RECORDS
90.01
Revised 8-07
Procedures, Records, and Forms
335-2005
Title | |||||
Record Series Title--Function/Purpose |
Location |
Cutoff |
Retention |
Disposition |
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 |
| 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* |
US |
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* |
US |
1 yr |
GS 14007 |
Possibly |
| 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* |
US |
0 |
GS 14024 |
|
| DISASTER PREPAREDNESS AND RECOVERY PLANS Records relating to the protection and reestablishment of data processing services in the case of a disaster. |
Department* |
US |
0 |
GS 14010 |
Essential |
| 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 University Archives along with the historical record. |
Department* |
disposition of indexed data |
0 |
GS 14023 |
Possibly |
| 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* |
FY |
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 |
6 yrs |
GS 14037 |
|
| INFORMATION-ONLY DATA EXTRACTS Source output data extracted from the system to produce publications, printouts of tabulations, ledgers, reports, or other documents when the files are not needed for audit purposes or to document program unit transactions. May include ad-hoc reports. |
Department* |
no longer needed |
0 |
GS 14019 |
|
| 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 |
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 |
|
| 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 |
30 days |
WSU--GS 10 |
|
| SITE AND EQUIPMENT SUPPORT FILES Records documenting support 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 |
6 yrs |
GS 14026 |
|
| 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 |
| 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 |
| 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 |
| 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 |
| 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 |
|