reglab/statecodes huggingface dataset:
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 2 - GENERAL POLICIES AND PROCEDURES › Subchapter C - GRANT POLICIES › Division 5 - LIBRARY SERVICES AND TECHNOLOGY ACT, TEXTREASURES GRANTS › Section 2.512 - Criteria for Award

Current through Reg. 49, No. 28; July 12, 2024
Proposals will be scored by peer reviewers on five
						criteria. The maximum number of points for each criterion is shown.
(1) Significance of the collection (35
					 points). Will the materials be useful to users throughout the state? Does this
					 project focus on materials about Texas? Will the project provide an
					 "advancement of knowledge," rather than cleaning up general backlogs?
(2) Project Design (25 points). Is the
					 project well defined? Will access to the collection be sustainable beyond the
					 grant period? Does the project design reference commonly accepted standards and
					 practices?
(3) Availability (20
					 points). How will access to the collection be provided? Will bibliographic
					 records be available through OCLC or the Internet? Will materials themselves be
					 available through an Internet connection, through interlibrary loan, through
					 reciprocal borrowing, or only on-site use? Will common interoperability
					 standards be used?
(4) Cost
					 Effectiveness (15 points). How appropriate are the chosen hardware, software,
					 staffing, and service providers for the project, given the cost of the project?
					 Is the budget realistic? Does the project proposal make effective use of the
					 grant funds?
(5) Evaluation (5
					 points). How well has the applicant designed and described the methodology to
					 evaluate the project and estimate the level of usage? Is the evaluation
					 methodology appropriate and effective?
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 2 - GENERAL POLICIES AND PROCEDURES › Subchapter C - GRANT POLICIES › Division 6 - LIBRARY SERVICES AND TECHNOLOGY ACT, GUIDELINES FOR LIBRARY SYSTEMS [REPEALED] › Section 2.610

Current through Reg. 49, No. 28; July 12, 2024
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 2 - GENERAL POLICIES AND PROCEDURES › Subchapter C - GRANT POLICIES › Division 6 - LIBRARY SERVICES AND TECHNOLOGY ACT, GUIDELINES FOR LIBRARY SYSTEMS [REPEALED] › Section 2.611

Current through Reg. 49, No. 28; July 12, 2024
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 2 - GENERAL POLICIES AND PROCEDURES › Subchapter C - GRANT POLICIES › Division 6 - LIBRARY SERVICES AND TECHNOLOGY ACT, GUIDELINES FOR LIBRARY SYSTEMS [REPEALED] › Section 2.612

Current through Reg. 49, No. 28; July 12, 2024
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 2 - GENERAL POLICIES AND PROCEDURES › Subchapter C - GRANT POLICIES › Division 7 - TEXAS READS GRANTS, GUIDELINES FOR PUBLIC LIBRARIES › Section 2.710 - Goals and Purposes

Current through Reg. 49, No. 28; July 12, 2024
This grant funds public library programs to promote
						reading and literacy within local communities. Programs may be targeted to the
						entire community or to a segment of the community. Programs involving
						collaboration with other community organizations are encouraged. The agency may
						designate specific funding priorities for each grant cycle in response to
						identified needs. If this occurs, staff will provide details of funding
						priorities and scoring implications to applicants and to the peer review panel.
						The purpose is not for collection development, or other activities primarily
						focused on the acquisition of library materials or resources.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 2 - GENERAL POLICIES AND PROCEDURES › Subchapter C - GRANT POLICIES › Division 7 - TEXAS READS GRANTS, GUIDELINES FOR PUBLIC LIBRARIES › Section 2.711 - Eligible Applicants

