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 7.71 - 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. Terms not defined in these sections shall have the meanings defined
					 in the Local Government Code, Title 6, Subtitle C, Chapter 201.
(1) Authenticity--The quality of a record as
				  being what it purports to be by establishing the origin, reliability,
				  trustworthiness, and correctness of its content.
(2) Data file--Related numeric, textual,
				  sound, or graphic information that is organized in a strictly prescribed form
				  and format.
(3) Database--An
				  organized collection of structured information or data which makes up records
				  within files that have relationships with other records within other
				  files.
(4) Database management
				  system (DBMS)--Software programs designed to organize, store, and retrieve
				  machine-readable information from within databases.
(5) Disposition--Final processing of local
				  government records by archival transfer under Local Government Code, §
										RSA 203.049
				  or destruction under Local Government Code, §
										RSA 202.001 or
				  Government Code, §
										RSA 441.0945.
(6) Electronic record--Any information that
				  is recorded in a form for computer processing and that satisfies the definition
				  of local government record data in the Local Government Code, §
										RSA 201.003<subdiv>(8)</subdiv>.
(7) Electronic records system--Any
				  information system that produces, manipulates, and stores local government
				  records by using a computer.
(8)
				  Electronic storage media--All physical media capable of being read by a
				  computer including computer hard disks, magnetic tapes, optical disks, or
				  similar machine-readable media.
(9)
				  Essential record--A record as defined in Local Government Code, §
										RSA 201.003<subdiv>(5)</subdiv>.
(10) Integrity--The quality of a record as
				  complete and free from unauthorized alteration.
(11) 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.
(12)
				  Migration--The act of moving data or records from one hardware or software
				  system or configuration to another so that records may continue to be
				  understandable and usable for as long as they are needed.
(13) Records Management Officer--Each elected
				  county officer or the person designated by the governing body of each local
				  government pursuant to the Local Government Code, §
										RSA 203.025.
(14) Reliability--The quality of a record as
				  a full and accurate representation of the activity or transaction it
				  captures.
(15) Text
				  documents--Narrative or tabular documents, such as letters, memorandums, and
				  reports, in loosely prescribed form and format.
(16) Third-party custodians--Parties with
				  which a local government entity may contract for services who are temporarily
				  responsible for the maintenance of local government records, other than an
				  interlocal contract under Local Government Code, §
										RSA 203.025<subdiv>(f)</subdiv>.
(17) Usability--The quality of a record as
				  related to the producing activity or that can be accessed, identified, and
				  readily retrieved, and interpreted or read within the broader
				  context.