Current through Reg. 49, No. 38; September 20, 2024
(a) State publications in physical format.
State agencies must deposit four copies of state publications in physical
format to the State Publications Depository Program except as follows:
(1) State agencies must deposit three copies
of the following state publications:
(A)
Annual financial reports; and
(B)
Annual operating budgets.
(2) State agencies must deposit two copies of
the following state publications:
(A) Requests
for legislative appropriations;
(B)
Quarterly and annual reports of measures; and
(C) State or strategic plans (for agency
services, programs within its jurisdiction).
(b) State publications in electronic format.
The number and method of submission of state publications in electronic format
differs depending on whether the electronic state publication is available
online and specific instructions that may apply to the preparation and
distribution of the publication. Unless specific instructions require
otherwise:
(1) If a state publication is
available online, a state agency shall provide the commission online access to
the publication. The state agency is not required to submit an electronic copy
of the state publication on removable electronic storage media. If also
available in print, the URL for the online publication must be included on the
cover or title page of the printed publication submitted in accordance with
subsection (a) of this section;
(2)
If a state publication is not available online, the state agency must submit
one copy of each state publication on removable electronic storage media or
other method approved by the Director and Librarian. Files must be formatted in
a readily accessible format or other file type accessible via software provided
to the commission or that is in the public domain. If the file is compressed,
it must be compressed using lossless compression techniques.
(c) Minimum requirements for
electronic submissions. All submissions of state publications in electronic
format for the State Publications Depository Program must:
(1) Consist of an Adobe Portable Document
File (PDF) or other secure file type accepted at the determination of the
Director and Librarian;
(2) Include
a publication reporting form;
(3)
Be submitted by the designated state agency publications liaison(s);
and
(4) Include the following
descriptive information at a minimum:
(A) a
title tag;
(B) an author meta tag
that includes the name of the state agency responsible for creating the state
publication;
(C) a description meta
tag that includes a narrative description of the publication; and
(D) a keyword or subject meta tag that
includes selected terms from within the publication.
(d) Publication reporting form. A
state agency must include a completed publication reporting form with each
submission of a publication in either print or electronic format. If a state
publication is made available to the commission online in compliance with
subsection (b)(1) of this section, the state agency must provide a completed
publication reporting form to the commission when the agency notifies the
commission that the publication is available.
(e) The Texas Records and Information Locator
(TRAIL). TRAIL provides access to state publications that are made available to
the public by state agencies online. A state agency is not required to submit
copies of its state agency websites to the commission for the State
Publications Depository Program. State agencies should ensure their websites
adhere to the following minimum technical requirements to enable the commission
to harvest the website through TRAIL:
(1)
Guaranteed access, at no charge, to the state agency's online state
publications. If a "robots.txt" file is used to prevent harvesting of a State
Agency website, then that file must include an exception for TSLAC's designated
harvesting system;
(2) State
publications must be accessible:
(A) by
anonymous File Transfer Protocol (FTP), Hyper Text Transfer Protocol (HTTP) or
other electronic means as defined in Internet standards documents of the
Internet Engineering Steering Group, Internet Architecture Board, and Internet
community; and
(B) by following a
link or series of links from the Agency's primary URL. For publications
accessible only by database searching or similar means, an alternative path
such as a hidden link to a comprehensive site map must be provided except as
exempted in §
3.5 of this title (relating to
Standard Exemptions for State Publications in All Formats); or
(C) on alternative electronic formats and
interfaces consistent with requirements of the Americans with Disabilities Act
of 1990 and as amended.
(3) Each original state publication and
subsequent versions as described in §
3.2(c) of this
title (relating to Standard Requirements for State Publications in All Formats)
must remain available on the agency website for a minimum of nine months to
ensure that the publication has been collected by the commission and made
available in TRAIL. Agencies may confirm that a version of an online
publication has been added to the TRAIL archive by searching at
www.tsl.texas.gov/trail/index.html.