Current through Reg. 49, No. 28; July 12, 2024
Public libraries and local public library systems,
						through their governing authority (city, county, corporation, or district) are
						eligible to apply for grants. To receive a grant, applicants must be members of
						the Texas Library System for the fiscal year the grant contracts are issued.
						Libraries or library systems will not be awarded more than one grant in a
						single grant cycle. Libraries or library systems will not be awarded a grant in
						two consecutive grant cycles for the same, or nearly the same,
						project.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 2 - GENERAL POLICIES AND PROCEDURES › Subchapter C - GRANT POLICIES › Division 7 - TEXAS READS GRANTS, GUIDELINES FOR PUBLIC LIBRARIES › Section 2.712 - Criteria for Award

Current through Reg. 49, No. 28; July 12, 2024
Proposals will be scored by peer reviewers on six
						criteria. The maximum points for each criterion is shown.
(1) Needs Assessment (20 points). Describe
					 why the program is needed in the community.
(2) Program purpose (20 points). Describe the
					 program goals, audience, outcomes, and relationship to the library long range
					 plan or goals.
(3) Program design
					 (20 points). Provide a detailed description of the program and its
					 activities.
(4) Timetable (10
					 points). Provide a timetable of program activities.
(5) Evaluation plan (10 points). Describe how
					 the anticipated outcomes will be measured.
(6) Budget (20 points). Provide a detailed
					 budget and justify budgeted costs.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 2 - GENERAL POLICIES AND PROCEDURES › Subchapter C - GRANT POLICIES › Division 8 - LOAN STAR LIBRARIES GRANT PROGRAM, GUIDELINES FOR PUBLIC LIBRARIES [REPEALED] › Section 2.810

Current through Reg. 49, No. 28; July 12, 2024
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 2 - GENERAL POLICIES AND PROCEDURES › Subchapter C - GRANT POLICIES › Division 8 - LOAN STAR LIBRARIES GRANT PROGRAM, GUIDELINES FOR PUBLIC LIBRARIES [REPEALED] › Section 2.811

Current through Reg. 49, No. 28; July 12, 2024
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 2 - GENERAL POLICIES AND PROCEDURES › Subchapter C - GRANT POLICIES › Division 8 - LOAN STAR LIBRARIES GRANT PROGRAM, GUIDELINES FOR PUBLIC LIBRARIES [REPEALED] › Section 2.812

Current through Reg. 49, No. 28; July 12, 2024
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 2 - GENERAL POLICIES AND PROCEDURES › Subchapter C - GRANT POLICIES › Division 8 - LOAN STAR LIBRARIES GRANT PROGRAM, GUIDELINES FOR PUBLIC LIBRARIES [REPEALED] › Section 2.813

Current through Reg. 49, No. 28; July 12, 2024
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 2 - GENERAL POLICIES AND PROCEDURES › Subchapter C - GRANT POLICIES › Division 8 - LOAN STAR LIBRARIES GRANT PROGRAM, GUIDELINES FOR PUBLIC LIBRARIES [REPEALED] › Section 2.814

Current through Reg. 49, No. 28; July 12, 2024
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 2 - GENERAL POLICIES AND PROCEDURES › Subchapter C - GRANT POLICIES › Division 8 - LOAN STAR LIBRARIES GRANT PROGRAM, GUIDELINES FOR PUBLIC LIBRARIES [REPEALED] › Section 2.815

Current through Reg. 49, No. 28; July 12, 2024
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 2 - GENERAL POLICIES AND PROCEDURES › Subchapter C - GRANT POLICIES › Division 9 - IMPACT GRANTS FOR LIBRARY INNOVATION AND IMPROVEMENT [REPEALED] › Section 2.910

Current through Reg. 49, No. 28; July 12, 2024
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 2 - GENERAL POLICIES AND PROCEDURES › Subchapter C - GRANT POLICIES › Division 9 - IMPACT GRANTS FOR LIBRARY INNOVATION AND IMPROVEMENT [REPEALED] › Section 2.911

Current through Reg. 49, No. 28; July 12, 2024
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 2 - GENERAL POLICIES AND PROCEDURES › Subchapter C - GRANT POLICIES › Division 9 - IMPACT GRANTS FOR LIBRARY INNOVATION AND IMPROVEMENT [REPEALED] › Section 2.912

