75R11961 MLS-F                           

         By Hunter, et al.                                     H.B. No. 1812

         Substitute the following for H.B. No. 1812:

         By Hunter                                         C.S.H.B. No. 1812

                                A BILL TO BE ENTITLED

 1-1                                   AN ACT

 1-2     relating to the Texas State Library and Archives Commission and the

 1-3     preservation, management, and disposition of state records and

 1-4     other historical resources.

 1-5           BE IT ENACTED BY THE LEGISLATURE OF THE STATE OF TEXAS:

 1-6           SECTION 1.  Chapter 441, Government Code, is amended by

 1-7     adding Subchapter L to read as follows:

 1-8             SUBCHAPTER L.  PRESERVATION AND MANAGEMENT OF STATE

 1-9                   RECORDS AND OTHER HISTORICAL RESOURCES

1-10           Sec. 441.180.  DEFINITIONS.  In this subchapter:

1-11                 (1)  "Agency head" means the appointed or elected

1-12     official who serves by the state constitution, state statute, or

1-13     action of the governing body of a state agency as the chief

1-14     executive and administrative officer of a state agency.

1-15                 (2)  "Archival state record" means a state record of

1-16     enduring value that will be preserved on a continuing basis by the

1-17     Texas State Library and Archives Commission or another state agency

1-18     until the state archivist indicates that based on a reappraisal of

1-19     the record it no longer merits further retention.

1-20                 (3)  "Commission" means the Texas State Library and

1-21     Archives Commission.

1-22                 (4)  "Confidential state record" means any state record

1-23     to which public access is or may be restricted or denied under

1-24     Chapter 552 or other state or federal law.

 2-1                 (5)  "Director and librarian" means the chief executive

 2-2     and administrative officer of the Texas State Library and Archives

 2-3     Commission.

 2-4                 (6)  "Historical resources" means any manuscript, map,

 2-5     photograph, artistic depiction, printed material, flag, or other

 2-6     recorded information, or copies of that information, in the

 2-7     possession of this state, an individual, a private institution,

 2-8     another state, or another nation relating to the history and

 2-9     culture of Texas as a province, colony, republic, or state.

2-10                 (7)  "Records management" means the application of

2-11     management techniques to the creation, use, maintenance, retention,

2-12     preservation, and destruction of state records for the purposes of

2-13     improving the efficiency of recordkeeping, ensuring access to

2-14     public information under Chapter 552, and reducing costs.  The term

2-15     includes:

2-16                       (A)  the development of records retention

2-17     schedules;

2-18                       (B)  the management of filing and information

2-19     retrieval systems in any media;

2-20                       (C)  the adequate protection of state records

2-21     that are vital, archival, or confidential according to accepted

2-22     archival and records management practices;

2-23                       (D)  the economical and space-effective storage

2-24     of inactive records;

2-25                       (E)  control over the creation and distribution

2-26     of forms, reports, and correspondence; and

2-27                       (F)  maintenance of public information in a

 3-1     manner to facilitate access by the public under Chapter 552.

 3-2                 (8)  "Records management officer" means the person who

 3-3     administers the records management program established in each

 3-4     state agency under Section 441.183.

 3-5                 (9)  "State agency" means:

 3-6                       (A)  any department, commission, board, office,

 3-7     or other agency in the executive, legislative, or judicial branch

 3-8     of state government created by the constitution or a statute of

 3-9     this state, including an eleemosynary institution;

3-10                       (B)  any university system and its components and

3-11     any institution of higher education as defined by Section 61.003,

3-12     Education Code, except a public junior college, not governed by a

3-13     university system board;

3-14                       (C)  the Texas Municipal Retirement System and

3-15     the Texas County and District Retirement System; and

3-16                       (D)  any public nonprofit corporation created by

3-17     the legislature whose responsibilities and authority are not

3-18     limited to a geographical area less than that of the state.

3-19                 (10)  "State archivist" means the person designated by

3-20     the director and librarian to administer the state archives program

3-21     under Section 441.181.

3-22                 (11)  "State record" means any written, photographic,

3-23     machine-readable, or other recorded information created or received

3-24     by or on behalf of a state agency or an elected state official that

3-25     documents activities in the conduct of state business or use of

3-26     public resources.  The term does not include:

3-27                       (A)  library or museum material made or acquired

 4-1     and maintained solely for reference or exhibition purposes;

 4-2                       (B)  an extra copy of recorded information

 4-3     maintained only for reference; or

 4-4                       (C)  a stock of publications or blank forms.

 4-5                 (12)  "State records administrator" means the person

 4-6     designated by the director and librarian to administer the state

 4-7     records management program under Section 441.182.

 4-8                 (13)  "Vital state record" means any state record

 4-9     necessary to:

4-10                       (A)  the resumption or continuation of state

4-11     agency operations in an emergency or disaster;

4-12                       (B)  the re-creation of the legal and financial

4-13     status of the agency; or

4-14                       (C)  the protection and fulfillment of

4-15     obligations to the people of the state.

4-16           Sec. 441.181.  STATE ARCHIVES PROGRAM.  (a)  The commission

4-17     shall take legal custody of and preserve archival state records and

4-18     shall endeavor to collect and preserve other historical resources

4-19     determined by the director and librarian to possess sufficient

4-20     value to warrant continued preservation in the state archives.

4-21           (b)  The director and librarian shall appoint a state

4-22     archivist to administer the state archives program.

