State Agency Schedule 5 Data Processing Records

 

ACTIVITY MONITORING RECORDS (Item 5-1)

Records which monitor the activities of a data processing system. Information includes console logs, physical, and on-line access.

RETENTION

Record copy: Retain by agency until administrative need ends and then destroy.

Duplicate copies: Retain by agency until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

BATCH/DATA ENTRY CONTROL FORMS (Item 5-2)

Information on all batch or data entry records received by the mainframe.

RETENTION

Record copy:

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

COMPUTER HARDWARE MAINTENANCE RECORDS (Item 5-5)

Records documenting the service, repair, and inspection of computer hardware (mainframes, mini and micro computers), which also include service/maintenance agreements.

RETENTION

Record copy: Retain by Information Technology Services or the appropriate agency for 1 year after disposal of equipment and then destroy.

Duplicate copies: Retain until the equipment is sold or disposed of and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

COMPUTER JOB SCHEDULES AND REPORTS (Item 5-3)

Schedules or similar records showing computer jobs to be run, and other reports by computer operators or programmers of work performed.

RETENTION

Record copy: Retain until administrative need ends and then destroy.

Duplicate copies: Retain until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

COMPUTER TRANSACTION REPORTS (Item 5-4)

Reports showing data processing transactions that were accepted, rejected, suspended, or processed.

RETENTION

Record copy: Retain by agency for 2 years and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

COMPUTER UTILIZATION AND BILLING REPORTS (Item 5-6)

Records showing computer use by each agency and any charges for space or time.

RETENTION

Record copy: Retain by Information Technology Services for 5 years and then destroy.

Duplicate copies: Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

DATA PROCESSING PLANNING RECORDS (Item 5-7)

Records created and used in the development, redesign, or modification of an automated system or application, including project management records, status reports, system or subsystem specifications, user requirements and specifications, and memoranda and correspondence. May also include studies, analyses, and short-range plans.

RETENTION

Record copy: Permanent. Retain by the Governor's Office of Planning and Budget for 10 years.

Duplicate copies: Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

DOCUMENTATION FOR NON-PERMANENT DATABASES (Item 5-8)

Records describing how a database system is operated. Information may include records documenting the development or modification of a database which are necessary to access, retrieve, manipulate, or utilize the system. May also include user guides, system definitions, flowcharts, program descriptions, and logical relationships. This documentation only includes that of databases whose information is not considered permanent or otherwise significant.

RETENTION

Record copy: Retain until superseded or deletion of the database and then destroy.

Duplicate copies: Retain until superseded and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

DOCUMENTATION FOR PERMANENT DATABASES (Item 5-9)

Records describing how a database system is operated. Information may include records documenting the development or modification of a database which are necessary to access, retrieve, manipulate, or utilize the system. May also include user guides, system definitions, flowcharts, program descriptions, and logical relationships. This documentation only includes that of databases whose information is considered permanent or otherwise significant.

RETENTION

Record copy: Permanent. Retain by agency in office permanently.

Duplicate copies: Retain until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

PROGRAM MODIFICATION DOCUMENTATION (Item 5-13)

Records that document modifications to computer programs. These records are maintained for reference, backup, to insure adequacy of change documentation, or to rectify errors in program implementation after related programs are replaced, modified, or cease to be used.

RETENTION

Record copy: Retain for 1 year after related programs cease to be used and then destroy.

Duplicate copies: Retain until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 08/96)

PROGRAM SOURCE CODE (Item 5-12)

Automated program code which generates the machine-language instructions used to operate an automated information system.

RETENTION

Record copy: Retain by agency for 3 years after the program is discontinued and then destroy.

Duplicate copies: Retain by agency until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)