State Archives Requirements for Electronic Records
In 2016, Texas State Library and Archives Commission – State
Archives Division began accepting electronic records that require
archival review. For more information on electronic transfers to
State Archives, click on link:
Records identified in the Records Retention Schedule with
an Archival Code of “R” (Review by State Archives) or “A” (Transfer
to State Archives) cannot be destroyed until they have been reviewed
by the State Archives for historical value. For more information
of state archive requirements, please refer to Chapter 11, “Archiving
and Destroying Records”.
OnBase has the capability of identifying official records
that require archival review using metadata/keywords. Coordination
between the Records Administrators and Records Management is required
to export records from OnBase and transfer electronically to State
Archives.
Records management procedures in an Enterprise Content Mangement
system are the same as those for records in any medium and include
steps to:
- Ensure secure retention of official records for the appropriate period.
- Identify records/documents that are eligible for destruction.
- Coordinate approval of, or withholding from destruction, by the appropriate authority.
- Conduct the actual destruction of the records.
- Document their destruction.