5-1. Activity Monitoring Records
                 Records which monitor the activities of a data processing system.
                 Information includes console logs, physical, and on-line access.

                 Retention
                    Record copy:         Retain by agency until administrative need
                                         ends and then destroy.

                    Duplicate copies:    Retain by agency until no longer needed and
                                         then destroy.


5-2. Batch/Data Entry Control Forms
                 Information on all batch or data entry records received by the
                 mainframe.

                 Retention
                    Record copy:         Retain by the Division of Information Technologies
                                         or the appropriate
                                         agency for 3 years and then destroy.

                    Duplicate copies:    Retain by agency for 1 year and then
                                         destroy.


5-3. Computer Hardware Maintenance Records
                 Records documenting the service, repair, and inspection of
                 computer hardware (mainframes, mini and micro computers), which
                 also includes service/maintenance agreements.

                 Retention
                    Record copy:         Retain by agency for 1 year after disposal
                                         of equipment and then destroy.

                    Duplicate copies:    Retain until the equipment is sold or
                                         disposed of plus 1 year, and then destroy.


5-4. Computer Job Schedules and Reports
                 Schedules or similar records showing computer jobs to be run and
                 other reports by computer operator or programmers or work
                 performed.

                 Retention
                    Record copy:         Retain until administrative need ends and
                                         then destroy.

                    Duplicate copies:    Retain until no longer needed then destroy.

5-5. Computer Produced Output Reports
                 Machine produced reports showing transactions that were accepted,
                 rejected, suspended or processed.

                 Retention
                    Record copy:         Retain by agency for 2 years and then
                                         destroy.

                    Duplicate copies:    Retain by agency for 1 year and then
                                         destroy.


5-6. Computer Utilization and Billing Reports
                 Records showing computer use by each agency and any charges for
                 space or time.

                 Retention
                    Record copy:         Retain by agency for 5 years and then
                                         destroy.

                    Duplicate copies:    Retain by agency for 3 years and then
                                         destroy.


5-7. Data Processing Planning Records
                 Reports, studies, analysis, and short-range plans.

                 Retention
                    Record copy:         Permanent. Retain by the Information
                                         Management Commission for 10 years and then
                                         transfer to State Archives.

                    Duplicate copies:    Retain by agency for 3 years and then
                                         destroy.


5-8. Documentation
                 System documentation, program and file user operations manuals

                 Retention
                    Record copy:         Retain until program is discontinued plus 1
                                         year and then destroy. 

                    Duplicate copies:    Retain until no longer needed and then
                                                                                  destroy.


5-9. Programs and Job Control Language
                 Machine language file for tracking data in the system.

                 Retention
                    Record copy:         Retain by agency for the life of the data
                                         and then destroy.

                    Duplicate copies:    Retain until no longer needed then destroy.

Return to Table of Contents.

last modified 12/31/04