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Information Technology
| NO. | RECORD SERIES | YR. |
REMARKS | |
| 1 | Application development process | 3 |
After system terminated | |
| 2 | Applications problem records (including problem definition, testing, user approval final resolution) | 3 |
After problem resolved | |
| 3 | Applications program records (including specific descriptions or individual programs, program steps, and modifications) | 3 |
After superseded or obsolete | |
| 4 | Applications server records (including Advantage, Budget System, PeopleSoft, and other related records) | 3 |
After superseded or obsolete | |
| 5 | Applications systems records (including overall description, diagrams, program inter-relationships) | 3 |
After superseded or obsolete | |
| 6 | Applications user manuals (including procedures manuals and handbooks) | 3 |
After superseded or obsolete | |
| 7 | Audit trail reports and records | 5 |
After created or reported | |
| 8 | Backup tabpe library records (including records about backup tapes but not the actually backup tapes) | 1 |
After superseded or obsolete | |
| 9 | Computer security incident handling, reporting and follow-up records | 3 |
After all follow-up actions completed | |
| 10 | Conversion, integration, and migration plan records | 3 |
After successful conversion completed | |
| 11 | Data model, use cases and process model records | 3 |
After superseded or obsolete | |
| 12 | Department service request records (including plans, requests, performance reports, usage, bills, payments, installation, change, removal and servicing of equipment and work orders) | 3 |
After completed, cancelled, or abandoned | |
| 13 | Distribution lists | 1 |
After superseded or obsolete | |
| 14 | Enterprise architecture records | 5 |
After created or superseded, whichever comes first | |
| 15 | Enterprise committee records (including communities of business or communities of technology) | 3 |
After created or received | |
| 16 | Geographic information systems (GIS) records | |||
| a. | Official copy (this series represents any content in a department's GIS databse that meets the statutory definition of a record and is not a duplicate, transitory, or retained elsewhere) | - |
Retain for the same period for other forms of the same record series | |
| b. | All other copies (this series represents any content in a department's GIS database that is strictly a duplicate or transitory in nature with a records copy of the information existing elsewhere) | - |
After reference value has been served | |
| 17 | GIS format and control records (including record layouts, file structures, code books, configuration and setup files, installation and implementation procedures or instruction and any other documentation that define or describe the data or the application) | 3 |
After superseded or obsolete | |
| 18 | GIS significantly altered data layers (data layers received from other agencies and commercial sources which are significantly altered are considered a record) | - |
Retain for the same period as required for other forms of the same records series | |
| 19 | GIS unaltered data layers (unaltered or minimally altered data layers received from other agencies and commercial sources are reference records) | 3 |
After received or when informational value has been served, whichever is later | |
| 20 | Information technology (IT) configuration management records | 1 |
After disposal of system | |
| 21 | IT asset records | 1 |
After superseded or obsolete | |
| 22 | IT capital investment records | 3 |
After created or superseded, whichever comes first | |
| 23 | IT operations / productions records (including operating manuals, program run books, setup / error / halt procedures, operating schedules, program run and batch control logs, error message reports and terminal activity reports) | |||
| a. | Transitory (short-term value records) | 2 |
After created or received | |
| b. | All other records | 2 |
After production operations ceased or superseded, whichever comes first | |
| 24 | IT operations schedule records | 2 |
After created or received | |
| 25 | Legal and regulatory compliance records | 5 |
After created or received | |
| 26 | Logs (including technology and usage monitoring records, intrusion detection, assessments, email monitoring, security, application or database transactions, usage, tracking, audit) | 2 |
After created | |
| 27 | Master file content records | |||
| a. | Official records (these records are components of databases, database management systems, electronic document management systems (EDMS), etc. and represent any content within that meets the statutory definition of a record and is not a duplicate record, transitory, or retained elsewhere) | - |
Retain for the same period as required for other forms of the same records series | |
| b. | Reference records (non-record copy--this series represents any content in a department's master file (database, database management system, electronic document management system (EDMS), etc.) that is strictly a duplicate or transitory in nature, with a record copy of the information existing elsewhere) | - |
After reference value has been served | |
| 28 | Master files format and control records (configuration and setup files, installation and implementation procedures or instructions) | 3 |
After superseded or obsolete | |
| 29 | Password / security authorization records | 2 |
After created or superseded, whichever is later | |
| 30 | Performance measurement records (including metrics, benchmarks, and other oversignt and compliance records) | 3 |
After created or superseded, whichever comes first | |
| 31 | Problem records for software infrastructure | 3 |
After problem resolved | |
| 32 | Records related to maintaining the security of systems and data | 1 |
After system superseded or obsolete | |
| 33 | Strategic plans [managing for results (MFR)] office copy | 5 |
After superseded or obsolete | |
| 34 | Test and certification records (including files, scripts, or instructions) | 5 |
After created or superseded | |
| 35 | Website content data records | |||
| a. | Official copy (this series represents any content on a department's website that meets the statutory definition of a record and is not a duplicate, transitory, or retained elsewhere) | - |
Retain for the same period as required for other forms of the same records series | |
| b. | All other records (non-record copy--this series represents any content on a department's website that is strictly a duplicate or transitory in nature with a record copy of the information existing elsewhere) | - |
After reference value has been served | |
| 36 | Website format and content records (including web application changes) | 3 |
After related website content file, database, or application is superseded or obsolete | |
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