IT-SD-06
|
Test Database/Files
|
Routine or benchmark data sets, related documentation, and test results constructed or used to test or develop a system.
|
Retain until no longer of administrative value to agency, then destroy.
|
IT-SD-05
|
Data Processing Procurement Files
|
Records used in the procurement of system hardware and software including request for proposals, proposals, quotations and bids, benchmark/acceptance testing information, correspondence, duplicate copies of contracts, purchase orders, technical reviews, and vendor information including references and literature on the firm or product line.
|
For sale of goods, retain five years then destroy. For services, retain 16 years, then destroy. See GAR-C-01
|
IT-SD-04
|
Technical Program Documentation
|
Copy of program code, program flowcharts, program maintenance log, system change notices, original design documents, specifications, requirements, acceptance tests, and other records that document computer programs and the modifications made to computer programs.
|
Retain until all data in system has been migrated or destroyed. If all data is not destroyed or transferred, transfer documentation to State Archives for their possible retention or destruction.
|
IT-SD-03
|
Automated Program Listing/Source Code
|
Automated program code which generates the machine-language instructions used to operate an automated information system.
|
Retain for 3 system update cycles after code is superseded or replaced, then destroy.
|
IT-SD-02
|
Data Documentation/Data Dictionary Records
|
Records generally created during development or modification and necessary to access, retrieve, manipulate and interpret data in an automated system including data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, logical relationships, and origin of the data elements.
|
Retain 3 years after discontinuance of system or application and until system's or application's data is destroyed or transferred to a new structure or format, then destroy. If all data is not destroyed or transferred, transfer records to State Archives for their possible retention or destruction.
|
IT-SD-01
|
Data Systems Specifications
|
Records necessary for using the system: user guides, system or sub-system definitions, system flowcharts, program descriptions and documentation, job control or work flow records, system specifications, and input and output specifications.
|
Retain for 3 years after discontinuance of system and until all system data is destroyed or transferred to new operating environment, then destroy. If all data is not destroyed or transferred, transfer specifications to State Archives for their possible retention or destruction.
|
IT-OP-14
|
Tape Library Control Records
|
Records used to control the location, maintenance, and disposition of magnetic media in a tape library including list of holdings, control logs, and "scratch reports" regarding the destruction of tape library electronic files.
|
Retain until superseded, then destroy.
|
IT-OP-13
|
Automated Tape Library System Files
|
Automated records used to control the location, maintenance, and disposition of magnetic media in a tape library.
|
Retain until related records or media are destroyed or withdrawn from the tape library, then destroy.
|
IT-OP-12
|
Audit Trail Files
|
Data generated during the creation of a master file or database used to validate a master file or database during a processing cycle.
|
Retain for a minimum of 12 database/master file backup cycles, then destroy.
|
IT-OP-11
|
Input Documents
|
Copies of records or forms designed and used solely for data input and control when the data processing unit provides centralized data input services and original records are retained by the program unit.
|
Retain until all data has been entered into the system and, if required, verified, then destroy.
|
IT-OP-10
|
Computer Run Scheduling Records
|
Records used to schedule computer runs including daily schedules, run reports, run requests, and other records documenting the successful completion of a run.
|
Retain until no longer of administrative or fiscal value to agency, then destroy.
|
IT-OP-09
|
Summary Computer Usage Reports
|
Summary reports and other paper records created to document computer usage.
|
Retain until no longer of administrative value to agency, then destroy.
|
IT-OP-08
|
Computer Usage Files
|
Electronic files or automated logs created to monitor computer system usage including but not limited to log-in files, system usage files, data entry logs, and records of individual computer program usage.
|
Retain until no longer of administrative value to agency, then destroy.
|
IT-OP-07
|
System Users Access Records
|
Electronic or textual records created to control or monitor individual access to a system and its data created for security purposes, including but not limited to user account records, security logs, and password files.
|
Retain until no longer of administrative value to agency, then destroy.
|
IT-OP-06
|
System Backup Files
|
Copies of master files or databases, application software, logs, directories, and other records needed to restore a system in case of a disaster or inadvertent destruction.
|
Retain for a minimum of 12 backup cycles, then destroy.
|
IT-OP-05
|
Data Processing Disaster Preparedness and Recovery Plans
|
Records related to the protection and reestablishment of data processing services, equipment and data (back-up files) in case of a disaster.
|
Retain until superseded by revised plan, then destroy.
|
IT-OP-04
|
Operating System and Hardware Conversion Plans
|
Records relating to the replacement of equipment or computer operating systems.
|
Retain 1 year after successful conversion, then destroy.
|
IT-OP-03
|
Maintenance Contracts Files
|
Maintenance contracts for data processing equipment, and related records including copies of contracts, service histories, and work orders.
|
For sale of goods, retain five years after contract expires, then destroy. For services, retain 16 years, then destroy. See GAR-C-03
|
IT-OP-02
|
Data Processing Hardware Documentation
|
Records documenting the use, operation, and maintenance of an agency's data processing equipment including operating manuals, hardware/operating system requirements, hardware configurations, and equipment control systems.
|
Retain until the agency no longer uses related hardware and all data is transferred to and made useable in new hardware environment, then destroy.
|
IT-OP-01
|
Data Processing Operating Procedures
|
Records of procedures for data entry, the operation of computer equipment, production control, tape library, system backup, and other aspects of a data processing operation.
|
Retain until superseded, obsolete or replaced, then transfer to State Archives for their possible retention or destruction. See GAR-PP-02
|