Current through Reg. 49, No. 28; July 12, 2024
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 3 - STATE PUBLICATIONS DEPOSITORY PROGRAM › Section 3.2 - Standard Requirements for State Publications in All Formats

Current through Reg. 49, No. 28; July 12, 2024
(a)
				State agencies are required to furnish copies of state publications in physical
				format to the commission or provide the commission online access to state
				publications. A state agency is not required to furnish copies of or provide
				online access to state publications that are exempt from the State Publications
				Depository Program under §
									3.5 of this title (relating to
				Standard Exemptions for State Publications in All Formats) or §
									3.6 of this title (relating to
				Special Exemptions).
(b) When a
				state publication is distributed to the public in multiple formats, state
				agencies are required to provide access to or copies of that publication to the
				commission in all formats in which the publication is publicly distributed.
				State agencies are not required to provide copies to the commission of
				publications on removable electronic media if the state publications are made
				available to the commission under §
									3.3(e) of this
				title or other electronic submission agreed to by both agencies.
(c) When a state publication changes
				frequently, as in the case of an online publication that announces
				time-dependent information, state agencies are required to determine whether
				the alteration in the publication represents a substantive change or a
				transitory or inconsequential change. If the modification is a substantive
				change, the original version and the new version must be treated as separate
				publications and managed in accordance with §
									3.3 of this title (relating to
				Standard Deposit and Reporting Requirements for State Publications in All
				Formats). If the modification is a transitory or inconsequential change, the
				two versions are not deemed to be separate publications.
(d) Submission of publications to the
				depository program does not fulfill a state agency's records retention
				requirements for those publications.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 3 - STATE PUBLICATIONS DEPOSITORY PROGRAM › Section 3.3 - Standard Deposit and Reporting Requirements for State Publications in All Formats

Current through Reg. 49, No. 28; July 12, 2024
(a) State publications in physical format.
				State agencies must deposit four copies of state publications in physical
				format to the State Publications Depository Program except as follows:
(1) State agencies must deposit three copies
				of the following state publications:
(A)
				Annual financial reports; and
(B)
				Annual operating budgets.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 3 - STATE PUBLICATIONS DEPOSITORY PROGRAM › Section 3.5 - Standard Exemptions for State Publications in All Formats

Current through Reg. 49, No. 28; July 12, 2024
The following publications are exempt from the State
				  Publications Depository Program and shall not be provided to the
				  commission:
(1) agendas;
(2) advertisements;
(3) alumni materials;
(4) announcements;
(5) artwork (graphical representations
				without textual information);
(6)
				calendars;
(7) codes (as
				compendia);
(8) complex relational
				databases;
(9) contracts;
(10) correspondence;
(11) course schedules and
				materials;
(12) curriculum catalogs
				(departmental only);
(13) drafts of
				plans, reports;
(14)
				fiction;
(15) forms and instruction
				manuals for their completion;
(16)
				fund raising materials;
(17) grant
				proposals, bids;
(18) hearings
				(transcripts of);
(19) job
				listings;
(20) laws (as
				compendia);
(21) literary
				criticisms;
(22)
				memorabilia;
(23) memoranda
				(including e-mail);
(24) news or
				press releases;
(25) newsletters
				and subscriber lists meant only for employee, faculty or student use;
(26) non-fiction university press
				publications not aligned with the commission's collection development
				policy;
(27) notices of
				sale;
(28) opinions and orders
				issued by state courts;
(29) daily
				or weekly periodicals (that are summarized in monthly or quarterly
				publications);
(30) personnel
				manuals;
(31)
				photographs;
(32) poetry;
(33) policy handbooks intended only for
				internal use;
(34) programs
				(announcements of events, training sessions);
(35) recruitment materials;
(36) reprints (reissued without
				change);
(37) rules and regulations
				after 1976 (as compendia);
(38)
				standards (as compendia);
(39)
				stationery;
(40) student
				publications (those produced by students);
(41) telephone directories meant only for
				employee, faculty, or student use;
(42) training materials;
(43) unedited compilations of data or
				information submitted via forms or other means from individuals or entities
				under the regulation of a state agency; and
(44) volunteer newsletters.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 3 - STATE PUBLICATIONS DEPOSITORY PROGRAM › Section 3.6 - Special Exemptions

