to apply management techniques to the creation, use, maintenance, retention, preservation, and destruction of state records as required by Texas Government Code §441.183.
(12) Records series--A group of identical or related records that are normally used and/or filed together, and that permit evaluation as a group for retention scheduling purposes as defined in 13 TAC §6.1(13).
(13) State agency--State agency has the meaning as defined in Texas Government Code §441.180(9).
(14) Structured data--Data that resides in fixed fields within a record or file. Relational databases and spreadsheets are examples of structured data.
(15) Vital state record--Vital state record has the meaning as defined in Texas Government Code §441.180(13).
State agency heads or designees shall approve and institute written policies and procedures that communicate an enterprise-wide approach for electronic state records management practices, and that create accountability and auditability for the execution of these policies and procedures. Refer to Guidelines (§6.96) for recommended electronic records management best practices and standards to satisfy requirements specified under this subchapter.
(ii) Decision makers and end users understand their responsibilities to create, protect, and manage electronic state records anywhere.
(3) An agency’s policies and procedures shall follow privacy requirements for information that must be protected from unauthorized use or disclosure as required by applicable state or federal law (e.g. constitutional, statutory, judicial, and legal agreement requirements).
(9) Require all third-party custodians of records to provide the state agency with descriptions of their business continuity and/or disaster recovery plans as regards to the protection of the state agency's vital state records.
(2) Provide security to ensure the authenticity of the records in accordance with 1 TAC 202 regarding security programs.
(vii) The state agency must follow procedures published on the commission’s website for transferring or reviewing archival electronic state records.
(v) Follow the commission procedures published on the commission’s website for storing archival electronic state records until transfer to or review by the commission.
(2) Archival for agency archives: For archival electronic state records indicated by records series that are marked with “A” or “I” (Archival) or “R” or “O” (Archival Review) codes in the state agency’s certified records retention schedule.
(ii) Archival electronic state records described in records series marked as “I” (Archival) or “O” (Archival Review) in a university’s certified records retention schedule, which must be transferred to or reviewed by the university’s archives.
(ii) Adhere to the requirements listed in paragraph (3) of this section and as issued in commission guidelines.
(C) May be indexed and converted to microfilm for permanent retention.
(E) Require all third-party custodians of records holding records on behalf of the agency to provide the state agency with descriptions of their business continuity and/or disaster recovery plans as regards to the protection of the state agency's vital electronic state records.
The Commission will issue guidelines, under the authority of the state records administrator to assist state agencies in fulfilling their duties required under this subchapter, and will update the guidelines as necessary to address technological changes. These guidelines will offer best practices and direction about how to comply with the requirements of these rules.
(c) A state agency must establish and implement procedures that address the disposition of electronic state records by staff in accordance with its certified records retention schedule as well as secure destruction requirements from the Department of Information Resources, including identifying and disposing of transitory information.
Pursuant to the Texas Business and Commerce Code §322.017, the Department of Information Resources and the commission jointly formed the Uniform Electronic Transactions Act Task Force to create rules and develop the Guidelines for the Management of Electronic Transactions and Signed Records. The Guidelines for the Management of Electronic Transactions and Signed Records are applicable to state agencies that send and accept electronic records and electronic signatures to and from other persons and to state agencies that otherwise create, generate, communicate, store, process, use, and rely upon electronic records and electronic signatures. These guidelines are detailed in 1 TAC 203.

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