Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 7-16
Procedures, Records, and Forms
509-335-2005

All-University Records Retention Schedules:
Information Services Records

PDF link

Title
Information Services Records

Record Series Title--Function/Purpose Location
(*Official Copy)
Retention and Disposition Action Disposition Authority No. Remarks
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.
Department* Retain for
3 backup cycles,
then destroy.
GS 14020
COMPUTER RUN SCHEDULING RECORDS
Records used to schedule computer runs, including daily schedules, run reports, run requests, and other records documenting the successful completion of a run.
Department* Retain for 30 days after
date of document,
then destroy.
GS 14015
COMPUTER USAGE FILES
Electronic files or automated logs created to monitor computer system usage. May include log-in field system usage files, charge-back files, data entry logs, and records of individual computer program usage.
Department* Retain for 6 mos. after
date of document,
then destroy.
GS 14013
DATA DOCUMENTATION
Records created during systems development or modification and used to access, retrieve, or manipulate data. May include data element dictionaries, file layouts, code books, and other related materials.
Department* Retain for 1 year after
disposition of data,
then destroy.
GS 14003 Essential
DATA OR DATABASE DICTIONARY REPORTS
Periodic printouts from a data or database dictionary system, including data element attribute reports, database schema, and related records used for reference purposes.
Department* Retain until superseded,
then destroy.
GS 14025
DATA PROCESSING OPERATING PROCEDURES
Records of procedures for data entry, computer equipment operation, production control, tape library, system backup, and other aspects of a data processing operation.
Department* Retain for 1 year after
superseded or
discontinued,
then destroy.
GS 14007 Essential
DATA PROCESSING UNIT'S COPIES OF OUTPUT REPORTS
Copies of output reports produced for clients.
Department* Retain until
acceptance by client,
then destroy.
GS 14021
DESTRUCTION (SCRATCH) REPORTS
Records documenting the destruction of electronic files stored in a tape library.
Department* Retain until superseded
OR
for 1 year after
end of fiscal year,
then destroy.
GS 14024
FINDING AIDS, INDEXES AND TRACKING SYSTEMS
Electronic indexes, lists, registers and other finding aids used to provide access to hard copy or electronic records.

Note: Finding aids, indexes, or tracking systems developed for archival records must be transferred to the University Archives along with the historical record.
Department* Retain until
disposition of
indexed data,
then destroy.
GS 14023 Essential
INFORMATION TECHNOLOGY ASSISTANCE REQUESTS
Documentation of all requests for technical assistance, including help desk requests, and the responses to those requests, as well as information on the use of computer equipment for program delivery, security and other purposes.
Department* Retain for 1 year after
date of document,
then destroy.
GS 14029
INFORMATION TECHNOLOGY PROJECT PLANNING AND DOCUMENTATION
Documentation of projects. May include program management plans, information technology proposal documentation, meeting documentation, project planning, assessment, conversion, test planning and results, implementation, contingency plans, and certification records.
Department* Retain for 6 years after
termination of project,
then destroy.
GS 14037
INPUT DOCUMENTS
Copies of record or copies of forms designed and used solely for data input and control, when the original records have been retained.
Department* Retain until after
data input and necessary verification,
then destroy.
GS 14016
NETWORK CIRCUIT FILES
Automated or paper records containing information on network circuits used by the University, including circuit number, vendor, cost per month, type of connection, software, contact person, and other relevant information. Records used to plan and implement a network and documentation of data communication service, installation or repair, including work orders, correspondence, memoranda, work schedules, and copies of building and circuit diagrams and copies of related fiscal records.
Note: For construction records see GS 21010 (Construction Documentation, General Administration Capital Projects) or GS 21011 (Construction Documentation, Non General Administration Capital Projects) in the All-Univ. Schedule: Property Mgmt. Recs. table.
Department* Retain until
circuit no longer in use,
then destroy.
GS 14031
NETWORK USAGE FILES
Electronic files or automated logs created to monitor the use of the University s network by its customers or network/ Internet usage by its employees, including, but not limited to, log-in records, security logs, and system usage files.
Department* Retain until after scheduled review/audit
OR
3 backup cycles,
then destroy.
GS 14032
NETWORK USAGE SUMMARY
Summary reports and other records created to document computer usage for reporting or other purposes.
Department* Retain for 1 year after
date of document,
then destroy.
GS 14033
OPERATING SYSTEM/HARDWARE CONVERSION PLAN
Records relating to the replacement of equipment or computer operating systems.
Department* Retain for 6 mos. after
plan implementation complete,
then destroy.
GS 14009 Essential
PROGRAM LISTING AND SOURCE CODE
Source code that is compiled to generate the machine language instructions used to operate an automated information system.

