Record Retention - Information Management & Planning
Information Management Planning PDF version
| Title of Document | Retains Record Copy and Type | Dean’s Office Copy and Type | Department Copy and Type | Retention Time | Description of Document |
|---|---|---|---|---|---|
| (1) Computer System Maintenance Records | IT | OIT | yes digital & paper | For life of system or component for records related to system or component repair or service; until superseded for records related to regular or vital records backups | Explanation: This series documents the maintenance of the institution’s computer systems and is used to insure compliance with any warranties or service contracts, schedule regular maintenance and diagnose system or component problems, and document system backups. Records may include: computer equipment inventories; hardware performance reports; component maintenance records (invoices, warranties, maintenance logs, correspondence, maintenance reports, and related records); system backup reports; and backup tape inventories. |
| (2) Computer System Program Documentation Records | IT | OIT | Yes paper | For the life of the system | Explanation: This series documents the addition, modification, or removal of software from an agency computer system. Records usually fall into six categories: (a) records that document operating systems; (b) records that document the in-house creation and modification of application programs; (c) records that document the structure and form of datasets; (d) records that document the use of commercial software packages; (e) records that document the structure of the system; and (f) records that document system-to-system communication. Records may include: system overviews; operations logs; job listings; operator instruction manuals; system development logs; system specifications and changes (including narrative and flow chart descriptions); conversion notes; dataset logs; dataset inventories; dataset record layouts; hard copies of tables; data dictionaries; data directories; programming logs; program specifications and changes; record layouts; user views; control program table documentation; program listings; and commercial software manuals. |
| (4) Information System Planning and Development Records | IT | OIT | Yes paper | For life of system for implemented systems; 3 years for unimplemented systems | Explanation: This series documents the planning and development of university information systems. Although these records typically document computerized information systems, they may also document manual filing systems and microfilm systems. The records are used to insure that planned systems will help an agency fulfill its missions, are cost-effective, conform to adopted information standards, and integrate with existing agency information systems. Records may vary according to the level of documentation required for each system, but may include: information technology plans; feasibility studies; cost-benefit analyses; studies and surveys; system specifications and revisions; component proposals; technical literature; vendor literature and proposals; and correspondence. |
| (8) Software Management Records | IT | OIT | Yes paper | Until software is disposed of or upgraded | Explanation: This series documents the use of software in agency information systems. The series is used to insure that agency software packages are compatible, that license and copyright provisions are in compliance, and that upgrades are obtained in a timely manner. Records include: software purchase records; software inventories; software licenses; site licenses; and correspondence. |
| (9) Telecommunication System Management Records | IT | OIT | Yes paper | For life of system | Explanation: This series documents the creation, modification, and disposition of university telecommunications systems. Records include: equipment records; Federal Communications Commission records; repair order forms; system planning records; telecommunications maintenance contracts and service orders; and related correspondence. |
