Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 9-13
Procedures, Records, and Forms
335-2005

All-University Records Retention Schedules:
Information Services Records

PDF link

Title
Information Services Records

Record Series Title--Function/Purpose

Location
(*Official Copy)

Cutoff

Retention
Period

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* 3 backup cycles 0 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* creation 30 days GS 14015  
COMPUTER USAGE FILES
Electronic files or automated logs created to monitor computer system usage, including, but not limited to, log-in field system usage files, charge-back files, data entry logs, and records of individual computer program usage.
Department* date of document 6 mos GS 14013  
DATA DOCUMENTATION
Records created during systems development or modification and used to access, retrieve, or manipulate data. Data documentation may include, but is not limited to, data element dictionaries, file layouts, and code books.
Department* disposition of data 1 yr GS 14003 Possibly
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Department* until superseded 0 GS 14025  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Department* until superseded
or
discontinued
1 yr GS 14007 Possibly
Essential
DATA PROCESSING UNIT'S COPIES OF OUTPUT REPORTS
Copies of output reports produced for clients.
Department* acceptance by client 0 GS 14021  
DESTRUCTION (SCRATCH) REPORTS
Records documenting the destruction of electronic files stored in a tape library.
Department* until superseded

or

fiscal year
0



1 yr
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.
Department* disposition of indexed data 0 GS 14023 Possibly
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* date of document 1 yr 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* termination
of project
6 yrs 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* data input and necessary verification 0 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.
Department* circuit no longer in use 0 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* scheduled review/audit
OR
3 backup cycles
0 GS 14032  
NETWORK USAGE SUMMARY
Summary reports and other records created to document computer usage for reporting or other purposes.
Department* date of document 1 yr GS 14033  
OPERATING SYSTEM/HARDWARE CONVERSION PLAN
Records relating to the replacement of equipment or computer operating systems.
Department* plan implementation complete 6 mos GS 14009 Possibly 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* code is modified or replaced 2 update cycles plus
1 yr
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* daily 1 month 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* disposition of equipment 1 yr 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* software disposed of 0 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* software no longer in use 0 GS 14028  
SUMMARY COMPUTER USAGE REPORT
Summary reports and other paper records created to document computer usage for reporting or cost recovery purposes.
Department* creation 6 mos 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* data distributed 0 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. Includes records of the location and status of backup copies.
Department* 3 backup cycles 0 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* after hardware or software is discontinued, but not before data is migrated to a new system 0 GS 14008 Possibly
Essential
SYSTEM SPECIFICATIONS
User and operational documentation describing system operations, including, but not limited to, system documentation records, user guides, system flowcharts, and input/output specifications.
Department* disposition or transfer of system data to new system 1 yr GS 14002 Possibly
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.
Department* termination of user account 2 yrs GS 14012 Possibly
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* disposition or transfer of system data to new operating environment 1 yr GS 14001 Possibly
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* authorized retention of the data 1 yr GS 14005 Essential
TEST DATA BASE FILES
Routine or benchmark data sets, related documentation, and test results constructed or used to test or develop a system.
Department* no longer needed, but not before acceptance of test results 0 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* 3 backup cycles 0 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* completion of transaction 0 GS 14017