Current through Reg. 49, No. 28; July 12, 2024
Upon written application, the Director and Librarian may
				  exempt other state publications and information formats not listed in §
									3.5 of this title (relating to
				  Standard Exemptions for State Publications in All Formats) from deposit
				  requirements.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 3 - STATE PUBLICATIONS DEPOSITORY PROGRAM › Section 3.7 - State Publications Contact Person

Current through Reg. 49, No. 28; July 12, 2024
Each state agency must provide notice to the commission in
				  writing of one person to act as liaison with the State Publications Depository
				  Program for state publications in physical formats and one person to act as
				  liaison with the State Publications Depository Program for online or electronic
				  publications. An agency may designate the same person to fulfill the liaison
				  duties for both types of publications. Agencies may request in writing to
				  designate additional liaisons in cases where the size and complexity of the
				  agency's publishing activities merit additional coverage. A liaison's duties
				  include:
(1) Depositing all state
				publications within the scope of their designated responsibility;
(2) Providing information to the commission
				and coordinating with commission staff to resolve problems regarding
				publications;
(3) Maintaining
				records of the agency's state publications;
(4) Negotiating exemptions from deposit
				requirements;
(5) Maintaining and
				submitting publication reporting forms; and
(6) Identifying and depositing historical
				publications that may be discovered in the regular course of business that
				should have been furnished to the commission for inclusion in the State
				Publications Depository Program but were not.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 3 - STATE PUBLICATIONS DEPOSITORY PROGRAM › Section 3.8 - Designation and Termination of Depository Library Status for State Publications in Physical Formats

Current through Reg. 49, No. 28; July 12, 2024
The Director and Librarian has designated Texas Tech
				  University and University of North Texas as depository libraries for state
				  publications in physical formats. Replacement designations may be made by the
				  Director and Librarian.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 4 - SCHOOL LIBRARY PROGRAMS › Subchapter A - STANDARDS AND GUIDELINES › Section 4.1 - School Library Programs: Standards and Guidelines for Texas

Current through Reg. 49, No. 28; July 12, 2024
(a) The School Library Programs: Standards
				  and Guidelines for Texas, which are available at
				  https://www.tsl.texas.gov/node/66176 and provided in this subsection, are
				  adopted by the Texas State Library and Archives Commission. The Standards and
				  Guidelines are based on the work and recommendations of an advisory committee
				  formed to review and update the current Standards and Guidelines.
Attached Graphic
(b) The School Library Programs:
				  Standards and Guidelines for Texas are applicable to local Texas school
				  districts (Independent, consolidated, common, or municipal districts and
				  charter schools accredited by the Texas Education Agency as provided by TEC
				  Chapter 11 Subchapter D, Chapter 39).
(c) The School Library Programs: Standards
				  and Guidelines for Texas, describe six common beliefs for school library
				  programs: Information Literacy, Inquiry, Reading, Digital Learning, Safe and
				  Nurturing Environment, Leadership, and an Appendix. The Standards and
				  Guidelines describe five levels of achievement; Distinguished, Accomplished,
				  Proficient, Developing, and Improvement Needed.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 4 - SCHOOL LIBRARY PROGRAMS › Subchapter A - STANDARDS AND GUIDELINES › Section 4.2 - School Library Programs: Collection Development Standards

