<<Prev Rule

Texas Administrative Code

Next Rule>>
TITLE 13CULTURAL RESOURCES
PART 1TEXAS STATE LIBRARY AND ARCHIVES COMMISSION
CHAPTER 3STATE PUBLICATIONS DEPOSITORY PROGRAM
RULE §3.3Standard Deposit and Reporting Requirements for State Publications in All Formats

(a) The standard number of copies of state publications in physical formats to be deposited is based on the number of copies produced, the type of publication or the medium in which it is made available.

  (1) For most state publications in physical formats, four (4) copies must be deposited with the State Publications Depository Program.

  (2) Three (3) copies of the following state publications must be deposited with the State Publications Depository Program:

    (A) Annual financial reports;

    (B) Annual operating budgets; and

    (C) State or strategic plans (for agency services, programs within its jurisdiction).

  (3) Two (2) copies of the following state publications must be deposited with the State Publications Depository Program:

    (A) Requests for legislative appropriations; and

    (B) Quarterly and annual reports of measures.

(b) For state publications available in electronic format but not by an Internet connection:

  (1) State agencies must deposit electronic state publications on electronic external storage devices that are approved by the Director and Librarian and adhere to standards set by the Texas State Library and Archives Commission only when they are not accessible to the public by Internet connection. One (1) copy of all applicable state publications may be submitted.

  (2) State agencies must meet the following requirements when submitting state publications on electronic external storage devices:

    (A) Compact Disks--Read-Only Memory. One (1) copy of all applicable state publications must be submitted on disks that adhere to standards of ISO (International Organization of Standards) 9660. Files shall be formatted in ASCII, or other software that is provided and is in the public domain or has been purchased with a license agreement to distribute it with each copy of the disk. If the file is compressed, software and instructions must be included on the disk to decompress all data directly to a hard drive from commands found in a file on the root directory.

    (B) State Publications on Other Electronic External Storage Devices. For new or improved media that may become commonly available, one (1) copy of all applicable state publications may be submitted. All such devices or media for submitting state publications must be approved by the Director and Librarian and must adhere to standards set by the Texas State Library and Archives Commission.

(c) For state publications available both in physical format and by Internet connection, the publishing agency shall prominently display the publication's specific and exact Internet address (the uniform resource locator on the agency's website) on the cover or title page of the publication.

(d) Reporting.

  (1) Each state agency must submit a publication reporting form that lists and describes state publications in physical formats as they become available.

  (2) At the time that a state publication is submitted in physical format, the publication reporting form must be enclosed with the shipment.

  (3) For each state publication that is available both in physical format and by Internet connection, the publication reporting form must include the publication's specific and exact Internet address (the uniform resource locator on the agency's website).

(e) The Texas Records and Information Locator (TRAIL) service provides access to state publications in electronic format that are made available to the public by an Internet connection on a State Agency website. State agency websites are crawled periodically each fiscal year by and are accessible through the TRAIL service. State agencies are not required to submit copies of their state agency website in any format to the depository program if the website is made available by an Internet connection. The following are minimum technical requirements for the web harvesting of state agency electronic format publications and websites through the TRAIL service.

  (1) State agencies are required to provide the Texas State Library and Archives Commission with guaranteed access, at no charge, to the agencies' Internet publications. If a "robots.txt" file is used to prevent harvesting of a State Agency website, then that file must include an exception for TSLAC's designated harvesting system;

  (2) State agencies must meet the following minimum requirements when providing state publications in electronic format by Internet connection on their website:

    (A) Accessibility. State publications made available by an Internet connection on a state agency website shall be accessible:

      (i) by anonymous File Transfer Protocol (FTP), Hyper Text Transfer Protocol (HTTP) or other electronic means as defined in Internet standards documents of the Internet Engineering Steering Group, Internet Architecture Board, and Internet community; and

      (ii) by following a link or series of links from the Agency's primary URL. For publications accessible only by database searching or similar means, an alternative path such as a hidden link to a comprehensive site map must be provided except as exempted in §3.5 of this title; and

      (iii) on alternative electronic formats and interfaces consistent with requirements of the Americans with Disabilities Act of 1990 and as amended.

    (B) Availability. Each original Internet publication and subsequent versions as described in §3.2(c) of this title (relating to Standard Requirements for Stat Publications in All Formats) must remain available on the agency website for nine months to ensure that the publication has been collected by TSLAC and made available in the TRAIL archive. Agencies can confirm that a version of an Internet publication has been added to the TRAIL archive by searching at www.tsl.texas.gov/trail/index.html.

  (3) Each electronic format state publication made available by Internet connection must contain descriptive information about the publication.

  (4) For electronic format state publications that are not made available to the public by Internet connection on a state agency website and are required for submission to the State Publications Depository Program, publications may be submitted on approved electronic external storage devices as described in Standard Deposit and Reporting Requirements for State Publications in All Formats (see §3.3(b)(1) of this title).

  (5) For certain reports (see §3.1(15)(B)) that are born-digital and determined appropriate for submission through the Texas Digital Archive by Director and Librarian, for submission requirements.

  (6) State agencies are advised to review the rules in 1 TAC §206.53 and 206.54 (relating to Linking and Indexing State websites).

  (7) TRAIL is a searchable index of state agency Internet publications and is in compliance with the ANSI/NISO (American National Standards Institute/National Information Standards Organization) Z39.50 search and retrieval standard or successor standards, and that shall adhere to the application profile of the Federal Information Processing Standards Publication 192 or its successor document.

(f) The Texas Digital Archive (TDA) provides access to publications of certain reports that are:

  (1) first published in electronic format;

  (2) submitted electronically in as defined in §3.1(15), concerning Definitions and;

  (3) are required to be submitted through the State Publications Depository Program (see §3.2 of this title). Submission under these rules are for certain reports and publications that are prepared and created after this rule takes effect and does not include previously submitted publications in any format.

(g) State agencies are required to provide the Texas State Library and Archives Commission, at no charge, an electronic format of the publication as defined in §3.1(15), concerning Definitions and §3.2(a) concerning Standard Requirements for State Publications in All Formats.

(h) Submissions of other state publications in electronic, Internet or online format will be accepted at the determination of the Director and Librarian.

(i) State agencies must meet all the following minimum requirements when submitting state publications in electronic format. Submissions must include:

  (1) an individual electronic file. State publications submitted in electronic format must be a Portable Document File (PDF) or other secure file type; other file types will be accepted at the determination of the Director and Librarian. Submissions cannot be a link or series of links to the state publication.

  (2) a publication reporting form. At the time of submission, a publication reporting form must be included. Submissions provided through electronic communications must be from a state agency email address.

  (3) descriptive file information. State publications submitted in electronic format must include descriptive information in:

    (A) a Title tag;

    (B) an Author tag. Author meta tag that includes the official name of the state agency responsible for creating the report;

    (C) a Description tag. Description meta tag that includes a narrative description of the publication; and

    (D) a Keyword or Subject tag. Keyword meta tag that includes selected terms from within the publication.

(j) State agencies should retain a copy of their electronic publication, as submitted to the Texas State Library and Archives Commission, until the publication is posted to the Texas Digital Archive. Agencies can confirm that the electronic publication was accepted and added to the Texas Digital Archive by searching at www.tsl.texas.gov.


Source Note: The provisions of this §3.3 adopted to be effective November 18, 2015, 40 TexReg 8021; amended to be effective March 17, 2019, 44 TexReg 1305

Link to Texas Secretary of State Home Page | link to Texas Register home page | link to Texas Administrative Code home page | link to Open Meetings home page