Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

« Return to Normal View   |   Print Page

Technology Authority, Georgia   [ Total entries: 34 ]


0980-0020 | Agency Requested Summary or Extracted Data File

Description:  Summary or aggregate data from a master file or database, including snapshot of data, created solely to distribute data to requesting entity for their reference and use

Retention:  Retain for useful life (i.e. destroy after distribution of data to customer)

Vital Record:  FALSE


0980-0001 | Agency Submitted Information Technology Planning Records

Description:  Records (agency plans submitted to GTA, including data processing services plans, strategic plans, and related records) concerning planning for information systems development, technology acquisitions, data processing services, or related areas

Retention:  2 years after such record is superseded or obsolete

Vital Record:  FALSE


0980-0006 | Application or System Development Project Files

Description:  Records concerning the development, redesign, or modification of an automated system or application.

Retention:  2 years after completion of project and when useful life of records to GTA ends

Vital Record:  FALSE


0980-0004 | Cancelled Procurement and Competitive Selection Records

Description:  Records documenting bids, quotes, or proposals by vendors to supply products or services to an agency

Retention:  30 calendar days

Vital Record:  FALSE


0980-0014 | Computer Run Scheduling Records

Description:  Records concerning the scheduling of computer runs, including daily schedules, run reports, run requests, and other records documenting the successful completion of a run

Retention:  Retain for useful life

Vital Record:  FALSE


0980-0008 | Data Documentation Records

Description:  Records (sometimes known as metadata) concerning the development and/or modification of and the access, retrieval, manipulation, and interpretation of data in an automated system

Retention:  2 years after discontinuance of system or application and after system's or application's data have been destroyed or transferred to another structure or format

Vital Record:  FALSE


0980-0019 | Data Processing Unit Copies of Customer Output Reports

Description:  Data processing unit's copy of output reports, produced for a GTA customer

Retention:  Retain for useful life (i.e. destroy after distribution of data to customer)

Vital Record:  FALSE


0980-0021 | Data/Database Dictionary Files

Description:  Records concerning the management of data in an agency's information systems and that explain the meaning, purpose, logical relationships, ownership, use, or origin of data

Retention:  3 years after discontinuance or modification of the related application and after application data has been destroyed or transferred to new structure or format; agency owners of data have responsibility for their individual data

Vital Record:  FALSE


0980-0022 | Data/Database Dictionary Reports Files

Description:  Periodic printouts from a data/database dictionary system, including data element attribute reports, database schema, and related records used for reference purposes

Retention:  Retain for useful life

Vital Record:  FALSE


0980-0018 | Database or System Audit File

Description:  Data generated during the creation of a master file or database, used to validate a master file or database during a processing cycle

Retention:  Retain for useful life

Vital Record:  FALSE


0980-0034 | Disaster Preparedness and Recovery Planning Records

Description:  Records concerning the protection and reestablishment of data processing services and equipment in case of a disaster

Retention:  Retain for useful life

Vital Record:  FALSE


0980-0028 | Electronic Mail (E-mail)

Description:  A message or messages (which may have data file attachments) sent or received through an application or system designed for sending and receiving messages electronically over a computer network

Retention:  Content of individual e-mail determines retention period; see state common schedules

Vital Record:  FALSE


0980-0030 | Employee Internet Use Log Records

Description:  Electronic files or automated logs (including proxy server logs) created to monitor and control use of the Internet by GTA employees

Retention:  1 year

Vital Record:  FALSE


0980-0025 | Finding Aids (Indexes)/Tracking System Files

Description:  Electronic indexes, lists, registers, and other finding aids providing access to records in paper and electronic format in the custody of the data processing unit

Retention:  Retain for useful life

Vital Record:  FALSE


0980-0002 | Hardware and Software Review Records

Description:  Records concerning the review of hardware and software for GTA or other state use; includes vendor information, manuals, reviews, and other related records

Retention:  Retain for useful life

Vital Record:  FALSE


0980-0027 | Help Desk Log and Report Records

Description:  Records concerning requests for technical assistance and responses to these requests as well as the collection of information on the use of computer equipment for program delivery, security, or other purposes

Retention:  2 years

Vital Record:  FALSE


0980-0032 | Information Security Assessments

Description:  Records including test results, logs, and reports that detail or summarize vulnerabilities to systems

Retention:  2 years from completion of assessment

Vital Record:  FALSE


0980-0033 | Information Security Incident File Records

Description:  Records concerning investigated incidents involving unauthorized attempted entry, probes and/or attacks on electronic data processing systems, information technology systems, telecommunications networks, and electronic security systems

