1. (a) To be a candidate for certification, a records retention schedule must:

   1. (1) list all records series maintained by the state agency, regardless of medium;

   2. (2) indicate the following for each record series:

      1. (A) whether the records are confidential state records or open to access by the public;
      2. (B) 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. (C) the medium of the records and if the records are converted from one medium to another; and
      4. (D) whether the records are vital state records;
   3. (3) ensure that state records maintained by the state agency listed in the Texas State Records Retention Schedule are retained for the minimum periods prescribed in that schedule;
   4. (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. (5) be submitted in a manner and form prescribed by the state records administrator.
2. (b) To be a candidate for certification, an amendment to a records retention schedule must meet the criteria in paragraphs (2)-(5) of subsection (a) of this section.
3. (c) To be certified, a records retention schedule or an amendment to the schedule must be approved by the state auditor and the director and librarian.

Source Note:The provisions of this §6.5 adopted to be effective October 24, 1994, 19 TexReg 8108; amended to be effective September 2, 1999, 24 TexReg 6727.