1. (a) These sections establish the minimum requirements for the maintenance, use, retention, and storage of:

   1. (1) any electronic record of a state agency whose retention period on the agency's records retention schedule, certified under §6.4 of this title (relating to Certification of Records Retention Schedules and Amendments), is ten years or more;
   2. (2) any electronic record of a state agency whose retention period on the Texas State Records Retention Schedule, adopted under §6.10 of this title (relating to Texas State Records Retention Schedule), is ten years or more, if the agency does not have a certified records retention schedule; and
   3. (3) any archival electronic record of a state agency.
2. (b) Unless otherwise noted, these requirements apply to all electronic records storage systems, whether on microcomputers, minicomputers, or mainframe computers, regardless of storage media.
3. (c) An electronic storage authorization request certifying that the requirements of these sections will be followed must be submitted to and approved by the director and librarian for all existing electronic storage, and before any new electronic storage, of records subject to this section. The authorization request must be submitted in a form and manner to be determined by the director and librarian and must be signed by the agency head or designated records administrator.

4. (d) The agency head or designated records administrator must:

   1. (1) administer a program for the management of records created, received, maintained, used, or stored on electronic media;
   2. (2) integrate the management of electronic records with other records and information resources management programs of the agency;
   3. (3) incorporate electronic records management objectives, responsibilities, and authorities in pertinent agency directives;
   4. (4) establish procedures for addressing records management requirements, including recordkeeping requirements and disposition;
   5. (5) ensure that training is provided for users of electronic records systems in the operation, care, and handling of the equipment, software, and media used in the system;
   6. (6) ensure the development and maintenance of up-to-date documentation about all electronic records systems that is adequate to specify all technical characteristics necessary for reading or processing the records and the timely, authorized disposition of records; and
   7. (7) specify the location and media on which electronic records are maintained to meet retention requirements and maintain inventories of electronic records systems to facilitate disposition.
5. (e) Any electronic recordkeeping system not meeting the provisions of these sections may be utilized for records subject to this section provided the source document, if any, or a paper copy is maintained, or the record is microfilmed in accordance with the specifications in American National Standard for Imaging Media (Film)--Silver-Gelatin Type--Specifications for Stability (ANSI IT9.1-1992).

Source Note:The provisions of this §6.92 adopted to be effective March 12, 1993, 18 TexReg 1268; amended to be effective October 10, 1995, 20 TexReg 7823.