University Archives: Records Retention Schedule

Functional Sections: Information Management Records

166-475-0070

This General Schedule is applicable to the Information Management records of the Oregon University System. Retention periods apply to the record copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 before disposing of records.

List of Series

• Computer System Maintenance Records
• Computer System Program Documentation Records
• Computer System Security Records
• Forms Development Records
• Information System Planning and Development Records
• Microfilm Quality Control Records
• Software Management Records
• Telecommunication System Management Records

1. Computer System Maintenance Records

Records document 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.

Record Copy: Units

Retention: (a) For life of system or component for records related to system or component repair or service, destroy; (b) Until superseded or obsolete for records related to regular or vital records backups, destroy.

2. Computer System Program Documentation Records

Records document the addition, modification, or removal of software from an institutional, departmental or office computer system. Records usually fall into six categories -- records that document operating systems; records that document the in-house creation and modification of application programs; records that document the structure and form of datasets; records that document the use of commercial software packages; records that document the structure of the system; and 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.

Record Copy: Units

Retention: For the life of the system, destroy.

3. Computer System Security Records

Records document the security of an institution, department, or office computer system. Records may include but are not limited to employee access requests, passwords, access authorizations, system access logs, encryption keys, and related documentation. This series also includes “Banner Request for Access Forms” which are used to track Banner user accounts to ensure appropriate access to various databases.

Record Copy: Information Services

Retention: (a) 3 years for system access logs, destroy; (b) 3 years after superseded or obsolete for all other records, destroy.

Other Copies: Units

Retention: 1 year for system logs; 1 year after superseded or obsolete for all other records.

4. Forms Development Records

Records document the development of new or revised forms within the institution and is used to provide a history of previous forms. Records may include sample forms; drafts; revisions; form logs/listing; proposals; authorizations; and illustrations.

Record Copy: Units

Retention: Until superseded or obsolete, destroy.

5. Information System Planning and Development Records

Records document 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.

Record Copy: Units

Retention: (a) For life of system for implemented systems, destroy; (b) 3 years for unimplemented systems, destroy.

6. Microfilm Quality Control Records

Records document that microfilm produced by or for system institutions conforms to the specifications required by Oregon Administrative Rules 166-025-0005 to 166-025-0030. Records may include: microfilmed records lists; microfilm reel indexes; service bureau transmittals; film inspection reports; methylene blue certifications; Security Copy Depository transmittals; camera/processor/duplicator inspection reports; equipment and operator logs; and correspondence.

Record Copy: Image Services, University Archives, Units

Retention: For the same retention period as related microfilm, destroy.

7. Software Management Records

Records document the use of software in university information systems. The series is used to insure that university 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.

Record Copy: Units

Retention: Until software is disposed of or upgraded, destroy.

8. Telecommunication System Management Records

Records document 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.

Record Copy: Telecommunications

Retention: For life of system, destroy.