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, §203.049
or destruction under Local Government Code, §202.001 or Government
Code, §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, §201.003(8).
(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, §201.003(5).
(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, §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, §203.025(f).
(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.
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| Source Note: The provisions of this §7.71 adopted to be effective March 12, 1993, 18 TexReg 1271; amended to be effective October 2, 1995, 20 TexReg 7484; amended to be effective August 31, 2021, 46 TexReg 5389 |
