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Records Custodians
Responsibility
The IT Department is responsible for the proper maintenance and retention of records for which it is made custodian by Texas state statutes, Texas State Library Administrative Rules, Texas State Attorney General Opinions, or other legal means. These records include hardware and software installation and operations guides and manuals, source code, backups of applications and data necessary for disaster recovery and business continuity, distribution media, and any other records directly attributable to the operation and administration of the IT Department for which no other department is custodian.

The IT Department does not have custodial authority over emails, criminal or civil justice records, financial or payroll records, or other electronic or printed records for which custodial authority is expressly granted to elected officials or other department heads.

Records Request
The IT Department does not directly respond to any request for records for which it does not have direct custodial authority. The IT Department will respond to requests for records for which it does not have custodial authority only at the written direction of the elected official or department head given custodial authority.

The IT Department will in all cases solicit the assistance of the County Attorney’s Office to determine the legitimacy of any request for records, the appropriate custodial authority over the records requested, and the applicability of any statutes, rules, or procedures governing compliance with records requests.

Subpoenas & Other Legal Processes
IT Department employees must seek the legal counsel of the county attorney’s office when directed to produce records under subpoena or other legal process.

Backup Copies of Records
Copies of records on backup disks, tapes, or other electronic or print media will retain the same custodial ownership as the original records irrespective of the storage format of the original records.