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, §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
(5) Commission--The Texas State Library and Archives
(6) Component--A division, department, program, or
other sub-division 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
(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, §441.184.
(12) Records retention schedule--A document prepared
in accordance with §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 and any institution of higher education
as defined by §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 non-profit 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, §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, §441.182.
(19) Texas State Records Retention Schedule--Figure
13 TAC §6.10(a) of this title (relating to Texas State Records
(20) Texas State University Records Retention Schedule--Figure
13 TAC §6.10(b) 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.
|Source Note: The provisions of this §6.1 adopted to be effective October 24, 1994, 19 TexReg 8108; amended to be effective September 2, 1999, 24 TexReg 6727; amended to be effective November 28, 1999, 24 TexReg 10320; amended to be effective August 30, 2020, 45 TexReg 5906