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Information Technology Records

Title of SeriesDescriptionRetentionDispositionRetention Group
Information Systems - Audit Trail FilesData generated during the creation of a master file or database used to validate a master file or database during a processing cycle.3 CyclesDestroy ADM9925
Information Systems - Backup FilesCopies of master files or databases, application software, logs, directories, and other records needed to restore a system in case of a disaster or inadvertent destructions.3 CyclesDestroy ADM9925
Information Systems - Computer Run Scheduling ReportsRecords used to schedule computer runs including daily schedules, run reports, run requests, and other records documenting the successful completion of a run.Until SupercededDestroy MIS1010
Information Systems - Computer Usage - Chargeback Billing RecordsReports and other records from campus computer centers detailing charges for computer services. Includes monthly billing reports, copies of vouchers and bills4 YearsDestroy ACC1000
Information Systems - Computer Usage - FilesElectronic files or automated logs created to monitor computer system usage including but not limited to log-in files, system usage files, data entry logo, and records of individual computer program usage.3 CyclesDestroy ADM9925
Information System - Computer Usage - Files - SummarySummary reports created to document computer usage Until SupercededDestroy MIS1010
Information Systems - Data Documentation & Data Dictionary RecordsRecords 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, user guides, system or sub-system definition, system flowcharts, program descriptions and documentation, job control or work flow records, system specifications, and input and output specifications.Active + 3 YearsReview for continuing historical value if not all data migrated or destroyed. ADM9920
Information Systems - Disaster Preparedness and Recovery PlansRecords related to the protection and re-establishment of data processing services, equipment and data (back-up files) in case of a disaster.Active + 3 YearsDestroyADM9920
Information Systems - Hardware & Software Conversion PlansRecords relating to the replacement of equipment or computer operating systemsActive + 3 YearsDestroyADM9920
Information Systems - Hardware DocumentationRecords documenting the use, operation, and maintenance of the university's data processing equipment including operating manuals, hardware/operating system requirements, hardware configurations, and equipment control systemsActive + 3 YearsDestroyADM9920
Information Systems - Help Desk Logs and ReportsRecords 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.1 YearDestroyMIS1000
Information Systems - Information Resources Management and Data Processing Services PlansUniversity IT plans, data processing service plans, strategic plans, and related records used to plan for information systems development, technology acquisitions, data processing services provision, or related areas.Active + 3 YearsReview for continuing historical value and potential transfer to institutional archivesADM9920
Information Systems - Maintenance Contract FilesRecords 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 memorandaActive + 6 YearsDestroyADM2020
Information Systems - Operating ProceduresRecords of procedures for data entry, the operation of computer equipment, production control, tape library, system backup, and other aspects of a data processing operation.Active + 3 YearsReview for continuing historical value and potential transfer to institutional archivesADM9920
Information Systems - PoliciesRecords of data processing policies including those covering access and security, systems development, data retention and disposition, and data ownership.Active + 10 YearsReview for continuing historical value and potential transfer to institutional archivesADM3000
Information Systems - Procurement Records - Hardware & SoftwareRecords used in the procurement of system hardware and software including request for 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.Active + 6 YearsDestroyACC2000
Information Systems - Procurement Records - ServicesRecords created to initiate the purchasing process, authorize, and provide funds for, or satisfy claims and expedite payments for private service providers including copies of purchasing orders, involve requests, receipts, agency vouchers, service reports, and other supporting documents.4 YearsDestroyAC1000
Information Systems - Software DocumentationCopy 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.Active + 4 YearsReview for continuing historical value if not all data migrated or destroyedADM9920
Information Systems - Tape Library Control RecordsRecords used to control disposition of magnetic media in a tape libraryUntil SupercededDestroyMIS1010
Information Systems - Test Database and FilesRoutine or benchmark data sets, related documentation, and test results constructed or used to test or develop a system.Active + 3 YearsDestroyADM9920
Information Systems - Users Access RecordsElectronic 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.Active + 3 yearsDestroyADM9920
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