4-23           (c)  Under the direction of the director and librarian, the

4-24     state archivist shall:

4-25                 (1)  identify and designate archival state records and

4-26     arrange for their transfer to the custody of the commission in

4-27     accordance with Section 441.186;

 5-1                 (2)  according to accepted archival practices, arrange,

 5-2     describe, and preserve archival state records and historical

 5-3     resources that come into the possession of the commission through

 5-4     gift, purchase, or other means that the director and librarian

 5-5     determines shall be included in the state archives program;

 5-6                 (3)  prepare inventories, indexes, catalogs, or other

 5-7     research aids to state archival records and other historical

 5-8     resources held by the program;

 5-9                 (4)  encourage public use of state archival records and

5-10     other historical resources held by the program and provide public

5-11     access to them in accordance with rules adopted by the commission

5-12     under Section 441.193;

5-13                 (5)  cooperate with and, when practicable, provide

5-14     training and consultative assistance to state agencies, libraries,

5-15     organizations, and individuals on projects designed to preserve

5-16     original source materials relating to Texas history, government,

5-17     and culture;

5-18                 (6)  advise the director and librarian and the

5-19     commission on all matters concerning the acquisition and

5-20     preservation of archival state records and other historical

5-21     resources; and

5-22                 (7)  perform other duties as this subchapter or the

5-23     director and librarian may require.

5-24           (d)  Under the direction of the director and librarian, the

5-25     state archivist shall also assist in carrying out the duties of the

5-26     commission and the director and librarian relating to the

5-27     preservation of local government records of permanent value under

 6-1     Subtitle C, Title 6, Local Government Code, and Subchapter J.

 6-2           Sec. 441.182.  STATE RECORDS MANAGEMENT PROGRAM.  (a)  The

 6-3     commission shall assist state agencies in managing state records in

 6-4     accordance with this subchapter and rules adopted under this

 6-5     subchapter.

 6-6           (b)  The director and librarian shall designate a state

 6-7     records administrator to administer the state records management

 6-8     program.

 6-9           (c)  Under the direction of the director and librarian, the

6-10     state records administrator shall:

6-11                 (1)  provide training, consultative services, and

6-12     informational material to agency heads, records management

6-13     officers, and other staff to assist them in establishing and

6-14     administering records management programs in each state agency as

6-15     required under Section 441.183;

6-16                 (2)  review and recommend to the director and librarian

6-17     the approval or disapproval of state agency records retention

6-18     schedules submitted under Section 441.185 and records destruction

6-19     requests submitted under Section 441.187;

6-20                 (3)  advise the director and librarian and the

6-21     commission on all matters concerning the management of state

6-22     records;

6-23                 (4)  maintain in a safe and secure manner all state

6-24     records in the physical custody of the program under Subsection

6-25     (e);

6-26                 (5)  preserve the confidentiality of all confidential

6-27     state records in the physical custody of the program under

 7-1     Subsection (e); and

 7-2                 (6)  perform other duties as this subchapter or the

 7-3     director and librarian may require.

 7-4           (d)  Under the direction of the director and librarian, the

 7-5     state records administrator shall also assist in carrying out the

 7-6     duties of the commission and the director and librarian relating to

 7-7     the management of local government records under Subtitle C, Title

 7-8     6, Local Government Code, and Subchapter J.

 7-9           (e)  As part of the records management program established

7-10     under this section, the commission shall:

7-11                 (1)  operate the state records center for the

7-12     economical and efficient storage, accessibility, protection, and

7-13     final disposition of inactive and vital state records; and

7-14                 (2)  perform micrographic and other imaging services

7-15     for the protection, accessibility, and preservation of state

7-16     records.

7-17           (f)  In addition to the duties prescribed by Subsection (e),

7-18     the commission may provide for or oversee other records storage,

7-19     micrographics, and imaging services as may become necessary to

7-20     manage state records efficiently and economically.

7-21           (g)  The commission may recover costs through the assessment

7-22     of fees for services provided under Subsections (c)(1), (e), and

7-23     (f).

7-24           (h)  The director and librarian and the state records

7-25     administrator must execute and file with the secretary of state a

7-26     bond in an amount determined by the commission conditioned on the

7-27     faithful performance of their duties under this subchapter.

 8-1           Sec. 441.183.  RECORDS MANAGEMENT PROGRAMS IN STATE AGENCIES.

 8-2     The agency head of each state agency shall:

 8-3                 (1)  establish and maintain a records management

 8-4     program on a continuing and active basis;

 8-5                 (2)  create and maintain records containing adequate

 8-6     and proper documentation of the organization, functions, policies,

 8-7     decisions, procedures, and essential transactions of the agency

 8-8     designed to furnish information to protect the financial and legal

 8-9     rights of the state and any person affected by the activities of

8-10     the agency;

8-11                 (3)  make certain that all records of the agency are

8-12     passed to the agency head's successor in the position of agency

8-13     head;

8-14                 (4)  identify and take adequate steps to protect

8-15     confidential and vital state records;

8-16                 (5)  cooperate with the commission in the conduct of

8-17     state agency records management surveys; and

8-18                 (6)  cooperate with the commission, the director and

8-19     librarian, and any other authorized designee of the director and

8-20     librarian in fulfilling their duties under this subchapter.

8-21           Sec. 441.184.  RECORDS MANAGEMENT OFFICERS.  (a)  Each state

8-22     agency head shall act as or appoint a records management officer

8-23     for the state agency to administer the agency's records management

8-24     program.

8-25           (b)  The records management officer for each state agency

8-26     shall:

8-27                 (1)  administer the records management program

 9-1     established under Section 441.183;

 9-2                 (2)  assist the agency head in fulfilling all of the

 9-3     agency head's duties under this subchapter and rules adopted under

 9-4     this subchapter;

 9-5                 (3)  disseminate to employees of the agency information

 9-6     concerning state laws, administrative rules, and agency policies

 9-7     and procedures relating to the management of state records; and

 9-8                 (4)  fulfill all duties required of records management

 9-9     officers under this subchapter and rules adopted under this

9-10     subchapter.

9-11           (c)  A records management officer designated under this

9-12     section continues to serve in that capacity until:

9-13                 (1)  the officer ceases employment with the state

9-14     agency;

9-15                 (2)  the agency head chooses to act as the records

9-16     management officer for the agency; or

9-17                 (3)  the agency head appoints another person as the

9-18     records management officer.

