General Schedule List

Search Results

Series ID	Record Title	Description	Retention Period
IT-AD-02	Data Processing Policies	Records of data processing policies including those covering access and security, systems development, data retention and disposition, and data ownership.	Retain until superseded, obsolete or replaced, then transfer to State Archives for their possible retention or destruction. See GAR-PP-02
IT-AD-03	Data Processing Product/Vendor and State Contracts Reference Files	Information on data processing equipment, software, and other products and their vendors.	Retain until audited by Auditor of State and audit report is released and all discrepancies are resolved, then destroy. See GAR-C-02
IT-AD-04	OGS Data Center Time Billing Records	Reports and other records from OGS detailing charges for use of the Office of General Services computer services including monthly billing reports, copies of vouchers and bills.	Retain until audited by Auditor of State and audit report is released and all discrepancies are resolved, then destroy. See GAR-WV-04
IT-AD-05	Copies of Purchase Requisitions, Orders, and Billing Records for Data Processing Services	Copies of records created to initiate the purchasing process, authorize and provide funds for, or satisfy claims and expedite payments for private service providers including copies of purchase orders, invoice requests, receipts, agency vouchers, service reports, and other supporting documentation.	Retain until audited by Auditor of State and audit report is released and all discrepancies are resolved, then destroy. See GAR-OES-04
IT-AD-06	Records of Chargebacks to Data Processing Services Users	Electronic and manual records used to document, calculate costs and bill program units for computer usage and data processing services. These records are also used for cost recovery, budgeting, or administrative purposes. Records Not Covered: Chargeback records subject to Federal audit requirements should be scheduled separately.	Retain until audited by Auditor of State and audit report is released and all discrepancies are resolved, then destroy. See GAR-OES-05
IT-AS-01	Site/Equipment Support Files	Records documenting support services provided to specific data processing equipment or installations including site visit reports, program and equipment service reports, service histories, and correspondence and memoranda. For service contracts, see IT-OP-03.	Retain site visit reports, problem and equipment service reports, and routine correspondence and memoranda until warranty or guarantee of service has expired, then destroy. Retain service histories and other summary records until the related equipment is no longer in use, then destroy.
IT-AS-02	Help Desk Telephone Logs and Reports	Records used to document requests for technical assistance and responses to these requests as well as to collect information on the use of computer equipment for program delivery, security, or other purposes.	Retain until no longer of administrative value, then destroy.
IT-AS-03	Training Course Information	Memoranda, flyers, catalogues, registration forms, rosters, and other records relating to training courses run by a data processing user support or office automation support unit.	Retain until superseded, obsolete, or replaced, then destroy. See GP-O-08
IT-CS-01	Network Usage Reports	Summary reports and other records created to document computer usage for reporting or other purposes.	Retain until no longer of administrative value to agency, 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
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-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-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-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-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-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-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-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-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-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.