1c Has an SLR 508, Declaration of Compliance, been submitted to the State and [ ] go to Step 2 [ ] complete the Declaration Local Records Management Division of the Texas State Library? Has the SLR and submit for approval to the 508 been approved by the Texas State Library? and Local Records Management Division, then go to Step 2 2 Retention Characteristics of Records - Will the digital image become the [ ] go to Step 3 [ ] go to Step 4 official record? 3 Texas State Library‘s Electronic Records Standards and Procedures. If the [ ] go to Step 4 Contact State and Local Records answer to step 2 is yes, the Electronic Records Standards and Procedures (13 Management Division to help TAC 7.71 7.79) must be followed. evaluate – 4 Physical Characteristics of Records - Is the condition of the records such that [ ] go to Step 5 [ ] store inactive records, then scanning is possible without damaging the documents, and will the go to Step 5 information be legible? 5 Access and Retrieval Concerns - Are there identified difficulties with using the [ ] records should be [ ] do not consider records for records in paper form, such as inadequate control of records integrity, considered for document imaging or explain excessive retrieval time, the high cost of distributing multiple paper copies to document imaging other justifications for different locations, or the need for simultaneous multiple access to the document imaging records? RECORDS INFORMATION Local Retention Estimated volume Record Series Schedule (i.e., (number of Item Number GR, PS, etc.) Record Series Title Retention Period images)
1c Has an SLR 508, Declaration of Compliance, been submitted to the State and Local Records Management Division of the Texas State Library? Has the SLR 508 been approved by the Texas State Library? [ ] go to Step 2 [ ] complete the Declaration and submit for approval to the and Local Records Management Division, then go to Step 2 2 Retention Characteristics of Records - Will the digital image become the official record? [ ] go to Step 3 [ ] go to Step 4 3 Texas State Library‘s Electronic Records Standards and Procedures. If the answer to step 2 is yes, the Electronic Records Standards and Procedures (13 TAC 7.71 – 7.79) must be followed. [ ] go to Step 4 Contact State and Local Records Management Division to help evaluate 4 Physical Characteristics of Records - Is the condition of the records such that scanning is possible without damaging the documents, and will the information be legible? [ ] go to Step 5 [ ] store inactive records, then go to Step 5 5 Access and Retrieval Concerns - Are there identified difficulties with using the records in paper form, such as inadequate control of records integrity, excessive retrieval time, the high cost of distributing multiple paper copies to different locations, or the need for simultaneous multiple access to the records? [ ] records should be considered for document imaging [ ] do not consider records for document imaging or explain other justifications for document imaging RECORDS INFORMATION Record Series Item Number Local Retention Schedule (i.e., GR, PS, etc.) Record Series Title Retention Period Estimated volume (number of images)
dig_wk_req_local-2014.docx