RRDS Information Management Systems

Records Retention & Disposition Schedule

Information Management Systems

Schedule Number: 166-450-0060


Computer Services Disaster Recovery Plans
Schedule Number: 166-450-0060 (1)

Records document the steps to take in case of a major disaster which has destroyed or compromised the operations of the department.
Components of the recovery plan include but are not limited to:

  • Data restoration including steps to be taken to reload data, recover data, reconnect networks, reestablish telephone connections, and reconnect modems and data phones,
  • Equipment restoration including contacts with equipment suppliers and a list of replacement equipment to be purchased,
  • Physical plant repair which includes a description of equipment needed and steps to be taken to repair the physical plant and its infrastructure such as electrical and air conditioning systems,
  • Related procedures and needs dealing with risk management, public relations, and financial issues.

Retention: until superseded
Disposition: destroy
Responsible unit: Computer Services

SEE ALSO: Business Continuity and Recovery Plans


Computer System Maintenance Records
Schedule Number: 166-450-0060 (2)

Records document the maintenance of computer systems and are used to ensure compliance with any warranties or service contracts; schedule regular maintenance; diagnose system or component problems; and document system backups. Records may include but are not limited to:

(a)
Component maintenance records (invoices, warranties, maintenance logs, correspondence, maintenance reports, and related records),
Computer equipment inventories,
Hardware performance reports,
Related documentation,
Other records related to system or component repair or service.
Retention: life of system or component

(b)
Backup tape inventories,
System backup reports,
Other records related to regular or essential records backups.
Retention: until updated or obsolete

Disposition: destroy
Responsible unit: Computer Services


Computer System Program Documentation
Schedule Number: 166-450-0060 (3)

Records document the addition, modification, or removal of software from a computer system. Records usually fall into six categories: 

  1. records that document operating systems;
  2. records that document the in-house creation and modification of application programs;
  3. records that document the structure and forms of datasets;
  4. records that document the use of commercial software packages;
  5. records that document the structure of the system; and
  6. records that document system-to-system Communication.

Records may include but are not limited to:

Commercial software manuals,
Control program table documentation,
Conversion notes,
Data dictionaries, 
Data directories
Dataset inventories,
Dataset logs,
Dataset record layouts,
Hard copies of table,
Job listings,
Operations logs,
Operator instruction manuals,
Program listings,
Program specifications and changes,
Programming logs,
Record layouts,
System development logs
System overviews,
System specifications and changes,
User views,
Related documentation.

Retention: for the life of the system
Disposition: destroy
Responsible unit: Computer Services

SEE ALSO: 
Computer System Maintenance Records
Information System Planning and Development Records
Software Management Records


Information System Planning and Development Records
Schedule Number: 166-450-0060 (4)

Records document the planning and development of 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 ensure that planned systems will help the department fulfill its missions, are cost-effective, conform to adopted information standards, and integrate with existing information systems. Records may vary according to the level of documentation required for each system and may include but are not limited to:

Component proposals,
Cost-benefit analyses, 
Department or program studies and surveys, 
Feasibility studies,
Information technology plans,
System specifications and revisions,
Technical literature,
Vendor literature and proposals,
Related correspondence and documentation.

Retention: 
(a) Implemented systems: for the life of the system
(b) unimplemented systems: 3 years

Disposition: destroy
Responsible unit: Computer Services

SEE ALSO: Computer System Program Documentation


Software Management Records
Schedule Number: 166-450-0060 (5)

Records document the use of information systems software. Records are used to ensure that software packages are compatible, that license and copyright provisions are complied with, and that upgrades are obtained in a timely manner. Records may include but are not limited to:

Site licenses,
Software inventories,
Software licenses,
Software purchase records,
Related correspondence and documentation.

Retention: Until software is disposed of

SEE ALSO: Software Licensing Agreements