Current through Reg. 49, No. 28; July 12, 2024
(a)
				  Each Texas public school district board or governing body must approve and
				  institute a collection development policy that describes the processes and
				  standards by which a school library acquires, maintains, and withdraws
				  materials.
(b) A school library
				  collection should include materials that are age appropriate and suitable to
				  the campus and students it serves and include a range of materials. A school
				  library collection should:
(1) Enrich and
				  support the Texas Essential Knowledge and Skills (TEKS) and curriculum
				  established by Education Code, §
											28.002 (relating to
				  Required Curriculum), while taking into consideration students' varied
				  interests, maturity levels, abilities, and learning styles;
(2) Foster growth in factual knowledge,
				  literary appreciation, aesthetic values, and societal standards;
(3) Encourage the enjoyment of reading,
				  foster high-level thinking skills, support personal learning, and encourage
				  discussion based on rational analysis; and
(4) Represent the ethnic, religious, and
				  cultural groups of the state and their contribution to Texas, the nation, and
				  the world.
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 6.2 - Submission of Records Retention Schedules for Certification

Current through Reg. 49, No. 28; July 12, 2024
(a) A state agency, if it does not have a
				  certified schedule, must submit a records retention schedule to the state
				  records administrator for initial certification within one year of the
				  effective date of this section or within one year of the effective date of
				  establishment of a new state agency, whichever later.
(b) For the purposes of this section, a state
				  agency is considered a new state agency or component if through legislative
				  action subsequent to the adoption of this section, it:
(1) is created to carry out a new function or
				  activity;
(2) is the product of a
				  merger between two or more state agencies or components;
(3) is a component or components separated
				  from a state agency or agencies and designated as an independent state agency;
				  or
(4) becomes a state agency by
				  amendment to the definition of a state agency in Government Code, §
											RSA 441.180.
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 6.3 - Submission of Records Retention Schedules for Recertification

Current through Reg. 49, No. 28; July 12, 2024
(a) After initial certification, a records
				  retention schedule must be submitted to the state records administrator for
				  recertification one year from the date of certification or recertification for
				  the first two recertification periods.
(b) After the second recertification, a
				  records retention schedule must be submitted for recertification every three
				  years from the date of the last recertification, except for the following
				  situations.
(1) If a state agency with a
				  certified schedule absorbs another state agency, the records retention schedule
				  must be submitted for recertification within one year of the effective date of
				  the reorganization, and then will revert, when the schedule is recertified, to
				  annual or triennial certification depending on the certification status of the
				  absorbing agency under this section at the time of absorption.
(2) A state agency may choose to submit a
				  complete retention schedule for recertification at any time during a
				  certification period.
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 6.4 - Submission of Amendments to Records Retention Schedules

Current through Reg. 49, No. 28; July 12, 2024
During a certification period the records management
					 officer must keep the agency's retention schedule current by submitting
					 amendments to the schedule to:
(1) add
				  or drop a records series;
(2)
				  propose an amended period of time a records series will be retained;
(3) propose an amended period of time a
				  records series will be retained in storage by the commission; and
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 6.5 - Certification of Records Retention Schedules and Amendments

Current through Reg. 49, No. 28; July 12, 2024
(a) To be a candidate for certification, a
				  records retention schedule must:
(1) list all
				  records series maintained by the state agency, regardless of medium;
(2) indicate whether the records are archival
				  state records or state records that must be reviewed by the state archivist for
				  potential archival value prior to their destruction;
(3) ensure that state records maintained by
				  the state agency listed in the Texas State Records Retention Schedule or Texas
				  State University Records Retention Schedule are retained for the minimum
				  periods prescribed in the schedules;
(4) ensure that state records not listed in
				  the Texas State Records Retention Schedule are kept for a length of time
				  sufficient to meet administrative, legal, fiscal, and archival requirements;
				  and
(5) be submitted in a manner
				  and form prescribed by the state records administrator.
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 6.6 - Decertification

