Texas Department of Information Resources:

An Inventory of Department of Information Resources Meeting Files at the Texas State Archives, 1981-2007, bulk 1989-2007

Agency History

The Texas Automated Information Systems Advisory Council (AISAC) was created in 1981 (House Bill 1463, 67th Texas Legislature, Regular Session), to adopt guidelines to aid state governmental bodies in making economical and efficient use of automated information systems, the computers on which they were automated, and related services. This advisory council was composed of seven members, serving overlapping two-year terms. Two were appointed by the speaker of the House of Representatives, including (1) a member or employee of the house or of a legislative agency, and (2) a person employed by a private corporation as the manager of an automated information system. Two were appointed by the lieutenant governor, including (3) a member or employee of the senate or of a legislative agency, and (4) a person employed by private industry as the manager of a large mainframe computer. Three were appointed by the governor, including (5) a person knowledgeable in the management of automated information systems and the computers on which they are automated, (6) an employee of a state-supported institution of higher education knowledgeable in the management of automated information systems, and (7) an employee of a state governmental body (other than an institution of higher education) knowledgeable in the management of automated information systems.

This advisory council was replaced in 1985 by the Texas Automated Information and Telecommunications Council (AITC) (House Bill 2375, 69th Texas Legislature, Regular Session), with the following additional duties: to conduct a management audit of each state governmental body in the use of telecommunication devices, systems, and services, and in the use of automated information systems, the computers on which they are automated, and related services; to serve as a central clearinghouse of software; and to prepare a long-range telecommunications plan. The new council was composed of nine members, adding the following two to the previous seven: (8) one appointed by the speaker, and (9) one appointed by the lieutenant governor, both of them state employees knowledgeable in the management of automated information systems or telecommunications systems.

The Texas Department of Information Resources (DIR) was created in 1989 (House Bill 2736, 71st Texas Legislature, Regular Session) to coordinate and direct the use of automated information and telecommunications devices, systems, or services by Texas state agencies. It replaced both the AITC and the Automated Interagency Services Division of the State Purchasing and General Services Commission. The major difference between the DIR and either of its predecessor councils is its ability to monitor and enforce compliance with state-mandated information resources policies and goals. Specific duties assigned to the department include: collecting data from state agencies regarding use and costs of information resources technologies; monitoring national and international standards for information resources technologies; establishing policies, procedures, and standards relating to information resources management by state agencies; providing technical assistance to all levels of government; testing various available technologies; providing for all interagency use of information resources technology by state agencies (except for telecommunications services provided by the General Services Commission until September 2001); and operating a computer services facility for state agencies. When the Building and Procurement Commission began operating in September 2001, the Texas Department of Information Resources assumed the telecommunications functions formerly performed by the General Services Commission.

Between 1989 and 1997, the policy-making body of the Texas Department of Information Resources was a nine-member board, appointed by the governor with advice and consent of the senate for overlapping six-year terms. Three of the members came from a list submitted by the speaker of the house, and had to include at least one state representative (ex-officio, but voting); another three came from a list submitted by the lieutenant governor, and had to include at least one state senator (ex-officio, but voting); one member had to be employed by an institution of higher learning. The governor named the chair.

In 1997 (Senate Bill 365, 75th Texas Legislature, Regular Session), the number of voting members on the board was reduced to six, still appointed by the governor, and still including one employee of an institution of higher education. In addition, three ex-officio, non-voting members were added, from two groups which serve for two years each on a rotating basis, neither group serving at the same time as the other: the first group is composed of the executive director of the Texas Workers' Compensation Commission, the commissioner of Health and Human Services, and the executive director of the Texas Department of Transportation; the second group is composed of the Texas commissioner of Education, the executive director of the Texas Department of Criminal Justice, and the executive director of the Texas Department of Parks and Wildlife.

The number of voting members was increased to seven in 2003 (Senate Bill 287, 78th Texas Legislature, Regular Session) in response to a constitutional amendment affecting all state agencies with boards containing an even number of members.

More detailed historical sketches are included in the series descriptions for each of the entities whose meetings are documented in these records.