Destroy remaining codes 1 year after discontinuance of system.
Department* Retain for 2 update cycles plus 1 year after
code is modified or replaced,
then destroy.
GS 14004 Essential
SERVER LOGS
Provides a record of server functions. May include, but is not limited to: system processes, access logs, process tracking, error messages, logs related to any special server functions or roles.
Department* Retain for 1 month after
date of daily record,
then destroy.
11-12-63649
SITE AND EQUIPMENT SUPPORT FILES
Records documenting support and maintenance services provided to specific data processing equipment or installations, including site visit reports, program and equipment service reports, service histories, and related correspondence and memos.
Department* Retain for 1 year after
disposition of equipment,
then destroy.
GS 14026
SOFTWARE INVENTORY AND REGISTRATION FILE
Provides a record of computer software programs with version, manufacturer, and purchase order information updated as needed, and software license registration cards for proof of purchase.
Department* Retain until
software disposed of,
then destroy.
11-12-63516
SOFTWARE REVIEW FILES
Records related to the review and recommendation of software for University use, including vendor information, manuals, software reviews, and related material.
Department* Retain until
software no longer
in use,
then destroy.
GS 14028
SUMMARY COMPUTER USAGE REPORT
Summary reports and other paper records created to document computer usage for reporting or cost recovery purposes.
Department* Retain for 6 mos. after
date of document,
then destroy.
GS 14014
SUMMARY OF EXTRACTED DATA FILES
Summary or aggregate data from a master file or database created solely to distribute data to individuals or program units for reference and use, but not altered or augmented to support program specific needs.
Department* Retain until
data distributed,
then destroy.
GS 14022
SYSTEM AND DATABASE BACKUP FILES
Copies of system files and databases, application software, logs, directories and other records needed to restore a system and its data in the event of system or data loss. May include records of the location and status of backup copies.
Department* Retain for
3 backup cycles,
then destroy.
GS 14011 Essential
SYSTEM DOCUMENTATION
Records documenting the use, operation and maintenance of the University s automated information system, including but not limited to user manuals, system requirements for software, hardware and the operating system, hardware configurations and equipment control systems.
Department* Retain until after
hardware or software is discontinued, but not before data is migrated to a new system,
then destroy.
GS 14008 Essential
SYSTEM SPECIFICATIONS
Manufacturer and/or user and operational documentation describing system operations, including, but not limited to, system documentation records, user guides, system flowcharts, and input/output specifications.
Department* Retain for 1 year after
disposition or transfer of system data to new system,
then destroy.
GS 14002 Essential
SYSTEM USERS ACCESS FILES
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 and access authorization files.
For WSU purposes, this series includes, but is not limited to, telephone authorization code files for administrators, and access authorizations for Administrative Information Systems applications, myWSU, and the financial and student data warehouses.
Department* Retain for 2 years after
termination of
user account,
then destroy.
GS 14012 Essential
SYSTEMS AND APPLICATIONS DEVELOPMENT
Records created and used to develop, redesign or modify an automated system or application, including, but not limited to, user requirements, status reports, and correspondence.
Department* Retain for 1 year after
disposition or transfer of system data to new operating environment,
then destroy.
GS 14001 Essential
TECHNICAL PROGRAM DOCUMENTATION
Documentation of program code, flowchart, maintenance log, system change notices, and other records documenting functions of and modifications to computer programs.
Department* Retain for 1 year after
authorized retention of the data,
then destroy.
GS 14005 Essential
TELECOMMUNICATIONS REPORTS AND INFORMATION
Telecommunications-related reports and information. May include toll free reports and usage information, voicemail and telephone calling information reports, individual telephone calling information requests, and automated call distribution (ACD) data.
Department* Retain for 1 year after
end of fiscal year,
then destroy.
GS 08005
TEST DATA BASE FILES
Routine or benchmark data sets, related documentation, and test results constructed or used to test or develop a system.
Department* Retain until
no longer needed, but not before acceptance of test results,
then destroy.
GS 14006
VALID TRANSACTION FILES
Records used to update and/or document a transaction in a database or master file, including, but not limited to, valid transaction files, DBMS files, and similar records. These records are not retained to document a program unit action or for audit purposes.
Department* Retain for
3 backup cycles,
then destroy.
GS 14018
WORK OR INTERMEDIATE FILES
Records used to facilitate the processing of a specific job or run, or used to create, update, modify, transfer, manipulate, or sort data within an automated system when all transactions are captured in a master file, valid transaction file or database, in cases where the file is not required to provide an audit trail.
Department* Retain until
completion of transaction,
then destroy.
GS 14017