Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 6 - STATE RECORDS › Subchapter A - RECORDS RETENTION SCHEDULING › Section 6.1 - Definitions

Current through Reg. 49, No. 28; July 12, 2024
The following words and terms, when used in these sections,
					 shall have the following meanings, unless the context clearly indicates
					 otherwise. Terms not defined in these sections shall have the meanings defined
					 in Government Code, §
										RSA 441.180.
(1) Agency head--The appointed or elected
				  official who serves by the state constitution, state statute, or action of the
				  governing body of a state agency as the chief executive and administrative
				  officer of a state agency.
(2)
				  Archival state record--Any state record of enduring value that will be
				  preserved on a continuing basis by the commission or another state agency until
				  the state archivist indicates that based on a reappraisal of the record it no
				  longer merits further retention.
(3) Certification--The process, inclusive of
				  recertification, by which a records retention schedule or amendments to a
				  schedule are approved for use by a state agency during a certification
				  period.
(4) Certification
				  period--The period of time during which a records retention schedule, including
				  certified amendments to the schedule, may be used by a state agency in the
				  final disposition of state records without additional authorization from the
				  director and librarian.
(5)
				  Commission--The Texas State Library and Archives Commission.
(6) Component--A division, department,
				  program, or other subdivision of a state agency.
(7) Confidential state record--Any state
				  record to which public access is denied under Government Code, Chapter 552, or
				  other state or federal law.
(8)
				  Decertification--The process by which an approved records retention schedule of
				  a state agency is disapproved because of failure of the state agency to adhere
				  to the requirements of Government Code, Chapter 441, Subchapter L, and these
				  rules adopted under that subchapter.
(9) Director and librarian--The chief
				  executive and administrative officer of the Texas State Library and Archives
				  Commission.
(10) 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 Government Code, Chapter 441, Subchapter
				  L.
(11) Records management
				  officer--The agency head or the person appointed by the agency head to act as
				  the state agency's representative in all issues of records management policy,
				  responsibility, and statutory compliance pursuant to Government Code, §
										RSA 441.184.
(12) Records retention schedule--A document
				  prepared in accordance with §
										RSA 6.2
				  of this title (relating to Submission of Records Retention Schedules for
				  Certification).
(13) 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.
(14) Retention
				  period--The period of time during which state records must be maintained before
				  final disposition.
(15) State
				  agency--Any department, commission, board, office, or other agency in the
				  executive, legislative, or judicial branch of state government created by the
				  constitution or a statute of this state, including an eleemosynary institution;
				  any university system and its components; any institution of higher education
				  as defined by §
										RSA 61.003, Education
				  Code, except a public junior college, not governed by a university system
				  board; the Texas Municipal Retirement System and the Texas County and District
				  Retirement System; and any public nonprofit corporation created by the
				  legislature whose responsibilities and authority are not limited to a
				  geographical area less than that of the state.
(16) State archivist--The person designated
				  by the director and librarian to administer the state archives program under
				  Government Code, §
										RSA 441.181.
(17) State record--Any written, photographic,
				  machine-readable, or other recorded information created or received by or on
				  behalf of a state agency or an elected state official that documents activities
				  in the conduct of state business or use of public resources. The term does not
				  include library or museum material made or acquired and preserved solely for
				  reference or exhibition purposes; an extra copy of recorded information
				  preserved only for reference; a stock of publications or blank forms; or any
				  records, correspondence, notes, memoranda, or other documents, other than a
				  final written agreement described by §2009.054(c), associated with a
				  matter conducted under an alternative dispute resolution procedure in which
				  personnel of a state department or institution, local government, special
				  district, or other political subdivision of the state participated as a party,
				  facilitated as an impartial third party, or facilitated as the administrator of
				  a dispute resolution system or organization.
(18) State records administrator--The person
				  designated by the director and librarian to administer the state records
				  management program under Government Code, §
										RSA 441.182.
(19) Texas State Records Retention
				  Schedule--Figure 13 TAC §
										RSA 6.10<subdiv>(a)</subdiv>
				  of this title (relating to Texas State Records Retention Schedule).
(20) Texas State University Records Retention
				  Schedule--Figure 13 TAC §
										RSA 6.10<subdiv>(b)</subdiv>
				  of this title (relating to Texas State University Records Retention
				  Schedule).
(21) Vital state
				  record--Any state record necessary to the resumption or continuation of state
				  agency operations in an emergency or disaster; the re-creation of the legal and
				  financial status of the agency; or the protection and fulfillment of
				  obligations to the people of the state.