Georgia Archives

University System of Georgia

State Government Records Retention Schedule

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CATEGORY:  INFORMATION TECHNOLOGY – 04   [ Total entries: 4 ]

GASC-04-001 | Computer System Documentation, Management, and Maintenance Records

Description:  Records documenting the addition, modification, maintenance, and removal of software and/or hardware from an agency's computer system. Records may include: computer equipment inventories; hardware performance reports; component maintenance records; system backup reports; backup tape inventories; system overviews; operations logs; job listings; system development logs; system specifications and changes; conversion notes; dataset logs; dataset inventories; dataset record layouts; hard copies of tables; data dictionaries; programming logs; program specifications and changes; record layouts; user views; control program table documentation; program listings; instruction manuals; software purchase records; software inventories; and licenses.

Retention:  Computer Equipment Inventories: 4 years after surplussed and all audit requirements have been met; Records related to backup: Retain for 2 backup cycles; All other records: Life of system, software, or component and all audit requirements have been met.


GASC-04-002 | Information System Planning and Development Records

Description:  This series documents the planning and development of agency information systems. Records may include: information technology plans; feasibility studies; cost-benefit analyses; studies and surveys; system specifications and revisions; component proposals; technical literature; and vendor literature and proposals.

Retention:  Implemented systems: Life of system and all audit requirements have been met; Unimplemented systems: Useful life.


GASC-04-003 | Network, Computer, and Server Password and Security

Description:  Records documenting the issuance or selection of a network password and the administration of security and monitoring of the agency's network, servers, and computers.

Retention:  1 year after superseded or the employee separates from the agency, and all audit requirements have been met.

Archival Instructions:  Vital Record - duplicate and store offsite


GASC-04-004 | System Architecture Documents and Wiring Schemas

Description:  Records documenting the location of wiring and the design of the overall agency network environment.

Retention:  Until superseded or obsolete and all audit requirements have been met.


Georgia Archives, 5800 Jonesboro Road, Morrow, GA  30260
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