9-19           Sec. 441.185.  RECORD RETENTION SCHEDULES.  (a)  Each records

9-20     management officer, with the cooperation of any staff of a state

9-21     agency that the officer considers necessary, shall survey the state

9-22     records of the agency and prepare and submit a records retention

9-23     schedule to the state records administrator.

9-24           (b)  The records retention schedule must list the state

9-25     records created and received by the agency, propose a period of

9-26     time each record shall be maintained by the agency, and provide

9-27     other information necessary for the operation of an effective

 10-1    records management program.

 10-2          (c)  The state records administrator and the state archivist

 10-3    shall review the schedule and recommend the schedule's approval or

 10-4    disapproval to the director and librarian and the state auditor.

 10-5          (d)  If the director and librarian and the state auditor

 10-6    approve the schedule, the schedule may be used as the basis for the

 10-7    lawful disposition of state records under Section 441.187 for a

 10-8    period to be determined by the commission.

 10-9          (e)  The commission shall adopt rules concerning the

10-10    submission of records retention schedules to the state records

10-11    administrator.

10-12          (f)  The commission may by rule prescribe a minimum retention

10-13    period for any state record unless a minimum retention period for

10-14    the record is prescribed by another federal or state law,

10-15    regulation, or rule of court.

10-16          Sec. 441.186.  ARCHIVAL STATE RECORDS.  (a)  The state

10-17    archivist, through review of state records retention schedules

10-18    submitted to the state records administrator under Section 441.185

10-19    and other means available under this section, shall identify and

10-20    designate which state records are archival state records or which

10-21    state records of potential archival value shall be subject to the

10-22    review of the state archivist prior to their destruction.

10-23          (b)  Records management officers shall submit to the state

10-24    archivist any information concerning a state record that the state

10-25    archivist considers necessary to determine the archival value of a

10-26    record.

10-27          (c)  The state archivist may inspect any state record to

 11-1    determine if the record is an archival state record and the

 11-2    inspection is not a release of a record to a member of the public

 11-3    under Chapter 552.

 11-4          (d)  Archival state records shall be transferred to the

 11-5    custody of the commission when they are no longer needed for the

 11-6    administration of the state agency unless state law requires that

 11-7    the records remain in the custody of the agency.

 11-8          (e)  If the commission cannot accept immediate custody of an

 11-9    archival state record, the record shall remain in the custody of

11-10    the state agency and shall be preserved in accordance with this

11-11    subchapter, rules adopted under this subchapter, and other terms on

11-12    which the director and librarian and the agency head may agree.

11-13          (f)  Instead of transferring archival state records under

11-14    this section, the components of university systems and other

11-15    institutions of higher education may retain and preserve the

11-16    archival state records of the component or institution in

11-17    accordance with this subchapter and rules adopted under this

11-18    subchapter if the records are preserved in an archives established

11-19    in a library or research center directly controlled by the

11-20    university.

11-21          (g)  Except when permitted under state law, an archival state

11-22    record may not be transferred from one state agency to another

11-23    without the consent of the director and librarian.

11-24          (h)  With the approval of the director and librarian, the

11-25    state archivist may remove the designation of a state record as an

11-26    archival state record and permit destruction of the record under

11-27    this subchapter and rules adopted under this subchapter.

 12-1          (i)  In the event of a disagreement between the commission

 12-2    and a state agency over custody of an archival state record, the

 12-3    attorney general shall decide the issue of custody.

 12-4          (j)  In the event of a disagreement between the commission

 12-5    and the attorney general over custody of an archival state record

 12-6    in the possession of the office of the attorney general, the

 12-7    commission may petition a district court in Travis County to decide

 12-8    the issue of custody.  On request, the attorney general shall

 12-9    provide the commission with legal counsel to represent the

12-10    commission in the matter.

12-11          Sec. 441.187.  DESTRUCTION OF STATE RECORDS.  (a)  A state

12-12    record may be destroyed by a state agency if:

12-13                (1)  the record appears on a records retention schedule

12-14    approved under Section 441.185 and the record's retention period

12-15    has expired;

12-16                (2)  a records destruction request is submitted to the

12-17    state records administrator and approved by the director and

12-18    librarian, or the designee of the director and librarian, for a

12-19    state record that does not appear on the approved records retention

12-20    schedule of the agency; or

12-21                (3)  the record is exempted from the need to be listed

12-22    on a records destruction request under rules adopted by the

12-23    commission.

12-24          (b)  A state record may not be destroyed if any litigation,

12-25    claim, negotiation, audit, open records request, administrative

12-26    review, or other action involving the record is initiated before

12-27    the expiration of a retention period for the record set by the

 13-1    commission or in the approved records retention schedule of the

 13-2    agency until the completion of the action and the resolution of all

 13-3    issues that arise from the action, or until the expiration of the

 13-4    retention period, whichever is later.

 13-5          (c)  The director and librarian may destroy any state record

 13-6    in the physical custody of the commission under Section 441.182

 13-7    whose minimum retention requirements have expired without the

 13-8    consent of the agency head if, in the opinion of the director and

 13-9    librarian and either the attorney general or the state auditor,

13-10    there is no justification under this subchapter or other state law

13-11    for the record's further retention.

13-12          (d)  A state record may be destroyed before the expiration of

13-13    its retention period on the approved records retention schedule of

13-14    the state agency that has custody of the record only with the

13-15    special consent of the director and librarian and, if the record

13-16    possesses fiscal or financial value, with the concurrent consent of

13-17    the state auditor.

13-18          (e)  The commission may adopt rules prescribing the

13-19    permissible means by which state records may be destroyed.

13-20          Sec. 441.188.  MICROFILMED STATE RECORDS.  (a)  Any state

13-21    record may be maintained on microfilm.

