Information Technology Records
|
Title of Series |
Description |
Retention |
|
Information Systems - 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. |
3 Cycles |
|
Information Systems - 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. |
3 Cycles |
|
Information Systems - Computer Run Scheduling Reports |
Records used to schedule computer runs including daily schedules, run reports, run requests, and other records documenting the successful completion of a run. |
Until Superseded |
|
Information Systems - Computer Usage - Chargeback Billing Records |
Reports and other records from campus computer centers detailing charges for computer services. Includes monthly billing reports, copies of vouchers and bills |
4 Years |
|
Information Systems - 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 logo, and records of individual computer program usage. |
3 Cycles |
|
Information System - Computer Usage - Files - Summary |
Summary reports created to document computer usage |
Until Superseded |
|
Information Systems - 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, 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 Years |
|
Information Systems - Disaster Preparedness and Recovery Plans |
Records related to the protection and re-establishment of data processing services, equipment and data (back-up files) in case of a disaster. |
Active + 3 Years |
|
Information Systems - Hardware & Software Conversion Plans |
Records relating to the replacement of equipment or computer operating systems |
Active + 3 Years |
|
Information Systems - Hardware Documentation |
Records 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 systems |
Active + 3 Years |
|
Information Systems - Help Desk 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. |
1 Year |
|
Information Systems - Information Resources Management and Data Processing Services Plans |
University 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 Years |
|
Information Systems - Maintenance Contract 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 |
Active + 6 Years |
|
Information Systems - 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. |
Active + 3 Years |
|
Information Systems - Policies |
Records of data processing policies including those covering access and security, systems development, data retention and disposition, and data ownership. |
Active + 10 Years |
|
Information Systems - Procurement Records - Hardware & Software |
Records 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 Years |
|
Information Systems - Procurement Records - Services |
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 purchasing orders, involve requests, receipts, agency vouchers, service reports, and other supporting documents. |
4 Years |
|
Information Systems - Software 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. |
Active + 4 Years |
|
Information Systems - Tape Library Control Records |
Records used to control disposition of magnetic media in a tape library |
Until Superseded |
|
Information Systems - Test Database and Files |
Routine or benchmark data sets, related documentation, and test results constructed or used to test or develop a system. |
Active + 3 Years |
|
Information Systems - 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. |
Active + 3 years |