State Agency Schedule 5
Data Processing Records
Contents (or view active schedules only)
- Activity Monitoring Records (5-1)
- Batch Data Entry Control Forms (5-2)
- Computer Hardware Maintenance Records (5-5)
- Computer Job Schedules and Reports (5-3)
- Computer Transaction Reports (5-4)
- Computer Utilization and Billing Reports (5-6)
- Data Processing Planning Records (5-7)
- ***Documentation for Non-Permanent Databases (5-8) OBSOLETE
- ***Documentation for Permanent Databases (5-9) OBSOLETE
- Program Modification Documentation (5-13)
- Program Source Code (5-12)
Activity Monitoring Records (SG 5-1)
Records which monitor the activities of a data processing system. Information includes console logs, physical, and on-line access.
Retain by agency until administrative need ends and then destroy.
Batch/Data Entry Control Forms (SG 5-2)
Information on all batch or data entry records received by the mainframe.
Retain by Information Technology Services or the appropriate agency for 3 years and then destroy.
Computer Hardward Maintenance Records (SG 5-5)
Records documenting the service, repair, and inspection of computer hardware (mainframes, mini and micro computers), which also include service/maintenance agreements.
Retain by Information Technology Services or the appropriate agency for 1 year after disposal of equipment and then destroy.
Computer Job Schedules and Reports (SG 5-3)
Schedules or similar records showing computer jobs to be run, and other reports by computer operators or programmers of work performed.
Retain until administrative need ends and then destroy.
Computer Transaction Reports (SG 5-4)
Reports showing data processing transactions that were accepted, rejected, suspended, or processed.
Retain by agency for 2 years and then destroy.
Computer Utilization and Billing Reports (SG 5-6)
Records showing computer use by each agency and any charges for space or time.
Retain by Information Technology Services for 5 years and then destroy.
Data Processing Planning Records (SG 5-7)
Records created and used in the development, redesign, or modification of an automated system or application, including project management records, status reports, system or subsystem specifications, user requirements and specifications, and memoranda and correspondence. May also include studies, analyses, and short-range plans.
Permanent. Retain by the Governor's Office of Planning and Budget for 10 years.
Program Modification Documentation (SG 5-13)
Records that document modifications to computer programs. These records are maintained for reference, backup, to insure adequacy of change documentation, or to rectify errors in program implementation after related programs are replaced, modified, or cease to be used.
Retain for 1 year after related programs cease to be used and then destroy.
Program Source Code (SG 5-12)
Automated program code which generates the machine-language instructions used to operate an automated information system.
Retain by agency for 3 years after the program is discontinued and then destroy.
Page Last Updated April 11, 2017 .