Spreadsheet: 0961dd42-fe80-47cb-8094-dfe313a9e729
Sheet: Sheet1

Dataset | Description | Owning USOE Section | Owner | State Archives/GRAMA Retention | Retention Practice If Different Than Archives/Grama | [NAME] | Backup Frequency | Number of Tables | Size in GBs | Update Frequency | Platform (OS/DBMS) | Other Notes
MAJOR
Warehouse | Cumulative student level data from all LEAs and state assessments | Assessment & Accountablity, Curriculum, Finance | IT Manager | not defined | permanently | Disk to Disk and Disk to Tape | incremental daily w/1 week retention, full monthly w/1 year retention | 100's ? | 40 ? | Multiple times per year.  Two major: Oct 1, July 15 | Windows/Sybase
Clearinghouse | Data dictionary and interface between LEAs and USOE for Data Warehouse popluation | Computer Services | Clearinghouse IT Analyst | not defined | 3 Years | Disk to Disk and Disk to Tape | incremental daily w/1 week retention, full monthly w/1 year retention | 10's ? | 20 ? | Three (Oct 1, Dec 1, July 15 | Windows/SQL Server
SIS (Student Information Systems) | LEA Student accounting for hosted LEAs, schedules, grades, attendance | Each LEA is responsible, USOE is the provider of SIS2000, hosting optional | IT Manager for SIS2000 hosting | Transcripts permanently, non-transcript data is generally  1-7 years or graduation or 1 yr after graduation depending on type of data.  See notes here and at bottom of sheet. |  | Disk to Disk and Disk to Tape | incremental daily w/1 week retention, full monthly w/1 year retention
FIS (Fiscal Information Systems) | LEA Financial accounting for hosted LEAs, general ledger, payroll, payables | Each LEA is responsible, USOE is the provider of FIS Utah, hosting optional | IT Manager [NAME] hosting | POs 4 yrs after FY end , receipts 3 after FY , warrants 5 after FY  - base similar - most reports 4 years or permanently | All documents should be kept 5 years.  Personnel (HR files) 65 yrs after retirement or separation.  All documents kept 5 years after end of fiscal year. Personnel (accounting type) - 2 yrs.  BUT Inreality LEAs keep payroll data 45 years because many time people need data for tax records or protests.
Assessments | High stakes end of level summative tests including: CRTs, DWA, Iowa, UALPA, UBSCT | Assessment Section | Assessment Director |  | Answer documents and [NAME]; electronic scores and subscores permanently. Kept a LEA too.
SSID (Statewide Student Identifier) | Central database and clearinghouse for unique student identifiers | Computer Services | Computer Services Director |  | permanently
RIMS (Recommended Instructional Materials System) | Print and electronic instruction resources with evaluations, reviews, vendors data | Curriculum Section | Computer Services Director |  | check with Curriculum
[NAME] (Budgeting and Accounting System for Education) | Provides for distribution of public education funds to LEAs and programs, interfaces to state finance. | Accounting Section | Computer Services Director | POs 4 yrs after FY end , receipts 3 after FY , warrants 5 after FY  - base similar - most reports 4 years or permanently | All documents kept 5 years after end of fiscal year. Personnel (accounting type) - 2 yrs
CACTUS (Credeitials Assignments and Characteristics of Teachers in Utah Schools) | Credeitials, assignments, demographics, experience of Utah educators | Educator Quality Section | Educator Quality Director |  | permanently -  65 yrs after retirement or separation
COACH | Subsystem of CACTUS for tracking Utah public school athletic coaches | Educator Quality Section | Educator Quality Director |  | permanently -  65 yrs after retirement or separation
IRIS (Integrated Rehabilitation Information System) | Client tracking and authorization and payments system and database, interface to state finance. | Utah State Office of Rehabilitation | USOE Director |  | check with CTE
PATI (Program Approval for Technology Instruction) | Career and Technology Education., | Career and Technology Education Section | CTE Director |  | check with CTE
SFR (School Finance Reporting, AFR, S3) | Yearly collection of various financial datasets from LEAs, especially Annual Financial Reports. | School Finance and Statistics Section | School Finance and Statistics Director |  | check with School Finance & Stats
U-PASS (Utah Performance Assessment for School Students) | State public education accountability system | Accountability Section | Accountability Director |  | permanently
NCLB (No Child Left Behind) | Federal public education accountability system | Accountability Section | Accountability Director |  | permanently
Concurrent Enrollment | Data about public school students enrolled in college level course work.  Provided by [NAME] and Utah State Board of Regents. | Curriculum Section | Curriculum Director |  | check with Curriculum
Graduate Intentions ??? Does this exist anymore ??? |  |  |  |  | check with Curriculum
SCRAM Reporting | Data about special education students which exists to a large extent for federal reporting. | Special Education Section | Special Education Director |  | check with Special Education
Transportation | Data about school bus transportation including drivers, passengers, routes etc. | School Finance and Statistics Section | School Finance and Statistics Director |  | check with School Finance & Stats
[NAME] and [NAME] |  |  |  |  | check with Assessment
Assessment Ordering | Orders at school level of the Number and types of assessments to be administered by USOE both online and paper and pencil. | Assessment Section | Assessment Director |  | check with School Finance & Stats
CNP (Child Nutrition Programs) | Taking of claims by and payments to providers statewide.  Also commodities management.  From eternal vendor: | Child Nutrition Programs Section | CNP Director |  | check with School Finance & Stats
Adult Education | SIS for adult education students | Career and Technology Education Section | CTE Director |  | check with CTE
YIC (Youth in Custody) | Youth in Custody SIS | Career and Technology Education Section | CTE Director |  | check with CTE
E-mail | Enterprise e-mail system using MS Exchange server and [NAME]. | Computer Services | Computer Services Director | Not clearly defined | 3 years from send or receive date.  But other e-mail application data like contacts and schedules are under control of the user
H: | Individual "home" folders | Computer Services | Computer Services Director |  | At descretion of user
G: | Section "Group" folders | Computer Services | Computer Services Director |  | At descretion of section
Static Websites | Public facing information and linking pages | Each section & PR | Section Director & PR |  | At descretion of section, must be backed up by database data
OTHERS
Official Boards and Committees (Official by statute?) - Record, Duplicate and Copies | Utah State School Board Documents, Official Record Copies and Duplicates | State School Board | Board Secretary | - Record copy: Permanent. Retain by agency for 3 years and then transfer to State Archives. - Duplicate copies: Retain by agency for 5 years and then destroy.