13-22          (b)  The microfilming of any state record and the maintenance

13-23    of a state record on microfilm must be in accordance with standards

13-24    and procedures adopted as administrative rules of the commission.

13-25          (c)  A microfilmed state record created in compliance with

13-26    the rules of the commission is an original record and the

13-27    microfilmed record or a certified copy of it shall be accepted as

 14-1    such by any court or administrative agency of this state.

 14-2          (d)  A microfilmed state record that was produced in

 14-3    accordance with any state law in force before September 1, 1997, is

 14-4    considered an original record.

 14-5          Sec. 441.189.  ELECTRONIC STATE RECORDS.  (a)  Any state

 14-6    record may be created or stored electronically in accordance with

 14-7    standards and procedures adopted as administrative rules of the

 14-8    commission.

 14-9          (b)  Certified output from electronically digitized images or

14-10    other electronic data compilations created and stored in accordance

14-11    with the rules of the commission shall be accepted as original

14-12    state records by any court or administrative agency of this state

14-13    unless barred by a federal law, regulation, or rule of court.

14-14          (c)  Certified output from electronically digitized images or

14-15    other data compilations created before September 1, 1997, in

14-16    accordance with any applicable prior law shall be accepted as

14-17    original state records or, in the absence of an applicable prior

14-18    law, at the discretion of the court or administrative agency.

14-19          Sec. 441.190.  PROTECTION, MAINTENANCE, AND STORAGE OF STATE

14-20    RECORDS.  (a)  The commission may adopt rules establishing

14-21    standards and procedures for the protection, maintenance, and

14-22    storage of state records.

14-23          (b)  In the development and adoption of the rules, the

14-24    commission shall pay particular attention to the maintenance and

14-25    storage of archival and vital state records and may adopt rules as

14-26    it considers necessary to protect them.

14-27          Sec. 441.191.  ALIENATION OF STATE RECORDS PROHIBITED.

 15-1    (a)  A state record may not be sold or donated, loaned,

 15-2    transferred, or otherwise passed out of the custody of the state by

 15-3    a state agency without the consent of the director and librarian.

 15-4          (b)  Subsection (a) does not apply to the temporary transfer

 15-5    of a state record to a person for the purposes of microfilming,

 15-6    duplication, conversion to electronic media, restoration, or

 15-7    similar records preservation or management procedures if the

 15-8    transfer is authorized by the agency head or designated records

 15-9    management officer.

15-10          Sec. 441.192.  RIGHT OF RECOVERY.  (a)  The governing body of

15-11    a state agency may demand the return of any state government record

15-12    in the private possession of a person if the removal of the state

15-13    record from the state agency or the agency's predecessor was not

15-14    authorized by law.

15-15          (b)  The director and librarian may demand the return of any

15-16    state government record of permanent value in the private

15-17    possession of any person.

15-18          (c)  If the person in possession of the state government

15-19    record refuses to deliver the record on demand, the director and

15-20    librarian or the governing body of a state agency may ask the

15-21    attorney general to petition a district court in Travis County for

15-22    the recovery of the record as provided by this section.  If the

15-23    court finds that the record is a state government record, the court

15-24    shall order the return of the record to the custody of the state.

15-25    As part of the petition or at any time after its filing, the

15-26    attorney general may petition to have the record seized pending the

15-27    determination of the court if the director and librarian or

 16-1    governing body finds the record is in danger of being destroyed,

 16-2    mutilated, altered, secreted, or removed from the state.

 16-3          (d)  A state government record recovered under Subsection (c)

 16-4    shall be transferred to the custody of the commission or the state

 16-5    agency that originally demanded the return of the record.

 16-6          (e)  If the attorney general recovers a record under

 16-7    Subsection (c), the court shall award attorney's fees and court

 16-8    costs to the attorney general.

 16-9          Sec. 441.193.  CUSTODY OF STATE RECORDS AND OTHER HISTORICAL

16-10    RESOURCES OF COMMISSION; PUBLIC ACCESS.  (a)  All archival state

16-11    records transferred to the custody of the commission in accordance

16-12    with this subchapter and all other historical resources acquired by

16-13    the commission through gift or purchase become the property of the

16-14    commission.

16-15          (b)  The director and librarian, the state archivist, or

16-16    their authorized designees may make certified copies of archival

16-17    state records or other historical resources, and the certified

16-18    copies shall have the same force and effect as if certified by

16-19    their original custodian or owner.

16-20          (c)  The commission shall adopt rules regarding public access

16-21    to the archival state records and other historical resources in the

16-22    possession of the commission.

16-23          (d)  Except as provided in Subsection (e), any rules adopted

16-24    under this section may not violate any requirements of Chapter 552

16-25    or any other state law regarding public access to state records or

16-26    the terms of any agreement between the commission and a donor of

16-27    other historical resources to the commission.

 17-1          (e)  In rules adopted under this section, the commission  may

 17-2    restrict access to any original archival state record or other

 17-3    historical resource in its possession and provide only copies if,

 17-4    in the opinion of the state archivist, such access would compromise

 17-5    the continued survival of the original record.

 17-6          (f)  The commission shall ensure that the confidentiality

 17-7    established under Chapter 552 or any other state law of any

 17-8    archival state record transferred to the commission's custody under

 17-9    Section 441.186 shall be preserved until state law allows public

17-10    access to the records.

17-11          (g)  Requests for public access to state records of other

17-12    state agencies in the physical custody of the records management

17-13    program of the commission established by Section 441.182 shall be

17-14    denied by the state records administrator unless the state agency

17-15    having legal custody of the records provides written authorization.

17-16          (h)  Authorizations for public access under Subsection (g)

17-17    may not provide for public access to the original microfilm of

17-18    state records.

