Section 2: Official Record and Transitory Information
Official Record
In accordance to laws
“Title 4. Executive Branch, Subtitle D. History,
Culture, and Education, Subchapter A, Texas State Library and Archives
Commission” an “official record” on a mobile device can include
the following: call records, text messages, video, images, calendars,
notes and reminders, voice memos, voicemail, local files, social
media, and Geographical Information Services (GIS) location data. An
official record is considered media neutral and should be defined
by its content according to the Records Retention Schedule.
Transitory Information for Text and Instant Messages
Employees and contractors should limit text and instant messaging
to transitory information as defined in the Records Retention Schedule per
Agency Item Number ADM05. Transitory information are records of
temporary usefulness that are not an integral part of another record
series of the agency and are considered records of temporary usefulness
required only for a limited period when the purpose of the record
has been fulfilled. Employees and contractors
should delete transitory information from their devices as soon
as they are no longer necessary. The retaining of instant messages
will vary depending on the tool settings within the application.
The disposal of transitory information does not require
a 1420 Records Destruction Form.
Non-Transitory Records
All other Agency Item Numbers identified in the Records Retention
Schedule are considered non-transitory. All non-transitory information
should be memorialized or produced, transcribed, and preserved on
a government-designated storage location.