Utah Department of Administrative Services

Division of Archives & Records Service

Dept. of Corrections Schedule 4: Data Processing Records

 

 

4-1. DATA PROCESSING PLANS AND AMENDMENTS

These are annual plans compiled by the Information Technology Bureau which forcast the automation needs for the agency. Information includes an executive summary, an agency overview and background data, an explanation of the current data processing environment, projections for expansion of the data processing environment and the budgetary impact.

RETENTION

Permanent. May be transferred to the State Archives with authority to weed.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

4-2. MANAGEMENT INFORMATION SYSTEMS DAILY LOG

This log provides a record of work assignments and problems that occur on various shifts of the Management Information Systems (MIS) section. The information contains work assignments, plans, date, shift, name of employee, problems and comments.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Protected: UCA 63G-2-305 (11)(2008).

Approved: 10/2000

 

4-3. OFFENDER BASE CRIMINAL IDENTIFICATION SYSTEM

The Offender Base Criminal Identification System (OBCIS) database is designed to provide consolidated information collected by the separate divisions within the Department. The system also provides a communications network that supports the entry and access of information on the respective file. The information is used in the publication of research reports, annual reports and other special documents. The system also provides a complete history of an offender while under the supervision of the Department.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY CLASSIFICATION

Private.

SUGGESTED SECONDARY CLASSIFICATION

Protected: UCA 63G-2-305 (11) (2008)

Approved: 10/2000

 

4-4. OFFENDER TRACKING SYSTEM

The Offender Tracking System is designed to provide consolidated information collected by the separate divisions within the Department. The system also provides a communications network that supports the entry and access of information on the respective file. The information is used in the publication of research reports, annual reports and other special documents. The system also provides a complete history of an offender while under the supervision of the Department.

RETENTION

Retain for 5 years after offender is released and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private.

SUGGESTED SECONDARY CLASSIFICATION

Protected: UCA 63G-2-305 (11) (2008)

Approved: 10/2000

 

4-5. SYSTEMS GUIDE

This manual is used by programmers and information analysts to reprogram the computer and to ascertain whether the system is operating according to design. Contents include definitions of the system including functional requirements, data requirements, system/subsystem specifications, authorizing directives, definitions of the logical and physical arrangement of the characteristics of each record, elements, or item of data in the file, including names and tags or labels (record layout), specifications of all codes used, cross reference tools, validity characteristics, and update and access conditions.

RETENTION

Retain until obsolete and then transfer to the State Archives with authority to weed.

SUGGESTED PRIMARY CLASSIFICATION

Protected: UCA 63G-2-305 (11) (2008).

Approved: 10/2000