13 Tex. Admin. Code § 6.1 - Definitions
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 Government Code, § 441.180.
(1) Agency head--The appointed or elected
official who serves by the state constitution, state statute, or action of the
governing body of a state agency as the chief executive and administrative
officer of a state agency.
(2)
Archival state record--Any state record of enduring value that will be
preserved on a continuing basis by the commission or another state agency until
the state archivist indicates that based on a reappraisal of the record it no
longer merits further retention.
(3) Certification--The process, inclusive of
recertification, by which a records retention schedule or amendments to a
schedule are approved for use by a state agency during a certification
period.
(4) Certification
period--The period of time during which a records retention schedule, including
certified amendments to the schedule, may be used by a state agency in the
final disposition of state records without additional authorization from the
director and librarian.
(5)
Commission--The Texas State Library and Archives Commission.
(6) Component--A division, department,
program, or other subdivision of a state agency.
(7) Confidential state record--Any state
record to which public access is denied under Government Code, Chapter 552, or
other state or federal law.
(8)
Decertification--The process by which an approved records retention schedule of
a state agency is disapproved because of failure of the state agency to adhere
to the requirements of Government Code, Chapter 441, Subchapter L, and these
rules adopted under that subchapter.
(9) Director and librarian--The chief
executive and administrative officer of the Texas State Library and Archives
Commission.
(10) Final
disposition--Final processing of state records by either destruction or
archival preservation by the commission, by a state agency, or by an alternate
archival institution as permitted by Government Code, Chapter 441, Subchapter
L.
(11) Records management
officer--The agency head or the person appointed by the agency head to act as
the state agency's representative in all issues of records management policy,
responsibility, and statutory compliance pursuant to Government Code, §
441.184.
(12) Records retention schedule--A document
prepared in accordance with §
6.2 of this title (relating to
Submission of Records Retention Schedules for Certification).
(13) Records series--A group of identical or
related records that are normally used and/or filed together, and that permit
evaluation as a group for retention scheduling purposes.
(14) Retention period--The period of time
during which state records must be maintained before final
disposition.
(15) State agency--Any
department, commission, board, office, or other agency in the executive,
legislative, or judicial branch of state government created by the constitution
or a statute of this state, including an eleemosynary institution; any
university system and its components; any institution of higher education as
defined by §
61.003, Education
Code, except a public junior college, not governed by a university system
board; the Texas Municipal Retirement System and the Texas County and District
Retirement System; and any public nonprofit corporation created by the
legislature whose responsibilities and authority are not limited to a
geographical area less than that of the state.
(16) State archivist--The person designated
by the director and librarian to administer the state archives program under
Government Code, §
441.181.
(17) State record--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 preserved solely for
reference or exhibition purposes; an extra copy of recorded information
preserved only for reference; a stock of publications or blank forms; or any
records, correspondence, notes, memoranda, or other documents, other than a
final written agreement described by §2009.054(c), associated with a
matter conducted under an alternative dispute resolution procedure in which
personnel of a state department or institution, local government, special
district, or other political subdivision of the state participated as a party,
facilitated as an impartial third party, or facilitated as the administrator of
a dispute resolution system or organization.
(18) State records administrator--The person
designated by the director and librarian to administer the state records
management program under Government Code, §
441.182.
(19) Texas State Records Retention
Schedule--Figure 13 TAC §
6.10(a) of this
title (relating to Texas State Records Retention Schedule).
(20) Texas State University Records Retention
Schedule--Figure 13 TAC §
6.10(b) of this
title (relating to Texas State University Records Retention
Schedule).
(21) Vital state
record--Any state record necessary to the resumption or continuation of state
agency operations in an emergency or disaster; the re-creation of the legal and
financial status of the agency; or the protection and fulfillment of
obligations to the people of the state.
Notes
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