ADMINISTRATIVE PROCEDURES
01.06 Historical Records Committee
1.
Revised: October 24, 2013
GOVERNING REGULATIONS
The Historical Records Committee is governed by A&M System Regulation 61.99.01
Retention of State Records and Administrative Procedure 01.05 Records Retention.
2.
PURPOSE
The purpose of the Historical Records Committee (Committee) is to ensure that TFS
archival records are collected, identified, organized, preserved and made available for use
by developing and maintaining an archival and library system.
3.
DEFINITIONS
Archival state record – state record of enduring historical value that will be preserved on
a continuing basis. See Texas Gov’t Code § 441.180(2).
Archival record media – the form in which a record exists, including documents, photos,
publications, maps, blueprints, audio recordings, film and video recordings, photo slides,
artifacts, etc.
Potential archival record – state record for which the historical value has not been
evaluated.
4.
MEMBERSHIP
The chair is appointed by the Associate Director for Forest Resource Development and
Sustainable Forestry. Members are appointed by department heads or may be volunteers
with supervisor approval.
5.
RESPONSIBILITIES
The Committee does the following:
1. Collects potential archival records that are currently located in numerous locations
throughout the state.
2. Assesses potential archival record collections.
a. Decides which records to preserve as archival records.
b. Identifies the medium of each record.
c. Assesses the preservation methods to implement for each medium.
Page 1 of 2
3. Stores archival record collections.
a. Creates and employ a methodology and practice of preserving collections.
b. Obtains a physical location and associated facilities to store collected records.
4. Digitizes archival record collections.
a.
b.
c.
d.
e.
Decides which records to digitize.
Decides what access and capabilities are appropriate for the digital archives.
Decides how to digitize, organize, index, access and search archives.
Obtains a robust archival software program for digital library.
Obtains space (on a server) to store digital archives.
5. Develops archival procedures.
a.
b.
c.
d.
Collections procedure
Access procedure
Lending procedure
Maintenance procedure
6. Records oral histories.
a. Identifies those individuals and organizations deemed valuable for their
recollections and insight of the TFS past.
b. Prioritizes and set target dates for the recording these oral histories
c. Interviews and record (audio and video) oral histories.
d. Formats the oral histories in a means accessible to appropriate audiences and
media.
6.
REPORTING
The Committee reports to the Executive Team through the Associate Director for Forest
Resource Development and Sustainable Forestry.
CONTACT:
Historical Records Committee Chair, 979/458-6656
Page 2 of 2