|(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
(1) For most state publications in physical formats,
four (4) copies must be deposited with the State Publications Depository
(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
(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.
(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
(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
(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
(6) State agencies are advised to review the rules
in 1 TAC §206.53 and 206.54 (relating to Linking and Indexing
(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
(3) descriptive file information. State publications
submitted in electronic format must include descriptive information
(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.