OAR 166-475-0070
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.
Computer
System Maintenance Records
OAR 166-475-0070(1)
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.
Retention:
(a) For life of system or component for records related
to system or component repair or service;
(b) until superseded for records related to regular or vital records backups
Computer System Program Documentation Records
OAR 166-475-0070(2)
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.
Retention: For the life of the system
Computer System Security Records
OAR 166-475-0070(3)
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.
Retention:
Record Copy (Information Services/IT Department, or administering
unit):
(a) 3 years for
system access logs
(b) 3 years after superseded or obsolete for all
other records
Other copies (Users/receiving departments/units): 1 year
Forms
Development Records
OAR 166-475-0070(4)
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.
Retention: Until superceded
or obsolete
Information System Planning and Development Records
OAR 166-475-0070(5)
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.
Retention:
(a) For life of system for
(records relating to) implemented systems
(b) 3
years for (records relating to) unimplemented systems
Microfilm Quality Control Records
OAR 166-475-0070(6)
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.
Retention: For the same retention period as related microfilm
Software
Management Records
OAR 166-475-0070(7)
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.
Retention: Until software is disposed of or upgraded
Telecommunication System Management Records
OAR 166-475-0070(8)
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.
Retention: For life of system
Maintained by OUS Records Management Services
ryan_hagemann@ous.edu
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