17-19          Sec. 441.194.  RECORDS OF ABOLISHED STATE AGENCIES.  (a)

17-20    Unless otherwise provided by law, the General Services Commission

17-21    shall take custody of the records of a state agency that is

17-22    abolished by the legislature and whose duties and responsibilities

17-23    are not transferred to another state agency.

17-24          (b)  Unless the requirement is waived by the state records

17-25    administrator, the records management officer of the General

17-26    Services Commission, or of another state agency that receives

17-27    custody of the records pursuant to law, shall prepare and submit to

 18-1    the state archivist and the state records administrator a list of

 18-2    the records of the abolished state agency within 180 days of the

 18-3    effective date of the agency's abolition.

 18-4          (c)  The state archivist shall determine which records of the

 18-5    abolished state agency are archival state records.  Any archival

 18-6    state records of the abolished state agency shall be transferred to

 18-7    the custody of the commission in accordance with Section 441.186.

 18-8          Sec. 441.195.  CONTRACTING AUTHORITY.  (a)  The commission

 18-9    may enter into any contract or agreement that it considers

18-10    necessary or advisable to foster and assist the preservation and

18-11    management of state records or other historical resources.

18-12          (b)  A contract or agreement made by the commission may not

18-13    bind the state for the payment of any funds that have not been

18-14    authorized by an appropriation of the legislature.

18-15          Sec. 441.196.  SALE OF COPIES OF STATE ARCHIVES.  (a)  The

18-16    commission may sell copies of state archival records and other

18-17    historical resources in its possession at a price not exceeding 25

18-18    percent above the cost of publishing or producing the copies.

18-19          (b)  Any money paid to the commission under this section is

18-20    subject to Subchapter F, Chapter 404.

18-21          (c)  This section is not intended to conflict with Chapter

18-22    552.

18-23          Sec. 441.197.  SALE OF DUPLICATE OR UNNEEDED MATERIAL.  (a)

18-24    After certification by both the director and librarian and the

18-25    state archivist that an archival state record or other historical

18-26    resource in the custody of the commission is a duplicate or is not

18-27    needed to document the history and culture of Texas as a province,

 19-1    colony, republic, or state, the commission may authorize its sale

 19-2    by auction or other means.

 19-3          (b)  Revenue from the sale of a duplicate or unneeded

 19-4    archival state record or other historical resource shall be used to

 19-5    preserve state archival records and other historical resources and

 19-6    to make the records and resources available for research.

 19-7          (c)  The sale of an archival state record under Subsection

 19-8    (a) does not constitute an alienation of a state record under

 19-9    Section 441.191.

19-10          Sec. 441.198.  AGREEMENT WITH MEXICO.  (a)  The commission

19-11    may negotiate an agreement with the appropriate authorities in

19-12    Mexico under which this state will trade or lend to Mexico the

19-13    flags of the Toluca Battalion, the Guerrero Battalion, and the

19-14    Matamoros Battalion captured at the Battle of San Jacinto and

19-15    Mexico will trade or lend to this state the flag of the New Orleans

19-16    Greys captured at the Battle of the Alamo.  An agreement under this

19-17    section:

19-18                (1)  may not affect title to the flags;

19-19                (2)  may provide that this state will restore the San

19-20    Jacinto flags to a suitable condition and Mexico will restore the

19-21    Alamo flag to a suitable condition before the trade or loan of the

19-22    flags as long as such conditioning does not alter the authenticity

19-23    or integrity of the flags; and

19-24                (3)  is not valid if it is not approved by the governor

19-25    and by the appropriate authority for approval under the laws of

19-26    Mexico.

19-27          (b)  The commission may use only gifts or grants to restore

 20-1    the San Jacinto battle flags to a suitable condition under an

 20-2    agreement to trade or lend the flags made under Subsection (a).

 20-3          (c)  If an agreement to trade or lend the Alamo and San

 20-4    Jacinto battle flags made under Subsection (a) does not provide

 20-5    that Mexico will restore the Alamo battle flag to a suitable

 20-6    condition before the trade or loan of the flag, the commission may

 20-7    use only gifts or grants to restore the Alamo battle flag to a

 20-8    suitable condition after the trade or loan of the flags.

 20-9          Sec. 441.199.  RULEMAKING AUTHORITY.  In addition to other

20-10    rulemaking authority granted in this subchapter, the commission may

20-11    adopt other rules it determines necessary for cost reduction and

20-12    efficiency of recordkeeping by state agencies and for the state's

20-13    management and preservation of records.

20-14          Sec. 441.200.  AUDIT.  The state auditor may report on a

20-15    state agency's compliance with this subchapter and rules adopted

20-16    under this subchapter.

20-17          Sec. 441.201.  RECORDS OF OFFICE OF GOVERNOR.  In

20-18    consultation with the commission, a governor may designate an

20-19    institution of higher education or alternate archival institution

20-20    in the state, in lieu of the Texas State Library and Archives, as

20-21    the repository for the records of the executive office of the

20-22    governor created or received during that governor's term of office.

20-23    Such alternative repository shall administer the records in

20-24    accordance with normally accepted archival principles and practices

20-25    and shall ensure that the records are available to the public.  The

20-26    terms of any such alternative repository arrangement shall be

20-27    recorded by the commission through a memorandum of understanding,

 21-1    deposit agreement, or other appropriate documentation.

 21-2          Sec. 441.202.  ARCHIVES OF GENERAL LAND OFFICE.  (a)  Any

 21-3    papers, including any book, transfer, power of attorney, field

 21-4    note, map, plat, legal proceeding, official report, or original

 21-5    document, that pertain to the land of the Republic or State of

 21-6    Texas and that have been deposited or filed in the General Land

 21-7    Office in accordance with any law of the republic or of this state

 21-8    constitute the archives of the General Land Office and are not

 21-9    subject to transfer to the commission under Section 441.186.