Current through Reg. 49, No. 28; July 12, 2024
(a) If a state agency fails to submit a
				  records retention schedule to the state records administrator for
				  recertification by a required deadline or fails to request an extension, the
				  certification of the currently approved schedule and any approved amendments to
				  the schedule expires one year from the end of the month in which the schedule
				  was initially certified or last recertified (or three years if the state agency
				  is due for triennial recertification).
(b) If a state agency refuses to permit the
				  inspection of a state records series by the state archivist or fails to respond
				  to questions from the state archivist concerning the content, use, or other
				  aspects of a state records series in order for the state archivist to determine
				  if the series contains archival state records in accordance with Government
				  Code, §
										RSA 441.186,
				  the director and librarian may order the decertification of its approved
				  records retention schedule, with decertification effective 30 days from the
				  date of the order.
(c) If a state
				  agency fails to cooperate fully and in a timely manner with the commission, the
				  director and librarian, or any other authorized designee of the director and
				  librarian in fulfilling their duties in accordance with Government Code §
										RSA 441.183,
				  the director and librarian may order the decertification of its approved
				  records retention schedule, with decertification effective 30 days from the
				  date of the order.
(d) If its
				  records retention schedule is decertified according to this section, a state
				  agency is no longer authorized to destroy records based on the schedule and
				  must submit requests for the destruction of its records in accordance with
				  §
										RSA 6.7
				  of this title (relating to Destruction of State Records).
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 6.7 - Destruction of State Records

Current through Reg. 49, No. 28; July 12, 2024
(a) Without a
				  certified records retention schedule, a state agency must request authorization
				  from the director and librarian for the destruction of any state
				  record.
(b) A state agency with a
				  certified records retention schedule must request authorization from the
				  director and librarian for the destruction of any state record that does not
				  appear on the certified schedule or a certified amendment to the
				  schedule.
(c) Requests for
				  authorization for the destruction of state records shall be in a form and
				  manner prescribed by the state records administrator.
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 6.8 - Implementation of Certified Records Retention Schedules

Current through Reg. 49, No. 28; July 12, 2024
(a) A state agency must establish policies
				  and procedures to ensure state records are maintained until the expiration of
				  the retention periods on its records retention schedule.
(b) Final disposition of state records must
				  ensure that:
(1) archival state records
				  scheduled to be preserved by the commission are transferred to the commission
				  on paper, on microform that meets the specifications in American National
				  Standard for Imaging Materials - Processed Silver-Gelatin Type Black-and-White
				  Film - Specifications for Stability (ANSI/NAPM IT9.1-1996), in electronic
				  format that meets the requirements of the state archives, or in another medium
				  with prior approval of the state archivist;
(2) records scheduled for destruction are
				  destroyed in a manner that ensures protection for any sensitive or confidential
				  information; and
(3) the final
				  disposition of records is documented by the state agency.
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 6.9 - Notification by State Records Administrator

Current through Reg. 49, No. 28; July 12, 2024
Within 30 days of the effective date of this section, the
					 state records administrator shall furnish a written notice to each state agency
					 of its status with regard to the submission requirements of §
										RSA 6.2
					 of this title (relating to Submission of Records Retention Schedules for
					 Certification) and §
										RSA 6.3
					 of this title (relating to Submission of Records Retention Schedules for
					 Recertification).
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 6.10 - Texas State Records Retention Schedules

Current through Reg. 49, No. 28; July 12, 2024
(a) A record listed in the Texas State Records Retention Schedule (Revised 5th Edition) must be retained for the minimum retention period indicated by any state agency that maintains a record of the type described.
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(b) A record listed in the Texas State University Records Retention Schedule (2nd Edition) must be retained for the minimum retention period indicated by any university or institution of higher education.
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Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 6 - STATE RECORDS › Subchapter B - MICROFILMING STANDARDS FOR STATE AGENCIES › Section 6.23 - General