IT Systems and Planning Docs | data dictionary, business rules, report definitions, calendars (collection and production), database schemas, source code, planning, work/project schedules | Computer Services | Controller |  | permanently
Billing/invoicing | Various business documents and database including: purhase orders, payroll, warrants, ledger entries,  receipts etc. | Accounting Section | Controller |  | 5 yrs
Reference copies of vouchers, bills, and invoices, relating to the installation, change, removal, and servicing of equipment. | Vouchers, bills, and invoices, relating to the installation, change, removal, and servicing of equipment. 5 years | Accounting Section | Controller |  | 5 yrs
Data Entry Forms | Applies to paper as well electronic Windows based documents. | Accounting Section | Controller |  | Data entry forms - 3 yrs
PR General | Web based public relations data, what, where and when released | State School Board & Public Relations | PR Director |  | 5 yrs
PR such as complaints to the board | Letters, e-mails etc. | State School Board & Public Relations | PR Director & Board Secretary |  | 10 yrs
RFPs and Contracts | Solicitations and contracts with vendors. | Accounting Section | [NAME] |  | 5 yrs
Contract Appeals | Problems between USOE and vendors. | Accounting Section | [NAME] |  | 10 yrs
HR - Maintained by central state system | Personnel files and related information like payroll and leave balances. | Human Resources | [NAME]
Education Records at the Utah State Archives (Ongoing Only) - Note, these do not correspond to retention schedules which are for more general datasets. | This section represents only part of the records available at the Utah State Archives pertaining to education in Utah. The following listed series contain publications and reports. For additional records or descriptions of the series listed below, check the catalog of the Utah State Archives.  [NAME]
USOE Annual Reports, 1864-[ongoing] (Series 84427)
USOE Legislative Program Manuals, 1967-[ongoing] (Series 84436)
USOE School Finance Reference Manuals, 1979-[ongoing] (Series 10816)
USOE Budget and Appropriation Requests, 1967-[ongoing] (Series 3269)
USOE Directories, 1967-[ongoing] (Series 10641)
USOE School Directories, 1914-[ongoing] (Series 10819)
USOE [NAME], 1941-[ongoing] (Series 4595)
USOE Salary Schedule Information Reports, 1966-[ongoing] (Series 10820)
FOR OTHERS SEE: http://historyresearch.utah.gov/guides/education.htm FROM State Office of Education. Certification and Personnel Development. Certification Standards Manuals, 1951-[ongoing] (Series 84800) AND the following
NOTES ABOUT GRAMA & RECORD RETENTION | State law requires that “the chief administrative officer of each governmental entity (e.g. the Jordan district superintendent) shall ensure that officers and employees of the.   governmental entity that receive or process records requests receive required training on the procedures and requirements of Utah Code 63-2 [GRAMA].” Here is a recommended sequence of activities to help move the district or USOE toward compliance:  •          Read GRAMA – archives.utah.gov/recmanag/govlaw.htm •          Appoint a records officer – archives.utah.gov/recmanag/guidelin.htm •          Schedule training – archives.utah.gov/recmanag/training.htm  •          Get immediate expert advice –  [NAME], Records Analyst with the Utah State Archives responsible for school districts, at [EMAIL] or (801) 531-3866   Districts — or their schools, depending on how a district organizes its records — maintain the “record” (official) copy of student records. Some student records — such as transcripts —  are in fact permanent. The periodic Clearinghouse file uploads of partial student data are fed into the Data Warehouse for long term storage, but the Warehouse is not an archive from which individuals can request data about themselves, it is a data source for statistical reporting. The records retention schedule for school districts is at: archives.utah.gov/recmanag/grs/sdlist.htm  Student records specifically are covered at: [NAME]
 | For General Archieve Information About Education Data See: http://historyresearch.utah.gov/guides/education.htm
 | Companies must identify the departments and employees with custody of the data, and they must create a stewardship that includes a container expert (data source), content expert, or business unit that owns the data -- and a policy owner for retention, privacy, and security
 | From [NAME] in regards to Federal Rules of Civil Procedure (FRCP): ... under the U.S. Constitution, a state can’t be sued in federal court unless the state agrees to accept the court’s jurisdiction.  Thus, the Federal Rules of Civil Procedure are inapplicable to us for the most part and there have been no federal cases against the state board. We need to concern ourselves with the state records law, which should bring us into as much compliance as we need with the Federal Rules.     .       We need to concern ourselves with the state records law, which should bring us into as much compliance as we need with the Federal Rules.We need to concern ourselves with the state records law, which should bring us into as much compliance as we need with the Federal Rules.
QUESTIONS:
 | Monthly fullback tapes are kept offsite 1 year before recycling or destruction, weekly tapes 1 month
 | Do SIS DBs keep the necessary student data for the correct length of time?  Is this done within one DB or is one history DB created for each year?  ANS: