reglab/statecodes huggingface dataset:
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 6 - STATE RECORDS › Subchapter C - STANDARDS AND PROCEDURES FOR MANAGEMENT OF ELECTRONIC RECORDS › Section 6.93 - Policies and Procedures

Current through Reg. 49, No. 28; July 12, 2024
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.
(1) An agency's
				  policies and procedures required by this section shall include these elements:
(A) Establish a component of the agency's
				  active and continuing records management program to address the management of
				  electronic state records that includes the management of electronic state
				  records created, received, retained, used, transmitted, or disposed of
				  electronically, including those electronic state records in the possession of
				  the state agency, vendors, or other third parties (i.e., telecommunication,
				  social media, etc.);
(B) Integrate
				  the management of electronic state records with other records and information
				  resources management programs of the state agency;
(C) Incorporate electronic state records
				  management objectives, responsibilities, and authorities in pertinent state
				  agency directives;
(D) Address
				  electronic state records management requirements, including retention
				  requirements and final disposition;
(E) Address the use of new technologies
				  adequate to fulfill the agency's duty to identify, manage, retain, and make
				  final disposition of electronic state records;
(F) Ensure transparency by documenting in an
				  open and verifiable manner the processes and activities carried out in the
				  management of electronic state records; and
(G) Require that records management concepts
				  and requirements be included in agency training on information systems and
				  resources. Also, an agency's information resources personnel shall receive
				  training on records management issues as they relate to electronic information
				  systems, electronic mail systems, the operation, care, and handling of
				  information, and the hardware, software, and media used to ensure that:
(i) Information resources personnel
				  understand the records management implications of selecting, purchasing,
				  developing, installing, deploying, modifying, and retiring technology hardware,
				  software, etc.; and
(ii) Decision
				  makers and end users understand their responsibilities to create, protect, and
				  manage electronic state records anywhere.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 6 - STATE RECORDS › Subchapter C - STANDARDS AND PROCEDURES FOR MANAGEMENT OF ELECTRONIC RECORDS › Section 6.94 - Minimum Requirements for all Electronic State Records

Current through Reg. 49, No. 28; July 12, 2024
(a) Each state agency must:
(1) Manage electronic state records according
				  to the state agency's records management program and certified records
				  retention schedule regardless of format, system, or storage location;
(2) Maintain state agency ownership and
				  responsibility for state records regardless of where the record originates or
				  resides, including but not limited to cloud computing services and social media
				  sites;
(3) Develop and maintain
				  up-to-date documentation about electronic records systems adequate to identify,
				  retain, read, process, or migrate the records and ensure the timely, authorized
				  final disposition of electronic state records;
(4) Ensure that electronic state records
				  remain readily retrievable and readable for as long as they are maintained by
				  the state agency by migration or by maintaining any software, hardware, and
				  documentation required to retrieve and read the electronic state
				  records;
(5) Maintain descriptive
				  and technical metadata required for electronic state records to be fully
				  understandable by the appropriate designated community, including metadata
				  necessary to adequately support the authenticity, integrity, reliability, and
				  usability as well as the preservation of a record;
(6) Preserve the authenticity, integrity,
				  reliability, and usability of the records;
(7) Ensure that electronic state records are
				  readily retrievable and readable independently of other records in the
				  information or storage system;
(8)
				  Ensure that system backups that are required for disaster recovery are not used
				  to satisfy records retention requirements unless indexed for ready
				  retrievability and tested on a regular basis; and
(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.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 6 - STATE RECORDS › Subchapter C - STANDARDS AND PROCEDURES FOR MANAGEMENT OF ELECTRONIC RECORDS › Section 6.95 - Additional Record Requirements for Archival, Permanent, and Vital Electronic State Records

Current through Reg. 49, No. 28; July 12, 2024
In addition to the minimum requirements in §6.94, the
					 following requirements apply to electronic state records that are archival for
					 the State Archives, archival for an agency archives, permanent, and
					 vital:
(1) Archival for the State
				  Archives: Archival electronic state records indicated by records series that
				  are marked with "A" (Archival) or "R" (Archival Review) codes in the state
				  agency's certified records retention schedule, must be:
(A) Offered to the commission for review or
				  transferred to the custody of the commission when retention requirements are
				  met, the administrative need of the state agency ends, or earlier as required
				  and in accordance with Texas Government Code §
											RSA 441.186,
				  unless the law requires the records to remain with the state agency. A transfer
				  or review must include the following:
(i) The
				  state agency must contact the commission to coordinate transfer or review of
				  the archival electronic state records;
(ii) Each records series to be transferred
				  must contain, at minimum, the following metadata:
(I) Series title (from records retention
				  schedule);
(II) Inclusive dates
				  covered by the transfer;
(III)
				  Arrangement (folder structure) of the records in the transfer;
(IV) File format(s) represented;
(V) Creating application; and
(VI) Date of last
				  modification;
(iii) Each
				  individual record transferred must include, at minimum, the following metadata:
(I) Title or subject;
(II) Creator (could be a person, office,
				  division, and/or state agency); and
(III) Date of creation;
(iv) Metadata must be embedded in the records
				  or provided in a separate file at the time of transfer;
(v) The state agency must maintain the
				  integrity of the record through use of checksums on each record
				  transferred;
(vi) The state agency
				  must remove any encryption or other Digital Rights Management prior to transfer
				  or provide the commission with method(s) for doing so; and
(vii) The state agency must follow procedures
				  published on the commission's website for transferring or reviewing archival
				  electronic state records.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 6 - STATE RECORDS › Subchapter C - STANDARDS AND PROCEDURES FOR MANAGEMENT OF ELECTRONIC RECORDS › Section 6.96 - Guidelines

Current through Reg. 49, No. 28; July 12, 2024
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.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 6 - STATE RECORDS › Subchapter C - STANDARDS AND PROCEDURES FOR MANAGEMENT OF ELECTRONIC RECORDS › Section 6.97 - Final Disposition of Electronic State Records by Transfer to State Archives or Destruction

Current through Reg. 49, No. 28; July 12, 2024
(a) Any electronic
				  state record may be destroyed only in accordance with a certified records
				  retention schedule per Texas Government Code §
										RSA 441.185
				  or, in lieu of being listed on a state agency's certified records retention
				  schedule, a records disposition authorization request approved by the
				  commission's director and librarian;
(b) A state agency must ensure that an
				  electronic state record scheduled for disposition is disposed of in a manner
				  that ensures protection of confidential information; and
(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.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 6 - STATE RECORDS › Subchapter C - STANDARDS AND PROCEDURES FOR MANAGEMENT OF ELECTRONIC RECORDS › Section 6.98 - Uniform Electronic Transactions Act (UETA)

Current through Reg. 49, No. 28; July 12, 2024
Pursuant to the Texas Business and Commerce Code §
										RSA 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.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 6 - STATE RECORDS › Subchapter D - FEE SCHEDULES › Section 6.121 - Micrographics Services Fee Schedule

Current through Reg. 49, No. 28; July 12, 2024
(a) No
				  later than July 31 of each fiscal year, the state records administrator, as
				  defined by the Government Code, §
										RSA 441.180, shall
				  present to the Commission for approval a schedule of proposed fees to recover
				  the costs of providing micrographics services to state agencies and local
				  governments during the following fiscal year.
(b) The schedule of proposed fees presented
				  to the Commission under subsection (a) of this section must be sufficient to
				  recover all direct and indirect costs of providing the services and shall also
				  include costs for expanding micrographics services offered to local governments
				  by the Commission as provided by the Government Code, §
										RSA 441.168.
(c) The state records administrator shall
				  monitor the costs of providing micrographics services and present to the
				  Commission for approval any needed amendments to fees to cover changes in costs
				  during a fiscal year.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 6 - STATE RECORDS › Subchapter E - RECORDS CENTER STORAGE SERVICES FEE SCHEDULE › Section 6.122 - Records Storage Services Fee Schedule

Current through Reg. 49, No. 28; July 12, 2024
(a) No
				  later than July 31 of each fiscal year, the state records administrator, as
				  defined by the Government Code, §
										RSA 441.180, shall
				  present to the Commission for approval a schedule of proposed fees to recover
				  the costs of providing records storage services to state agencies and local
				  governments during the following fiscal year.
(b) The schedule of proposed fees presented
				  to the Commission under Subsection (a) must be sufficient to recover all direct
				  and indirect costs of providing the services.
(c) The state records administrator shall
				  monitor the costs of providing records storage services and present to the
				  Commission for approval any needed amendments to fees to cover changes in costs
				  during a fiscal year.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter A - REGIONAL HISTORICAL RESOURCE DEPOSITORIES AND REGIONAL RESEARCH CENTERS › Section 7.1 - Definitions

Current through Reg. 49, No. 28; July 12, 2024
The following words and terms, when used in this chapter,
					 shall have the following meanings, unless the context clearly indicates
					 otherwise.
(1) Commission--The Texas
				  State Library and Archives Commission.
(2) Depository--A regional historical
				  resource depository established under the Government Code, §
										RSA 441.153.
(3) Historical resources--Books,
				  publications, newspapers, manuscripts, papers, documents, memoranda, records,
				  maps, artworks, photographs, microfilm, sound recordings, or other material of
				  historical interest or value, to which title and custody have been transferred
				  to and accepted by the Texas State Library and Archives Commission, including
				  local government records of permanent value transferred to the custody of the
				  commission under the Local Government Code, Title 6, Subtitle C.
(4) Local historical resources--Local
				  government records of permanent value as defined in Subtitle C, Title 6, Local
				  Government Code, Title 6, and any books, publications, newspapers, manuscripts,
				  papers, documents, memoranda, records, maps, artworks, photographs, microfilm,
				  sound recordings, or other material of historical interest or value to a
				  specific region transferred to the custody of and accepted by the
				  commission.
(5) Regional research
				  center--A regional research center established under the Government Code,
				  §
										RSA 441.154.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter A - REGIONAL HISTORICAL RESOURCE DEPOSITORIES AND REGIONAL RESEARCH CENTERS › Section 7.2 - Designation of Depositories

Current through Reg. 49, No. 28; July 12, 2024
(a) The commission
				  will consider designation of an existing or proposed library or archives as a
				  depository when in the opinion of the commission such designation would enhance
				  its ability to carry out its responsibilities under the Government Code, Title
				  4, Chapter 441, Subchapter J, or the Local Government Code, Title 6, Subtitle
				  C, and when the chief executive officer of an archives or library requesting
				  depository designation agrees in writing to these rules and to such other terms
				  as the commission may determine are necessary. Agreements between the
				  commission and requesting archives and libraries shall be in a form to be
				  established by the commission.
(b)
				  The commission will specify the geographical area of the state to be served by
				  a depository at the time it is designated; however, the commission retains the
				  specific right under the Government Code, §
										RSA 441.153<subdiv>(d)</subdiv>,
				  to change the boundaries of depository regions. A depository region must
				  comprise at least one county, with a population of no fewer than 85,000, and
				  all local government offices within the counties served.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter A - REGIONAL HISTORICAL RESOURCE DEPOSITORIES AND REGIONAL RESEARCH CENTERS › Section 7.5 - Commission Staff at Depositories

Current through Reg. 49, No. 28; July 12, 2024
(a) Provided the
				  depository is able to make available an office, furniture, mail and telephone
				  service, copying facilities, and sufficient work space for processing records,
				  the commission may, pursuant to the Government Code, §
										RSA 441.153<subdiv>(e)</subdiv>,
				  station one or more staff members, who may be full or part time employees of
				  the commission, at a depository for a period of time determined by the
				  commission.
(b) Commission staff
				  may not provide reference or arrangement and description services for materials
				  to which the commission does not hold title, nor be responsible for security of
				  such materials, nor may they represent a depository in negotiations for
				  accessions to its holdings or in other matters.
(c) Working hours for commission staff
				  stationed at a depository will be established by the commission. The depository
				  must ensure commission staff access to the depository office and stack areas
				  when needed to place new accessions in them, including after normal operating
				  hours, by furnishing a key or providing a staff member to open the
				  area.
(d) The depository must make
				  a staff member available to answer the telephone and take messages when the
				  commission staff member is away from the office.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter A - REGIONAL HISTORICAL RESOURCE DEPOSITORIES AND REGIONAL RESEARCH CENTERS › Section 7.6 - Financial Responsibilities

Current through Reg. 49, No. 28; July 12, 2024
(a) The
				  commission will not pay for:
(1) purchase or
				  installation of shelving or other equipment for facilities that would remain at
				  a depository if depository status were terminated;
(2) direct grants to depositories, unless
				  funds are specifically appropriated or donated to the commission for that
				  purpose.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter A - REGIONAL HISTORICAL RESOURCE DEPOSITORIES AND REGIONAL RESEARCH CENTERS › Section 7.7 - Title to Materials

Current through Reg. 49, No. 28; July 12, 2024
(a) In accordance
				  with state statutes concerning public records, to guarantee continuity of
				  responsibility for the materials transferred to the commission, and to provide
				  statewide uniformity in their administration, title to all materials given,
				  donated, or transferred to the commission and placed in a depository shall
				  reside in the commission, except as provided by § 7.10 of this subchapter
				  (relating to Application for Transfer of Title to Local Historical
				  Resources).
(b) Historical
				  resources may be accessioned, and accessions negotiated, only by commission
				  staff members. However, depository staff may, on request and authorization of
				  the commission, physically transport to a depository historical resources which
				  have previously been accepted by commission staff.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter A - REGIONAL HISTORICAL RESOURCE DEPOSITORIES AND REGIONAL RESEARCH CENTERS › Section 7.8 - Termination of Depositories

Current through Reg. 49, No. 28; July 12, 2024
Depository status may be terminated by either the
					 commission or a depository on one year's notice in writing to the other party.
					 In the event of termination, title to all materials placed in the depository
					 will remain with the commission.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter A - REGIONAL HISTORICAL RESOURCE DEPOSITORIES AND REGIONAL RESEARCH CENTERS › Section 7.9 - Depositories Designated under Prior Law

Current through Reg. 49, No. 28; July 12, 2024
Depositories designated under laws in effect prior to
					 September 1, 1989, are continued in existence and will be governed by these
					 rules as of their effective date. The commission will provide each depository
					 with a copy of these rules.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter A - REGIONAL HISTORICAL RESOURCE DEPOSITORIES AND REGIONAL RESEARCH CENTERS › Section 7.10 - Application for Transfer of Title to Local Historical Resources

Current through Reg. 49, No. 28; July 12, 2024
(a) In accordance with Government Code,
				  §
										RSA 441.153<subdiv>(g)</subdiv>,
				  a depository may apply to the commission to transfer to the depository title to
				  local historical resources placed in the depository by the commission. The
				  commission shall approve the application only if the transfer of title is in
				  the state's best interest.
(b) To
				  initiate transfer of title to a local historical resource, a depository must
				  submit an application to the State Archivist on the form provided by the
				  commission. The applicant must include all requested information on the
				  application form. The form must be signed by an authorized representative of
				  the depository's institution.
(c) A
				  depository may only apply for transfer of title to local historical resources
				  currently held by the depository for which the commission has accession
				  documentation. A depository may not apply for transfer of any other historical
				  resources. A depository may not apply for transfer of any records of local
				  governments not currently held by the depository on behalf of the commission. A
				  depository must request transfer of all local historical resources in one
				  application.
(d) The State
				  Archivist will review applications and notify the depository whether the
				  application is approved or denied within 30 days of receipt. If the State
				  Archivist is unable to make a determination within 30 days, the State Archivist
				  will notify the depository and provide a new date by which the review will be
				  completed. If a request is denied, the applicant may appeal the decision to the
				  director and librarian. The decision of the director and librarian may not be
				  appealed.
(e) Approved applicants
				  must continue to meet the requirements of §
										RSA 7.3
				  of this subchapter (relating to Minimum Requirements for Depositories) for
				  local historical resources transferred to the depository under this
				  section.
(f) An application will
				  not be approved if:
(1) the request is for
				  transfer of title of a state historical resource;
(2) the request is for transfer of title of a
				  local historical resource not currently held by the depository;
(3) the application is not signed;
(4) the depository cannot demonstrate the
				  resource was placed in the depository by the commission;
(5) the depository is not in compliance with
				  §
											RSA 7.3
				  of this subchapter; or
(6) the
				  transfer is not in the best interest of the state.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter B - MICROFILMING STANDARDS FOR LOCAL GOVERNMENTS › Section 7.23 - General

Current through Reg. 49, No. 28; July 12, 2024
(a) These sections apply to the microfilming
				  of any local government record that is to be maintained solely in microfilm
				  format and to all microfilm which is created or maintained for the full
				  retention period of the record as a backup or security copy of a local
				  government record. These sections do not apply to convenience film.
(b) Microfilming of records must be in
				  compliance with an approved records control schedule except, if a local
				  government does not have an approved schedule, a microfilming needs assessment
				  must be completed to determine if filming is justified.
(c) For microfilm maintained as roll film, no
				  more than one records series is permitted on each roll of microfilm.
(d) For essential records that are
				  microfilmed, there must be a security copy stored offsite.
(e) The originals of records or source
				  documents that have been microfilmed may be destroyed prior to the expiration
				  of their retention periods only if the microfilm complies with these sections
				  and in accordance with the Local Government Code, §§
										RSA 204.007-RSA 204.008.
(f) After the completion of the production
				  tests and inspections required under §
										RSA 7.25
				  of this title (relating to Microfilm Production Tests and Inspections),
				  original microfilm must not be unwound and used for any purpose except:
(1) to produce duplicate copies of the
				  film;
(2) to carry out inspections
				  under §
											RSA 7.27
				  of this title (relating to Inspection of Stored Original Microfilm);
(3) to expunge records as required by §
											RSA 7.32 of
				  this title (relating to Expungement); or
(4) to destroy records as required by §
											RSA 7.33
				  of this title (relating to Destruction of Microfilmed Records).
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter B - MICROFILMING STANDARDS FOR LOCAL GOVERNMENTS › Section 7.24 - Microfilm Production Procedures

Current through Reg. 49, No. 28; July 12, 2024
(a)
				  Standards for original microfilm.
(1)
				  First-generation, silver microfilm--ANSI/AIIM MS23.
(2) Microfiche--ANSI/AIIM MS5.
(3) Roll microfilm--ANSI/AIIM MS14.
(4) Splices for microfilm--ANSI/AIIM
				  MS18.
(5) The quality-index graph
				  in standard ANSI/AIIM MS23 must be used to determine the minimum quality index
				  for all microfilm of essential and permanent records and for 10% of the total
				  volume of microfilm of other records. All microfilm of permanent and essential
				  records must meet a minimum quality index level of 5.0. Microfilm of other
				  records must meet a minimum quality index level of 3.6.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter B - MICROFILMING STANDARDS FOR LOCAL GOVERNMENTS › Section 7.25 - Microfilm Production Tests and Inspections

Current through Reg. 49, No. 28; July 12, 2024
(a) The following tests must be performed on
				  microfilm as indicated.
(1) Methylene blue
				  test.
(A) A methylene blue test for
				  conventionally processed silver-gelatin film must be performed on all original
				  microfilm in compliance with standard ANSI/NAPM IT9.17.
(B) A test must be performed on a strip of
				  processed, clear, and unexposed film approximately six inches long from the
				  original microfilm or on a process control strip at least once each week during
				  which processing is done.
(C) A
				  test must also be performed whenever a batch of fixer or developer is changed,
				  or when changes in processing such as replacement or addition of filter, water
				  softener, or replenishing system are made, or when water is changed.
(D) If processing is performed by a service
				  bureau, a test performed for one local government may satisfy this requirement
				  for more than one local government.
(E) If film fails to meet the standards
				  established by these sections, it must be rewashed and retested within 14 days
				  of initial processing.
(F) Once a
				  year, two test strips must be taken from the same microfilm; one must be sent
				  to an independent testing laboratory and the other to the laboratory which
				  performs the weekly test, for verification of test results.
(G) If either test result is greater than
				  0.014 grams per square meter, the records management officer or records
				  custodian must identify and remedy the cause of the deviation from the required
				  standard.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter B - MICROFILMING STANDARDS FOR LOCAL GOVERNMENTS › Section 7.26 - Storage of Original Microfilm

Current through Reg. 49, No. 28; July 12, 2024
(a)
				  Original microfilm must be stored in a separate building from that in which
				  duplicate copies, if any, or the original records are housed, and under
				  conditions that meet the requirements of this section.
(b) Microfilm must be stored in a storage
				  room or vault that complies with the following:
(1) is separate from other types of storage,
				  offices, or work areas and offers protection from fire, water, steam,
				  structural collapse, unauthorized access, and other potential
				  hazards;
(2) is equipped with a
				  fire alarm system and capable of preventing temperatures inside the storage
				  room/vault from exceeding 150 degrees Fahrenheit and the relative humidity
				  inside the storage room/vault from exceeding 85% for up to two hours in the
				  event of a fire external to the storage room/vault;
(3) if constructed or readapted after 1991 to
				  serve as a microfilm storage facility, is equipped with a fire suppression
				  system and with automatic fire control dampers in ducts carrying air to and
				  from the storage room/vault;
(4) if
				  needed, is equipped with a system capable of removing those gaseous impurities
				  in the surrounding environment as specified in standard ANSI IT9.11;
(5) if subject to invasion of solid particles
				  that can abrade film or react on the images, has mechanical filters or
				  electrostatic precipitators installed with a cleaning efficiency of at least
				  80% when tested with atmospheric air in accordance with standard ANSI
				  IT9.11;
(6) has approximately 0.05
				  inch of pressure above atmospheric pressure; e.g., a positive air pressure is
				  maintained within the storage room or vault; and
(7) has adequate temperature and humidity
				  controls.
(A) For microfilm of records with a
				  retention of 10 years or more, temperature must not exceed 70 degrees
				  Fahrenheit, and a constant relative humidity of 35% must be maintained with a
				  maximum variance of plus/minus 5.0% relative humidity in a 24-hour
				  period.
(B) For microfilm of
				  records with a retention of less than 10 years, the maximum temperature must
				  not exceed 77 degrees Fahrenheit, and a relative humidity range between 20% and
				  50% must be maintained with a maximum variation of plus/minus 5.0% relative
				  humidity in a 24-hour period.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter B - MICROFILMING STANDARDS FOR LOCAL GOVERNMENTS › Section 7.27 - Inspection of Stored Original Microfilm

Current through Reg. 49, No. 28; July 12, 2024
(a) An
				  inspection of stored original microfilm must be conducted in accordance with
				  the following standards:
(1) ANSI
				  IT9.11;
(2) ANSI/AIIM MS45;
				  and
(3) ANSI/NAPM IT9.1.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter B - MICROFILMING STANDARDS FOR LOCAL GOVERNMENTS › Section 7.28 - Computer Output Microfilm (COM)

Current through Reg. 49, No. 28; July 12, 2024
(a) Standards
				  for COM are the same as other microfilm formats, except as stated in this
				  section.
(b) The COM original must
				  be wet processed silver-gelatin film for essential records and records with a
				  retention of 10 years or more.
(c)
				  The following standards for production, testing, and inspection of COM must be
				  met:
(1) ANSI/AIIM MS1;
(2) ANSI/AIIM MS5;
(3) ANSI/AIIM MS28;
(4) ANSI/AIIM MS39;
(5) ANSI/AIIM MS43; and
(6) ANSI/NAPM IT9.17.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter B - MICROFILMING STANDARDS FOR LOCAL GOVERNMENTS › Section 7.29 - Jacketing

Current through Reg. 49, No. 28; July 12, 2024
(a) Standards for jacketed microfilm are the
				  same as other microfilm formats, except as stated in this section.
(b) Original microfilm may be placed in a
				  jacket, if there is a security copy stored according to the provisions of
				  §
										RSA 7.26
				  of this title (relating to Storage of Original Microfilm) and inspected
				  according to the provisions of §
										RSA 7.27
				  of this title (relating to Inspection of Stored Original Microfilm).
(c) The following must be included in the
				  jacket header information:
(1) name of
				  government and office of origin, if applicable;
(2) records series title;
(3) date(s) of records; and
(4) starting and/or ending indexing
				  information.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter B - MICROFILMING STANDARDS FOR LOCAL GOVERNMENTS › Section 7.30 - Aperture Card/CAD Systems

Current through Reg. 49, No. 28; July 12, 2024
(a) Standards for
				  film produced by aperture card/CAD systems are the same as other microfilm
				  formats, except as stated in this section.
(b) The original microfilm and enclosure must
				  pass the photographic activity test criteria outlined in the standard ANSI
				  IT9.2.
(c) A density test and a
				  resolution test must be conducted on a sample of original microfilm at a
				  minimum of once every 250 cards or every 1,000 images, whichever is
				  greater.
(d) Aperture cards must
				  have the following information on label headings:
(1) name of government and office of origin,
				  if applicable;
(2) records series
				  title;
(3) date(s) of records;
				  and
(4) unique
				  identifier.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter B - MICROFILMING STANDARDS FOR LOCAL GOVERNMENTS › Section 7.31 - Step-and-Repeat Systems

Current through Reg. 49, No. 28; July 12, 2024
(a) Standards for
				  film produced by step-and-repeat systems are the same as other microfilm
				  formats, except as stated in this section.
(b) Silver-gelatin microfilm in roll or
				  microfiche form must be used for original microfilm.
(c) A density test and a resolution test for
				  original microfilm must be conducted at the beginning of each day of filming
				  and at a minimum of once every roll, or if using pre-cut film, every 3,000
				  images.
(d) Adherence to the
				  provisions of §
										RSA 7.24<subdiv>(f)</subdiv>
				  of this title (relating to Image Sequence for Filming) is not
				  required.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter B - MICROFILMING STANDARDS FOR LOCAL GOVERNMENTS › Section 7.32 - Expungement

