Section 2: Requirements for Managing Electronic Records
Records Management Requirements
Records management principles and requirements apply to official
records that are created and maintained in any medium.
: Electronic Records Standards and Procedures and Texas Administrative
Code.
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:
- 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.
- Necessary maintenance is performed to ensure official records are preserved.
- Records are identified as part of a records series and they are individually accessible.
- Email systems preserve essential basic metadata and email is appropriately retained.
- 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”)
- Destruction of records should be managed in a secure manner to protect confidential and sensitive records.
- Records are to be destroyed in compliance with the approved TxDOT Records Retention Schedule (RRS) and a .
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
.