1. (a) These sections establish the minimum requirements for the maintenance, use, retention, and storage of any electronic record of a local government whose retention period is ten years or more on a records retention schedule adopted under §7.125 of this title (relating to Records Retention Schedules). These sections do not apply to electronic records with retention periods of less than ten years, but they are subject to the applicable provisions of the Local Government Code, Chapter 205.
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 records management officer.

4. (d) The governing body of a local government and its records management officer in cooperation with records custodians 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;
   3. (3) incorporate electronic records management objectives, responsibilities, and authorities in pertinent 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 provisions of Local Government Code, Chapter 204, and the rules adopted under it.

Source Note:The provisions of this §7.72 adopted to be effective March 12, 1993, 18 TexReg 1271; amended to be effective October 2, 1995, 20 TexReg 7484.