Retention:  1 year

Vital Record:  FALSE


0980-0015 | Input Document Records

Description:  Forms and other related records used solely for data input and control when GTA provides any type of data input services; original records are retained by owner agency

Retention:  Retain for useful life

Vital Record:  FALSE


0980-0031 | Intrusion Detection System Log Files

Description:  Routine files and logs generated by intrusion detection systems

Retention:  Retain for useful life

Vital Record:  FALSE


0980-0029 | Local Area Network Usage Records

Description:  Electronic files or automated logs created to monitor local area network usage; includes log-in files, system usage files, summary reports, and other related records created to document computer usage for reporting or other purposes

Retention:  Retain for useful life

Vital Record:  FALSE


0980-0023 | PeopleSoft Financial System Data Archive Records

Description:  Summary or aggregate data from a master file or database, including snapshot of data, created solely to free up capacity or otherwise remove older data from the master file or database; data is not altered or augmented to support program specific needs

Retention:  3 years; agency owners of data have retention responsibility for their individual data; this retention applies only to GTA Financial Systems as the system operator

Vital Record:  FALSE


0980-0024 | PeopleSoft HRMS Data Archive Records

Description:  Summary or aggregate data from a master file or database, including snapshot of data, created solely to free up capacity or otherwise remove older data from the master file or database; data is not altered or augmented to support program specific needs

Retention:  3 years; agency owners of data have retention responsibility for their individual data; this retention applies only to GTA Financial Systems as the system operator

Vital Record:  FALSE


0980-0017 | Print File

Description:  Source output data extracted from the system to produce hard copy publications, printouts of tabulations, ledgers, registers, reports, and similar records for purposes internal to IT operations and for application users in client program units

Retention:  Retain for useful life (i.e. until any applicable GTA verification and quality control procedures are completed); print files needed for fiscal audits or retained to document transactions should be separately scheduled by the responsible program unit

Vital Record:  FALSE


0980-0012 | Quality Assurance Files

Description:  Records concerning the adherence of applications and systems development procedures and products to established policies, processes, architectures, deliverables, performance metrics, budgetary allocations, and deadlines; includes reviews and assessments

Retention:  2 years after replacement or obsolescence or associated application or system

Vital Record:  FALSE


0980-0009 | Source Code Files

Description:  Automated program code that generates the machine-language instructions used to operate an automated information system

Retention:  2 years after associated source code is superseded or obsolete

Vital Record:  FALSE


0980-0013 | Summary Computer Usage Reports File

Description:  Summary reports and other records documenting computer usage for reporting or cost recovery purposes

Retention:  Retain for useful life

Vital Record:  FALSE


0980-0026 | System Backup Files

Description:  Copies of master files or databases, application software, logs, directories, and other records needed to restore a system in case of a disaster or inadvertent destruction

Retention:  Destroy in accordance with responsible business unit's established written regular backup plan and procedures; if there is no written plan, retain for 12 months from creation

Vital Record:  FALSE


0980-0007 | System Documentation Records

Description:  User and operational documentation describing how an application system operates from a functional user and data processing point of view.

Retention:  2 years after discontinuance of system and after all data has been destroyed or transferred to another operating environment or other retrievable storage format

Vital Record:  FALSE


0980-0010 | Technical Program Documentation Records

Description:  Records concerning program code, program flowcharts, program maintenance logs, system change notices, and other records that document modifications to computer programs

Retention:  1 year after program in superseded or obsolete

Vital Record:  FALSE


0980-0011 | Test Data and Files

Description:  Records concerning benchmark data sets or test databases, test results constructed or used to test or develop a system, and other related documentation

Retention:  Retain for useful like

Vital Record:  FALSE


0980-0003 | Unselected Bid or Proposal Records

Description:  Records documenting bids, quotes, or proposals by vendors to supply products or services to an agency that are not selected for award

Retention:  180 calendar days after end of procurement or protest period, whichever is later

Vital Record:  FALSE


0980-0005 | User Charge backs for Data Processing Services

Description:  Records used to document, calculate costs, and bill program entities for computer usage and data processing services

Retention:  3 years (for all records not covered under Accounting retention schedule)

Vital Record:  FALSE


0980-0016 | Work/Intermediate Data File

Description:  Records used to facilitate the processing of a specific job/run or to process data within an automated system

Retention:  Retain for useful life

Vital Record:  FALSE


Georgia Archives, 5800 Jonesboro Road, Morrow, GA  30260
www.georgiaarchives.org