Current through Reg. 49, No. 28; July 12, 2024
(a) Expungement of records must comply with
				  statutory law and standard ANSI/AIIM MS42.
(b) If roll film is spliced, the following
				  information must be inserted in place of the expunged record(s):
(1) a start of expungement target;
(2) replacement documents for documents that
				  were expunged (if necessary);
(3)
				  an expungement certificate containing the following information:
(A) the number of the district court ordering
				  the expungement;
(B) the signature,
				  printed name, and title of the custodian of expunged records;
(C) the date of expungement.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter B - MICROFILMING STANDARDS FOR LOCAL GOVERNMENTS › Section 7.33 - Destruction of Microfilmed Records

Current through Reg. 49, No. 28; July 12, 2024
(a)
				  Microfilmed records must be destroyed only in accordance with the Local
				  Government Code, §§
										RSA 202.001-RSA 202.003.
(b) Microfilmed records scheduled for
				  destruction must be disposed of in a manner that ensures protection for any
				  sensitive or confidential information.
(c) Destruction of records on a roll of
				  microfilm containing multiple record series must be done by destroying the
				  whole roll of film at the time the records on the film that have the longest
				  retention period are eligible for destruction or, if filmed prior to the
				  effective date of these standards, by deleting the section of the film
				  containing records eligible for destruction and splicing the film. If the film
				  is spliced, a destruction notice containing the following information must be
				  inserted in place of the deleted records:
(1)
				  the record series title and the inclusive dates of the records;
(2) the signature, printed name, and title of
				  the custodian of the deleted records;
(3) the date of the deletion.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter B - MICROFILMING STANDARDS FOR LOCAL GOVERNMENTS › Section 7.34 - Documentation and Recordkeeping

Current through Reg. 49, No. 28; July 12, 2024
(a) Microfilm
				  production, including testing, and inspection.
(1) Records management officers or records
				  custodians must require documentation to be maintained that identifies titles
				  of records filmed, quality control tests conducted, the results of quality
				  control tests, dates records filmed, disposition of records after filming,
				  dates film processed, disposition of film, reduction ratio used, records series
				  contained on each microfilm, and equipment on which each microfilm was filmed
				  and processed. The documentation must be retained until final disposition of
				  all microfilm documented in the log or equivalent.
(2) If filming or processing is done by a
				  service bureau, the local government must obtain a statement of the results of
				  density, resolution, methylene blue, and visual inspection tests from the
				  service bureau attesting to the accurate reproduction of records
				  filmed.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter B - MICROFILMING STANDARDS FOR LOCAL GOVERNMENTS › Section 7.35 - Public Access to Information on Microfilm

Current through Reg. 49, No. 28; July 12, 2024
Local governments must adopt procedures to ensure that the
					 public has the same access to information on microfilm as they would be
					 entitled to if the information were recorded in another medium and to protect
					 access to confidential information on microfilm. Where microfilm is the record
					 medium, a paper copy, duplicate microfilm, or other type of copy must be made
					 available for public use. The local government must not provide the original
					 microfilm for public access.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter C - STANDARDS AND PROCEDURES FOR MANAGEMENT OF ELECTRONIC RECORDS › Section 7.72 - General

Current through Reg. 49, No. 28; July 12, 2024
(a) This subchapter establishes the minimum
				  requirements for the maintenance, use, retention, and storage of any electronic
				  record of a local government whose retention period is ten years or more on a
				  records retention schedule adopted under §
										RSA 7.125
				  of this title (relating to Records Retention Schedules). These requirements are
				  recommended as best practices for electronic records with retention periods of
				  less than ten years. All electronic records are subject to the applicable
				  provisions of the Local Government Code, Chapter 205.
(b) Unless otherwise noted, these
				  requirements apply to all electronic records systems and electronic storage
				  media.
(c) The governing body of a
				  local government and its records management officer, in cooperation with other
				  employees of the local government, must:
(1)
				  administer a program for the management of records created, received,
				  maintained, used, or stored on electronic media;
(2) integrate the management of electronic
				  records with other records and information resources management
				  programs;
(3) incorporate
				  electronic records management objectives, responsibilities, and authorities in
				  pertinent directives;
(4) establish
				  procedures for addressing records management requirements, including
				  recordkeeping requirements and disposition;
(5) make training available for users of
				  electronic records systems that addresses:
(A)
				  the operation, care, and handling of the equipment, software, media, and
				  information contained in the system; and
(B) records management concepts and
				  applicable requirements, including any records management issues as they relate
				  to subparagraph (A) of this paragraph;
(6) develop and maintain up-to-date
				  documentation about all electronic records systems that is adequate to specify
				  all technical characteristics necessary for reading or processing the records
				  and the timely, authorized disposition of records; and
(7) specify the location and media on which
				  electronic records are maintained to meet retention requirements and maintain
				  inventories of electronic records systems to facilitate disposition.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter C - STANDARDS AND PROCEDURES FOR MANAGEMENT OF ELECTRONIC RECORDS › Section 7.73 - Policies and Procedures

