Introduction
requires state agencies to establish and maintain a Records Management Program on a continuing and active basis. Specific rules related to managing official records are published in the
as required by the
. TxDOT Records Management oversees the Records Management Program to ensure consistent compliance with the principles as mandated by
. Each state agency head is responsible for the proper management of official records and is required to appoint a Records Management Officer (RMO) to administer the agency's Records Management Program.
The Records Management Program is under the Information Technology Division (ITD) and is responsible for the administration, oversight, support, and disposition of the agency’s records. Districts and Divisions are responsible for implementing the program internally.
Records must be created, organized, structured, secured, maintained, and used in a way that effectively supports the activity of the agency, which includes:
- Facilitating and sustaining day-to-day operations.
- Promoting organizational efficiency by allowing for efficient access to information in all formats and media.
- Reducing space constraints and saving storage costs in cabinets and server space.
- Assisting in answering questions about past decisions and activities.
- Demonstrating and documenting compliance with applicable laws, regulations, and standards and reducing risk.
- Preserving historically valuable agency records.