21-10          (b)  A person owning land between the Nueces River and the

21-11    Rio Grande under a grant or title from the former government that

21-12    was issued before November 13, 1835, and, before the adoption of

21-13    the constitution, was recorded in the county in which the land is

21-14    situated but that has not been filed in the archives of the General

21-15    Land Office shall submit the grant or title to the commissioner of

21-16    the General Land Office who shall file the title or grant in the

21-17    archives of the General Land Office.  The act of filing does not

21-18    invest the title or grant with any greater validity than it had as

21-19    a title or grant recorded in the proper county, and it is subject

21-20    to any defense or objection to which it would have been subject if

21-21    not so filed.

21-22          (c)  The commissioner of the General Land Office shall

21-23    procure, accept, and file in the archives of the General Land

21-24    Office the original papers relating to the survey of lands by

21-25    virtue of certificates issued by this state to the Texas & Pacific

21-26    Railway Company and its predecessors in title, including the maps,

21-27    sketches, reports, and other papers that were drawn by the

 22-1    surveyors in making the original or corrected surveys of the land

 22-2    and that are in the custody of the railway company.  If the

 22-3    commissioner cannot procure the original papers, the commissioner

 22-4    may procure, accept, and file verified copies.  The commissioner

 22-5    shall verify the authenticity of the papers.  If the commissioner

 22-6    can procure only a portion of the originals, the commissioner shall

 22-7    procure and accept that portion and take and file verified copies

 22-8    of those originals the commissioner cannot procure.  The original

 22-9    papers or verified copies filed by the commission in the archives

22-10    of the General Land Office are admissible in evidence as are other

22-11    papers, documents, and records and certified copies of the office.

22-12          (d)  This section does not give any papers named in this

22-13    section any greater force or validity, because of being recognized

22-14    as archives of the General Land Office, than was accorded the

22-15    papers by the laws in force at the date of their execution and

22-16    deposit in the General Land Office.

22-17          (e)  A written instrument, including a deed, that was

22-18    executed or issued before March 2, 1836, on stamped paper of the

22-19    second or third seal and that is not an original instrument in the

22-20    General Land Office or expressly declared by law to be part of the

22-21    archives of that office do not constitute a part of the archives of

22-22    that office.  An owner of land to which the instrument relates may

22-23    withdraw the instrument from the General Land Office on making a

22-24    written, sworn application for the instrument to the commissioner.

22-25    The application must state the fact of ownership of the land to

22-26    which the instrument relates.  If the commissioner is satisfied

22-27    that the person applying is the owner, the commissioner may deliver

 23-1    the instrument to the applicant.  The commissioner shall take a

 23-2    receipt for the instrument that describes the instrument delivered,

 23-3    summarizes its contents, and names the original grantee of land to

 23-4    which the instrument relates or refers.

 23-5          Sec. 441.203.  RECORDS MANAGEMENT INTERAGENCY COORDINATING

 23-6    COUNCIL.  (a)  The Records Management Interagency Coordinating

 23-7    Council is composed of the following officers or the officer's

 23-8    designee:

 23-9                (1)  the secretary of state;

23-10                (2)  the state auditor, who serves as a nonvoting

23-11    member;

23-12                (3)  the comptroller of public accounts;

23-13                (4)  the attorney general;

23-14                (5)  the director and librarian;

23-15                (6)  the executive director of the General Services

23-16    Commission; and

23-17                (7)  the executive director of the Department of

23-18    Information Resources.

23-19          (b)  The position of presiding officer rotates among the

23-20    members of the council according to the procedures adopted by the

23-21    council.  A term as presiding officer is two years and expires on

23-22    February 1 of each odd-numbered year.

23-23          (c)  Service on the council is an additional duty of a

23-24    member's office or employment.  A member of the council is not

23-25    entitled to compensation, but is entitled to reimbursement of

23-26    travel expenses incurred by the member while conducting the

23-27    business of the council, as provided in the General Appropriations

 24-1    Act.

 24-2          (d)  The council's member agencies shall provide the staff

 24-3    for the council.

 24-4          (e)  The council shall:

 24-5                (1)  review the activities of each member agency that

 24-6    affect the state's management of records;

 24-7                (2)  study other records management issues; and

 24-8                (3)  report its findings and any recommended

 24-9    legislation to the governor and the legislature not later than

24-10    November 1 of each even-numbered year.

24-11          (f)  The council shall adopt policies that coordinate the

24-12    activities of each member agency and that make other improvements

24-13    in the state's management of records.  The council shall adopt

24-14    policies under this subsection using the rulemaking procedures

24-15    prescribed by Chapter 2001.

24-16          (g)  Each member agency shall adopt the policies adopted

24-17    under Subsection (f) as the member agency's own rules, except to

24-18    the extent that the policies conflict with other state or federal

24-19    law.

24-20          (h)  Each member agency shall report on the agency's adoption

24-21    and implementation of rules under Subsection (g) to the council not

24-22    later than October 1 of each even-numbered year.

24-23          (i)  In this section, "member agency" means each state

24-24    officer who is a member of the council or an agency that has a

24-25    representative who is a member of the council.

24-26          SECTION 2.  Section 51.204, Government Code, is amended to

24-27    read as follows:

 25-1          Sec. 51.204.  RECORDS OF COURT [DUTIES].  (a)  The clerk of a

 25-2    court of appeals shall:

 25-3                (1)  file and carefully preserve records certified to

 25-4    the court and papers relative to the record;

 25-5                (2)  docket causes in the order in which they are

 25-6    filed;

 25-7                (3)  record the proceedings of the court except

 25-8    opinions and orders on motions; and

 25-9                (4)  certify the judgments of the court to the proper

25-10    courts.

