Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 450 - COMMUNITY COLLEGES › Section 166-450-0060 - Information Management Systems

Current through Register Vol. 63, No. 7, July 1, 2024
The General Schedule is applicable to the information
				management records of community colleges. Retention periods apply to the
				official 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
				166-030-0027  before disposing of
				records.
(1)
Computer Services
			 Disaster Recovery Plans
: Records document the steps to take in case of a
			 major disaster which has destroyed or compromised the operations of the
			 department. Components of the recovery plan include but are not limited to
			 physical plant repair which includes a description of equipment needed and
			 steps to be taken to repair the physical plant and its infrastructure such as
			 electrical and air conditioning systems; equipment restoration including
			 contacts with equipment suppliers and a list of replacement equipment to be
			 purchased; data restoration including steps to be taken to reload data, recover
			 data, reconnect networks, reestablish telephone connections, and reconnect
			 modems and data phones; and related procedures and needs dealing with risk
			 management, public relations, and financial issues. (Minimum retention: Until
			 superseded).
(2)
Computer
			 System Maintenance Records
: Records document the maintenance of computer
			 systems and are used to ensure compliance with any warranties or service
			 contracts; schedule regular maintenance; diagnose system or component problems;
			 and document system backups. Records may include but are not limited to
			 computer equipment inventories; hardware performance reports; component
			 maintenance records (invoices, warranties, maintenance logs, correspondence,
			 maintenance reports, and related records); system backup reports; backup tape
			 inventories; and related documentation. (Minimum retention: Records related to
			 system or component repair or service: Life of system or component; Records
			 related to regular or essential records backups: Until updated or
			 obsolete).
(3)
Computer System
			 Program Documentation
: Records document the addition, modification, or
			 removal of software from a computer system. Records usually fall into six
			 categories:
1) records that document
			 operating systems;
2) records that
			 document the in-house creation and modification of application programs;
3) records that document the
			 structure and forms of datasets;
4)
			 records that document the use of commercial software packages;
5) records that document the structure of the
			 system; and
6) records that
			 document system-to-system communication. Records may include but are not
			 limited to system overviews, operations logs, job listings, operator
			 instruction manuals, system development logs, system specifications and
			 changes, conversion notes, dataset logs, dataset inventories, dataset record
			 layouts, hard copies of table, data dictionaries, data directories, programming
			 logs, program specifications and changes, record layouts, user views, control
			 program table documentation, program listings, commercial software manuals and
			 related documentation. SEE ALSO: Information System Planning and Development
			 Records, Software Management Records, and Computer System Maintenance Records,
			 this section. (Minimum retention: For the life of the system).