The following words and terms, when used in this chapter, shall have the following meanings, unless the context clearly indicates otherwise. Terms not defined in these sections shall have the meanings defined in the Local Government Code, Title 6, Subtitle C, Chapter 201.
  (1) Authenticity--The quality of a record as being what it purports to be by establishing the origin, reliability, trustworthiness, and correctness of its content.
  (2) Data file--Related numeric, textual, sound, or graphic information that is organized in a strictly prescribed form and format.
  (3) Database--An organized collection of structured information or data which makes up records within files that have relationships with other records within other files.
  (4) Database management system (DBMS)--Software programs designed to organize, store, and retrieve machine-readable information from within databases.
  (5) Disposition--Final processing of local government records by archival transfer under Local Government Code, §203.049 or destruction under Local Government Code, §202.001 or Government Code, §441.0945.
  (6) Electronic record--Any information that is recorded in a form for computer processing and that satisfies the definition of local government record data in the Local Government Code, §201.003(8).
  (7) Electronic records system--Any information system that produces, manipulates, and stores local government records by using a computer.
  (8) Electronic storage media--All physical media capable of being read by a computer including computer hard disks, magnetic tapes, optical disks, or similar machine-readable media.
  (9) Essential record--A record as defined in Local Government Code, §201.003(5).
  (10) Integrity--The quality of a record as complete and free from unauthorized alteration.
  (11) Metadata--Data that summarizes basic information about a record, and which can facilitate tracking, locating, verifying authenticity, or working with specific records or data. Examples include, but are not limited to, author, date created, date modified, file extension, and file size.
  (12) Migration--The act of moving data or records from one hardware or software system or configuration to another so that records may continue to be understandable and usable for as long as they are needed.
  (13) Records Management Officer--Each elected county officer or the person designated by the governing body of each local government pursuant to the Local Government Code, §203.025.
  (14) Reliability--The quality of a record as a full and accurate representation of the activity or transaction it captures.
  (15) Text documents--Narrative or tabular documents, such as letters, memorandums, and reports, in loosely prescribed form and format.
  (16) Third-party custodians--Parties with which a local government entity may contract for services who are temporarily responsible for the maintenance of local government records, other than an interlocal contract under Local Government Code, §203.025(f).
  (17) Usability--The quality of a record as related to the producing activity or that can be accessed, identified, and readily retrieved, and interpreted or read within the broader context.

Source Note: The provisions of this §7.71 adopted to be effective March 12, 1993, 18 TexReg 1271; amended to be effective October 2, 1995, 20 TexReg 7484; amended to be effective August 31, 2021, 46 TexReg 5389