Section 2: Requirements for Managing Electronic Records
Anchor: #i1036109Records Management Requirements
Records management principles and requirements apply to official records that are created and maintained in any medium. Bulletin 1: Electronic Records Standards and Procedures and Texas Administrative Code. 13 TAC 6 - Sub-Chapter C establishes requirements related to the creation, retention and disposition of official records.
The rules require that state agencies establish procedures for the management of electronic records that ensure:
- Anchor: #SPYKLYUK
- Software, hardware, and documentation for retrieving records are retained throughout the retention period of the official records or that records are migrated to another system. Anchor: #VNPKSFGR
- Necessary maintenance is performed to ensure official records are preserved. Anchor: #MTLHKCYG
- Records are identified as part of a records series and they are individually accessible. Anchor: #CVSSKMLE
- Email systems preserve essential basic metadata and email is appropriately retained. Anchor: #CGSWNARM
- Mobile device data and Instant Messaging chats are considered official records and should be kept at a transitory information level. All non-transitory information should be memorialized or produced, transcribed, and preserved on a government-designated storage location. (See Chapter 8 “Mobile Devices”) Anchor: #NNFOWGSJ
- Destruction of records should be managed in a secure manner to protect confidential and sensitive records. Anchor: #MLSRBHWP
- Records are to be destroyed in compliance with the approved TxDOT Records Retention Schedule (RRS) and a 1420 Records Destruction Form.
The rules also require that agencies:
Provide a training program for users in the operation, care, and handling of the information, equipment, software, and media.
Maintain current documentation that is adequate for retaining, reading, and processing the records; and
Administer a security program in compliance with 1 TAC §202.