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 the Government Code, §441.180.

1. (1) Archival state record--A state record of enduring value that will be preserved on a continuing basis by the Texas State Library and Archives Commission or another state agency until the state archivist indicates that based on a reappraisal of the record it no longer merits further retention.
2. (2) Electronic mail record--An electronic state record sent or received in the form of a message on an electronic mail system of a state agency, including any attachments transmitted with the message.
3. (3) Electronic mail system--A computer application used to create, receive, retain, and transmit messages and other attached records. Excluded from this definition are file transfer utilities.
4. (4) Electronic records system--Any information system that produces, manipulates, and stores electronic state records by using a computer.
5. (5) Electronic state record--Information that meets the definition of a state record in the Government Code, §441.180, and is maintained in electronic format for computer processing, including the product of computer processing of the information.
6. (6) Mailing list service--An electronic mailing list hosting service (e.g., Listserv) used for discussions and announcements within a specified group of individuals. Subscribers to the service participate by sending information to and receiving information from the list using electronic mail messages.
7. (7) State record--As defined by the Government Code, §441.180(11), 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 maintained solely for reference or exhibition purposes; an extra copy of recorded information maintained only for reference; or a stock of publications or blank forms.
8. (8) Transitory information--Records of temporary usefulness that are not an integral part of a records series of an agency, that are not regularly filed within an agency's recordkeeping system, and that are required only for a limited period of time for the completion of an action by an official or employee of the agency or in the preparation of an on-going records series. Transitory records are not essential to the fulfillment of statutory obligations or to the documentation of agency functions.

Source Note:The provisions of this §6.91 adopted to be effective December 6, 2000, 25 TexReg 11935.