25-11          (b)  Upon the issuance of the mandate in each case, the clerk

25-12    shall notify the attorneys of record in the case that:

25-13                (1)  exhibits submitted to the court by a party may be

25-14    withdrawn by that party or the party's attorney of record; and

25-15                (2)  exhibits on file with the court will be destroyed

25-16    10 years after final disposition of the case or at an earlier date

25-17    if ordered by the court.

25-18          (c)  Not sooner than the 60th day and not later than the 90th

25-19    day after the date of final disposition of a case, the clerk shall

25-20    remove and destroy all duplicate papers in the file on record of

25-21    that case.

25-22          (d)  Ten years after the final disposition of a civil case in

25-23    the court, the clerk shall destroy all records filed in the court

25-24    related to the case except:

25-25                (1)  records that, in the opinion of the clerk or other

25-26    person designated by the court, contain highly concentrated,

25-27    unique, and valuable information unlikely to be found in any other

 26-1    source available to researchers; [and]

 26-2                (2)  indexes, original opinions, minutes, and general

 26-3    court dockets unless the documents are microfilmed in accordance

 26-4    with this section [or otherwise reduced] for permanent retention,

 26-5    in which case the original document shall be destroyed; and

 26-6                (3)  other records of the court determined to be

 26-7    archival state records under Section 441.186.

 26-8          (e)  [A record described in Subsection (d)(1) may be

 26-9    transferred to a public or private library or other agency

26-10    concerned with the preservation of historical documents to be

26-11    preserved or disposed of as the library or agency may determine.]

26-12          [(f)]  The clerk shall retain other records of the court,

26-13    such as financial records, administrative correspondence, and other

26-14    materials not related to particular cases in accordance with

26-15    Section 441.185 [for the time period specified by order of the

26-16    court].

26-17          (f)  Before microfilming records, the clerk must submit a

26-18    plan in writing to the justices of a court of appeals for that

26-19    purpose.  If a majority of the justices of a court of appeals

26-20    determines that the plan meets the requirements of Section 441.188,

26-21    rules adopted under that section, and any additional standards and

26-22    procedures the justices may require, the justices shall inform the

26-23    clerk in writing and the clerk may adopt the plan.  The decision of

26-24    the justices must be entered in the minutes of the court.

26-25          SECTION 3.  Section 441.002(g), Government Code, is amended

26-26    to read as follows:

26-27          (g)  Under the direction of the commission, the director and

 27-1    librarian shall:

 27-2                (1)  record the commission's proceedings;

 27-3                (2)  keep an accurate account of the commission's

 27-4    financial transactions;

 27-5                (3)  have charge of the state library and any book,

 27-6    picture, document, newspaper, manuscript, archive, relic, memento,

 27-7    flag, or similar item contained in the library;

 27-8                (4)  administer programs to carry out the duties of the

 27-9    commission and the director and librarian under Subtitle C, Title

27-10    6, Local Government Code, and Subchapters J and L [endeavor to

27-11    collect any manuscript record relating to the history of Texas

27-12    possessed by a private individual, or if the original record cannot

27-13    be obtained, endeavor to procure an authenticated copy];

27-14                (5)  [seek diligently to procure a copy of any printed

27-15    matter, including any book, pamphlet, or map, giving valuable

27-16    information concerning this state;]

27-17                [(6)  collect portraits or photographs of as many

27-18    prominent Texans as possible;]

27-19                [(7)  endeavor to complete the files of early Texas

27-20    newspapers in the state library and of other publications of this

27-21    state that seem necessary to preserve in the state library an

27-22    accurate record of the history of Texas;]

27-23                [(8)  demand and receive from the officer of the state

27-24    department in charge of it, any book, map, paper, manuscript,

27-25    document, memoranda, or data relating to the history of Texas not

27-26    connected with or necessary to the current duties of the officer;]

27-27                [(9)  carefully classify, catalogue, and preserve any

 28-1    book, map, paper, manuscript, document, memoranda, or data received

 28-2    under Subdivision (8);]

 28-3                [(10)  endeavor to procure from Mexico the original

 28-4    archives that have been removed from Texas and that relate to the

 28-5    history and settlement of Texas or, if the originals cannot be

 28-6    procured, endeavor to procure authentic copies of the originals;]

 28-7                [(11)  procure the original of any manuscript relating

 28-8    to the history of Texas that is preserved in an archive outside

 28-9    this state or, if the original cannot be procured, procure an

28-10    authentic copy of the original;]

28-11                [(12)  preserve any historical relic, memento,

28-12    antiquity, or work of art relating to the history of Texas that

28-13    comes into the director and librarian's possession as director and

28-14    librarian;]

28-15                [(13)  endeavor constantly to build up a historical

28-16    museum worthy of the interesting and important history of this

28-17    state;]

28-18                [(14)  give careful attention to the proper

28-19    classification, indexing, and preserving of the official archives

28-20    in the director and librarian's custody;]

28-21                [(15)  make a biennial report to the commission that is

28-22    accompanied by any historical papers or documents the director and

28-23    librarian considers to be of sufficient importance;]

28-24                [(16)]  ascertain the condition of all public libraries

28-25    in this state and report the results to the commission; and

28-26                (6) [(17)  encourage and promote the establishment of

28-27    effective records management programs in the local governments of

 29-1    this state;]

 29-2                [(18)  endeavor to ensure that the historically

 29-3    valuable records of the local governments of this state are

 29-4    properly preserved and made available for public use; and]

 29-5                [(19)]  perform any other duty the commission assigns.

 29-6          SECTION 4.  Section 441.003, Government Code, is amended by

 29-7    amending Subsections (a), (c), and (d) and adding Subsection (e) to

 29-8    read as follows:

 29-9          (a)  Subject to the approval of the commission, the director

29-10    and librarian shall appoint an assistant state librarian, a state

29-11    archivist, a state records administrator, and other assistants and

29-12    employees necessary to fulfill the duties of the commission and the

29-13    director and librarian as prescribed by law [for the maintenance of

29-14    the libraries and archives of the state].

