General Schedule List

The General Schedule List found below are recommended records retention schedules developed by the Ohio Department of Administrative Services (DAS) for general business functions of a government agency. While State Agencies may create their own records retention schedules, they can also adopt any of these general schedules as a retention schedule for their agency records management program. Use the “Agency Schedule Search” and “Agency-Adopted General Schedule Search” to view what active retention schedules a State Agency may have created or adopted for their records management needs.

Public Users: Please click Agency Schedule or General Schedule button in order to search record retention schedules by agency.
Agency Users: Please click State User Login for full access.

Search Results

Series ID	Record Title	Description	Retention Period
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-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	Retain until related records or media are destroyed or withdrawn from the tape library, then destroy.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-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	Retain until superseded, then destroy.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-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-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-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-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-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-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.