Current through Reg. 49, No. 28; July 12, 2024
(a) Local
				  government records management officers, in conjunction with the governing body,
				  shall approve and institute written policies and procedures that communicate an
				  enterprise-wide approach for electronic records management practices, and
				  ensure electronic records maintain and retain reliability, usability,
				  integrity, and authenticity.
(b) A
				  local government's policies and procedures must:
(1) establish a component of the local
				  government's active and continuing records management program to address the
				  management of electronic records created, received, retained, used,
				  transmitted, or disposed of electronically, including electronic records
				  maintained or managed by third-party custodians or other external
				  entities;
(2) integrate the
				  management of electronic records into existing records and information
				  resources management programs;
(3)
				  incorporate electronic records management objectives, responsibilities, and
				  authorities;
(4) address electronic
				  records management requirements, including retention requirements and final
				  disposition;
(5) address the use of
				  new technologies through regular media and format conversion, recopying,
				  reformatting, and other necessary maintenance to ensure the retention and
				  usability of electronic records until the expiration of their retention periods
				  and final disposition; and
(6)
				  ensure transparency by documenting, in an open and verifiable manner, the
				  processes and activities carried out in the management of electronic
				  records.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter C - STANDARDS AND PROCEDURES FOR MANAGEMENT OF ELECTRONIC RECORDS › Section 7.74 - Minimum Requirements for all Electronic Records

Current through Reg. 49, No. 28; July 12, 2024
(a) Each local government must:
(1) manage electronic records according to
				  the local government's records management program and records retention
				  schedule regardless of format, system, or storage location;
(2) maintain ownership and responsibility for
				  electronic records regardless of where the record originates or resides,
				  including, but not limited to, external electronic records systems, third-party
				  custodians, and social media platforms;
(3) develop and maintain up-to-date
				  documentation about electronic records systems and storage media adequate to
				  identify, retain, read, process, or migrate electronic records and ensure the
				  timely, authorized final disposition of electronic records;
(4) ensure that electronic records remain
				  readily retrievable and readable for as long as they are maintained by the
				  local government through migration or by maintaining any software, hardware,
				  and documentation required to retrieve and read the electronic
				  records;
(5) maintain descriptive
				  and technical metadata required for electronic records to maintain and retain
				  reliability, including metadata necessary to adequately support the usability,
				  authenticity, or integrity as well as the preservation of a record;
(6) preserve the authenticity, integrity,
				  reliability, and usability of the records;
(7) ensure that electronic records are
				  readily retrievable and readable independently of other records in the
				  electronic records system or storage media;
(8) ensure that system backups that are
				  required for disaster recovery are not used to satisfy records retention
				  requirements unless indexed to ensure usability and are tested on a regular
				  basis; and
(9) require all
				  third-party custodians of records to provide the local government with
				  descriptions of their business continuity and/or disaster recovery plans
				  pertaining to the protection of the local government's essential
				  records.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter C - STANDARDS AND PROCEDURES FOR MANAGEMENT OF ELECTRONIC RECORDS › Section 7.75 - Security of Electronic Records

Current through Reg. 49, No. 28; July 12, 2024
(a) Local
				  governments must implement and maintain an electronic records security program
				  for office and storage areas that:
(1) ensures
				  that only authorized individuals have access to electronic records;
(2) provides for backup and recovery of
				  records to protect against information loss;
(3) ensures that authorized individuals are
				  trained to safeguard confidential electronic records; and
(4) minimizes the risk of unauthorized
				  alteration or erasure of electronic records.