29-15          (c)  To be eligible for appointment as state archivist, a

29-16    person must have appropriate training and experience in the

29-17    administration of a government archive [present satisfactory

29-18    evidence of completion of one year's advance work in American or

29-19    Southwestern history in a standard college and of a fluent reading

29-20    knowledge of Spanish and French], but is not required to have

29-21    technical library school training or library experience to be

29-22    appointed state archivist.

29-23          (d)  [An assistant other than the assistant state librarian

29-24    serves in the grade of head of a department, library assistant,

29-25    clerk, or laborer.]  To be eligible for appointment as state

29-26    records administrator, a person must have appropriate training and

29-27    experience in the administration of a government records management

 30-1    program, but is not required to [the head of a department, a person

 30-2    must] have technical library training or library experience to be

 30-3    appointed state records administrator [and at least one year of

 30-4    experience in library work.  To be eligible for appointment as a

 30-5    library assistant, a person must have technical library training.

 30-6    To be eligible for appointment as a clerk, a person must hold a

 30-7    diploma from a high school considered to be first class according

 30-8    to the standards of the State Board of Education or The University

 30-9    of Texas or present satisfactory evidence of educational training

30-10    equivalent to that provided by a first class high school, and the

30-11    person must present satisfactory evidence of proficiency in

30-12    stenography and typewriting or bookkeeping.  To be eligible for

30-13    appointment as a laborer, a person must present satisfactory

30-14    evidence of education sufficient to do any elementary clerical work

30-15    required].

30-16          (e)  The director and librarian may designate a staff member

30-17    to serve as both state archivist and state records administrator.

30-18    In that event, any provision of Subchapter L requiring joint action

30-19    by the state archivist and the state records administrator requires

30-20    only the action of the person designated.

30-21          SECTION 5.  Section 441.006(a), Government Code, is amended

30-22    to read as follows:

30-23          (a)  The commission shall:

30-24                (1)  govern the Texas State Library;

30-25                (2)  adopt policies and rules to aid and encourage the

30-26    development of and cooperation among all types of libraries,

30-27    including public, academic, special, and other types of libraries;

 31-1                (3)  [collect materials relating to the history of

 31-2    Texas and adjoining states;]

 31-3                [(4)  preserve, classify, and publish the manuscript

 31-4    archives and other matters it considers proper;]

 31-5                [(5)  diffuse knowledge relating to the history of

 31-6    Texas;]

 31-7                [(6)  encourage historical work and research;]

 31-8                [(7)  mark historic sites and houses and secure their

 31-9    preservation;]

31-10                [(8)]  aid those studying problems to be dealt with by

31-11    legislation;

31-12                (4) [(9)]  prepare and make available to the public and

31-13    appropriate state agencies information of public interest

31-14    describing the functions of the commission and the commission

31-15    procedures by which complaints are filed with and resolved by the

31-16    commission;

31-17                (5) [(10)]  deposit money paid to the commission under

31-18    this chapter subject to Subchapter F, Chapter 404;

31-19                (6) [(11)]  give to any person contemplating the

31-20    establishment of a public library advice regarding matters such as

31-21    maintaining a public library, selecting books, cataloging, and

31-22    managing a library;

31-23                (7) [(12)]  conduct library institutes and encourage

31-24    library associations;

31-25                (8)  take custody of, preserve, and make available for

31-26    public use state records and other historical resources that

31-27    document the history and culture of Texas as a province, colony,

 32-1    republic, or state;

 32-2                (9) [(13)]  aid and encourage, by adoption of policies

 32-3    and programs, the development of effective records management and

 32-4    preservation programs in state agencies and the local governments

 32-5    of the state; and

 32-6                (10) [(14)  adopt rules governing the preservation,

 32-7    microfilming, destruction, or other disposition of local government

 32-8    records; and]

 32-9                [(15)]  establish by rule methods by which consumers

32-10    and service recipients are notified of the name, mailing address,

32-11    and telephone number of the commission for the purpose of directing

32-12    complaints to the commission.

32-13          SECTION 6.  Section 441.008(c), Government Code, is amended

32-14    to read as follows:

32-15          (c)  This section does not apply to any state archival record

32-16    or  other historical resource that the director and librarian has

32-17    designated to be part of the state archives program established

32-18    under Section 441.181 [a book or document that is an archive of the

32-19    state library].

32-20          SECTION 7.  Section 441.013(a), Government Code, is amended

32-21    to read as follows:

32-22          (a)  The commission shall make a biennial report to the

32-23    governor that includes:

32-24                (1)  a comprehensive view of the operation of the

32-25    commission in discharging the duties imposed by this subchapter;

32-26                (2)  a review of the library conditions in this state;

32-27                (3)  an itemized statement of the commission's

 33-1    expenditures;

 33-2                (4)  any recommendations suggested by the experience of

 33-3    the commission;

 33-4                (5)  careful estimates of money necessary for carrying

 33-5    out this subchapter; and

 33-6                (6)  a review of commission activities under Subtitle

 33-7    C, Title 6, Local Government Code, and Subchapters J and L [the

 33-8    biennial report of the director and librarian required by Section

 33-9    441.002(g)(15)].

33-10          SECTION 8.  The following laws are repealed:

33-11                (1)  Sections 51.205, 441.002(i), 441.010, 441.0105,

33-12    441.011, 441.0115, and 441.012, Government Code; and

33-13                (2)  Subchapters B, C, D, and K, Chapter 441,

33-14    Government Code.

33-15          SECTION 9.  This Act takes effect September 1, 1997.

33-16          SECTION 10.  The importance of this legislation and the

33-17    crowded condition of the calendars in both houses create an

33-18    emergency and an imperative public necessity that the

33-19    constitutional rule requiring bills to be read on three several

33-20    days in each house be suspended, and this rule is hereby suspended.