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.
(1) Computer System Maintenance Records
(2) Computer System Program Documentation Records
(3) Computer System Security Records
(4) Forms Development Records
(5) Information System Planning and Development Records
(6) Microfilm Quality Control Records
(7) Software Management Records
(8) Telecommunication System Management Records
(1) Computer System Maintenance
Records
This series documents 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: Information Services, Units
Retention: For life of system or component for records
related to system or component repair or service; until superseded or
obsolete for records related to regular or vital records backups
(2) Computer System Program
Documentation Records
This series documents the addition, modification, or removal of
software from an agency computer system. Records usually fall
into six categories: (a) records that document operating systems;
(b) records that document the in-house creation and modification
of application programs; (c) records that document the structure
and form of datasets; (d) records that document
the use of commercial software packages; (e) records that document
the structure of the system; and (f) 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: Information Services, Units
Retention: For the life of the system
(3) Computer System Security
Records
This series documents 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 User Account Renewal Forms"
which are used to track Banner user accounts to ensure appropriate access to various
databases.
Record Copy: Information Services, Units
Retention: 3 years for system access logs; 3 years after superseded
or obsolete for all other records
Other copies: Units
Retention: 1 year for system access logs; 1 year after superseded
or obsolete for all other records
(4) Forms Development Records
This series documents 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 superceded or obsolete
(5) Information System Planning
and Development Records
This series documents 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: Information Services, Units
Retention: For life of system for implemented systems;
3 years for unimplemented systems
(6) Microfilm Quality Control
Records
This series documents 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: Archives, Units
Retention: For the same retention period as related microfilm
(7) Software Management
Records
This series documents the use of software in agency information
systems. The series is used to insure that agency 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: Information Services, Units
Retention: Until software is disposed of or upgraded
(8) Telecommunication System
Management Records
This series documents 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