1. (a) Electronic records systems that maintain the official file copy of text documents or data used to generate the official file copy of text documents on electronic media must meet the following minimum requirements:

   1. (1) provide a method for all authorized users of the system to retrieve desired documents, such as an indexing or text search system;
   2. (2) provide security to ensure integrity of the documents;
   3. (3) provide a standard interchange format when determined to be necessary by the agency to permit the exchange of documents on electronic media among the components of the agency using different software/operating systems; and
   4. (4) provide for the disposition of the documents including, when necessary, the requirements for transferring archival records to the state archives as detailed in §6.97 of this title (relating to Retention of Electronic Records).
2. (b) A document created on an electronic records system must be identified sufficiently to enable authorized personnel to retrieve, protect, and carry out the disposition of documents in the system. Agencies must ensure that records maintained in such systems can be correlated with related records on paper, microform, or other media.

Source Note:The provisions of this §6.94 adopted to be effective March 12, 1993, 18 TexReg 1268; amended to be effective October 10, 1995, 20 TexReg 7823.