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Scope and Contents of the Records

The Texas Department of Information Resources (DIR) was created in 1989 to coordinate and direct the use of automated information and telecommunications devices, systems, or services by Texas state agencies. It was preceded by the Texas Automated Information Systems Advisory Council (AISAC), 1981-1985; and the Texas Automated Information and Telecommunications Council (AITC), 1985-1989, neither of which had the power to monitor and enforce compliance with state-mandated information resources policies and goals. These records document the official actions of the advisory councils and of the board at their meetings. Board meeting books (or briefing books) are created to provide the basis for board discussions and actions. These records include copies of minutes, agenda, roll calls, registration forms, attachments (such as reports, rules, legislation, strategic plans, interagency agreements), and other meeting materials, 1981-2007, bulk 1989-2007. Also included are meeting files for the Quality Assurance Team of the Texas Department of Information Resources, 1993-1999; for the Geographic Information Systems (GIS) Planning Council and its committees and affiliates, 1990-1997; for the TexasOnline Authority, 2001-2005; and for the Telecommunications Planning Group, 1991-1992, 1994.

AISAC minutes contain summaries of business discussed at each meeting (especially procurement proposals), and frequently have attached to them monthly status reports for the advisory council. AITC minutes are very similar.

The DIR board meeting books contain agenda and minutes, roll calls and registration forms (with name, organization, address, and phone number of all persons attending the meetings), plus attachments or meeting materials which are provided to board members prior to each meeting. The minutes originally included in each of the meeting books were those of the previous meeting or meetings, for board approval; but for the purposes of these files, the minutes have been refiled, to correspond to the date of the meeting book itself (although there may also be extra copies of previous minutes). The minutes summarize the business of the board, and the attachments contain the full documents which are being discussed or acted upon by the board, including the following kinds of things: the executive director's report (including division reports and financial reports); the text of rules proposed and adopted, with comments; the text of proposed or pending legislation, with analysis; strategic plans; business plans; initial operating plans; annual reports; interagency agreements; internal audit reports; output and efficiency measures reports; etc.

To prepare this inventory, the described materials were cursorily reviewed to delineate series, to confirm the accuracy of contents lists, to provide an estimate of dates covered, and to determine record types.

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Restrictions

Restrictions on Access

Materials do not circulate, but may be used in the State Archives search room. Materials will be retrieved from and returned to storage areas by staff members.

Restrictions on Use

Most records created by Texas state agencies are not copyrighted and may be freely used in any way. State records also include materials received by, not created by, state agencies. Copyright remains with the creator. The researcher is responsible for complying with U.S. Copyright Law (Title 17 U.S.C.).

Technical Requirements

None.

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Related Material

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Administrative Information

Preferred Citation

(Identify the item and cite the series), Texas Department of Information Resources meeting files. Archives and Information Services Division, Texas State Library and Archives Commission.

Accession Information

Accession numbers: 1998/031, 1999/120, 1999/130, 2001/007, 2002/023, 2002/143, 2003/070, 2003/080, 2003/121, 2003/173, 2004/054, 2005/120, 2005/134, 2006/026, 2006/031, 2006/379, 2007/216, 2008/080

These records were transferred to the Archives and Information Services Division of the Texas State Library and Archives Commission by Texas Department of Information Resources on November 3, 1997; March 12, 1999; March 25, 1999; September 28, 2000; September 19, 2001; June 14, 2002; October 24, 2002; December 2, 2002; February 26, 2003; June 23, 2003; November 14, 2003; March 7, 2005; April 5, 2005; September 29, 2005; October 31, 2005; June 20, 2006; July 6, 2007; and December 20, 2007.

Processing Information

Tony Black, November 1997, August 1998, March 1999, September 2001, October 2002, March 2003, February 2004, April 2005, November 2005, January 2008

Accruals

Board meeting books are transferred to the Texas State Archives on a regular basis. Other archival records are transferred annually.

Other Formats for the Records

The Texas Department of Information Resources has mounted an electronic archive of some of its minutes and agenda on the agency web site (http://www.dir.state.tx.us/dir_overview/board_meetingsarchive.htm and http://www.dir.state.tx.us/dir_overview/board_meetings.htm.). As of May 2008, this included August 1999 thru May 2008.

Location of Originals

The record copies of board meeting books (minutes and agenda with attachments) are maintained by the Texas Department of Information Resources.

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Detailed Description of the Records

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