Current through Reg. 49, No. 28; July 12, 2024
(a) These sections apply to the microfilming
				  of any state 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 state record. These sections do
				  not apply to convenience film.
(b)
				  Microfilming of records must be in compliance with an approved agency records
				  retention schedule except, if an agency 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 Government Code, §
				  441.035.
(f) After the completion
				  of the production tests and inspections required under §
										RSA 6.25
				  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 6.27
				  of this title (relating to Inspection of Stored Original Microfilm);
(3) to expunge records as required by §
											RSA 6.32 of
				  this title (relating to Expungement); or
(4) to destroy records as required by §
											RSA 6.33
				  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 6 - STATE RECORDS › Subchapter B - MICROFILMING STANDARDS FOR STATE AGENCIES › Section 6.24 - 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 6 - STATE RECORDS › Subchapter B - MICROFILMING STANDARDS FOR STATE AGENCIES › Section 6.25 - 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 agency may satisfy this requirement for more
				  than one agency.
(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
				  administrator 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 6 - STATE RECORDS › Subchapter B - MICROFILMING STANDARDS FOR STATE AGENCIES › Section 6.26 - 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 6 - STATE RECORDS › Subchapter B - MICROFILMING STANDARDS FOR STATE AGENCIES › Section 6.27 - 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 6 - STATE RECORDS › Subchapter B - MICROFILMING STANDARDS FOR STATE AGENCIES › Section 6.28 - 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 6 - STATE RECORDS › Subchapter B - MICROFILMING STANDARDS FOR STATE AGENCIES › Section 6.29 - 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 6.26
				  of this title (relating to Storage of Original Microfilm) and inspected
				  according to the provisions of §
										RSA 6.27
				  of this title (relating to Inspection of Stored Original Microfilm).
(c) The following must be included in the
				  jacket header information:
(1) name of
				  agency;
(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 6 - STATE RECORDS › Subchapter B - MICROFILMING STANDARDS FOR STATE AGENCIES › Section 6.30 - 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 agency;
(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 6 - STATE RECORDS › Subchapter B - MICROFILMING STANDARDS FOR STATE AGENCIES › Section 6.31 - 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 6.24<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 6 - STATE RECORDS › Subchapter B - MICROFILMING STANDARDS FOR STATE AGENCIES › Section 6.32 - 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 6 - STATE RECORDS › Subchapter B - MICROFILMING STANDARDS FOR STATE AGENCIES › Section 6.33 - Destruction of Microfilmed Records

Current through Reg. 49, No. 28; July 12, 2024
(a)
				  Microfilmed records must be destroyed only in accordance with the Government
				  Code, § 441.035.
(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 and printed name of the agency records administrator approving
				  deletion of the records;
(3) the
				  date of the deletion.
Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 6 - STATE RECORDS › Subchapter B - MICROFILMING STANDARDS FOR STATE AGENCIES › Section 6.34 - Documentation and Recordkeeping

Current through Reg. 49, No. 28; July 12, 2024
(a) Microfilm
				  production, including testing, and inspection.
(1) Records administrators 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 agency 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 6 - STATE RECORDS › Subchapter B - MICROFILMING STANDARDS FOR STATE AGENCIES › Section 6.35 - Public Access to Information on Microfilm

Current through Reg. 49, No. 28; July 12, 2024
Agencies 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 agency 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 6 - STATE RECORDS › Subchapter C - STANDARDS AND PROCEDURES FOR MANAGEMENT OF ELECTRONIC RECORDS › Section 6.91 - General Provisions

Current through Reg. 49, No. 28; July 12, 2024
(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 §§
										RSA 441.189<subdiv>(a)</subdiv>,
				  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 §
										RSA 441.183.
(c) Scope. This subchapter applies to:
(1) all state agencies as defined in Texas
				  Government Code §
											RSA 441.180<subdiv>(9)</subdiv>;
				  and
(2) all state records as
				  defined in Texas Government Code §
											RSA 441.180<subdiv>(11)</subdiv>.