Or. Admin. Code § 166-150-0125

Current through Register Vol. 63, No. 12, December 1, 2024

Section 166-150-0125 - Information and Records Management Records

(1)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 and diagnose system or component problems; and document systems 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 and procedures, and backup tape inventories, and related documentation. SEE ALSO Technical Manuals, Specifications, and Warranties in the Public Works-Operations and Maintenance section. (Minimum retention:

(a) Records related to system or component repair or service: Life of the system or component

(b) Records related to regular or essential records backups: 1 year after superseded or obsolete)

(2)Computer System Program Documentation Records document the addition, modification, or removal of software from a 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 data sets;

(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 but are not limited to system overviews, operation logs, job listings, operator instruction manuals, system development logs, system specifications and changes (including narrative and flow chart descriptions), conversion notes, data set logs, data set inventories, data set 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, commercial software manuals, and related correspondence and documentation. SEE ALSO Software Management Records in this section. (Minimum retention:

(a) Retain migration plans: until superseded or obsolete

(b) Retain other records: 1 year after system superseded or obsolete)

(3)Computer System Security Records Records documenting the security of the computer systems. Includes employee access requests, passwords, access authorizations, encryption keys, and related documentation. (Minimum retention: 3 years after superseded)

(4)Computer System Wiring Records Records documenting the wiring of the computer network system. Includes blueprints or drawings of building computer system wiring, cables, computer equipment connections, and related documentation. (Minimum retention: Current plus previous version)

(5)Filing System Records Records document the establishment, maintenance, alteration, or abolition of filing systems. Records may include but are not limited to include master file lists, organizational charts, program descriptions, and correspondence. (Minimum retention: 3 years after superseded or abolished)

(6)Forms Development Records Records document the development of new or revised forms. Records may include but are not limited to sample forms, drafts, revisions, form logs/listings, proposals, authorizations and illustrations. (Minimum retention: Until superseded or obsolete)

(7)Information Service Subscription Records Records document subscriptions to information services. Records may include but are not limited to subscriptions, invoices, and correspondence. (Minimum retention: 3 years)

(8)Information System Planning and Development Records Records document the planning and development of 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 the institution fulfill its missions, are costeffective, conform to adopted information standards, and integrate with existing institution 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, institution studies and surveys, information management project records, system specifications and revisions, software evaluations, component proposals, technical literature, vendor literature and proposals, and correspondence. (Minimum retention:

(a) Implemented systems: Life of the system

(b) Unimplemented systems: 3 years)

(9)Microfilm and Imaging Quality Control Records Records document that microfilm or digital images produced by or for counties and special districts conforms to the specifications required by Oregon Administrative Rules (OAR) Chapter 166. Records may include but are not limited to microfilmed and digitally imaged records lists, microfilm reel indexes, service bureau transmittals, film inspection reports, methylene blue certifications, camera/processor/duplicator inspection reports, equipment and operator logs, and correspondence. (Minimum retention: Same as related microfilm or digital images)

(10)Records Management Records Records document the authorized retention, scheduling, inventory, and disposition of public records. Records may include but are not limited to records retention schedules, inventory worksheets, schedule authorizations, procedure guidelines, transmittals, destruction authorizations, reports, and correspondence. (Minimum retention:

(a) Destruction records: Permanent

(b) Record retention schedules: 5 years after superseded

(c) Other records: 5 years)

(11)Software Management Records Records document the use of software in information systems to insure that institution software packages are compatible, that license and copyright provisions are complied with, and that upgrades are obtained in a timely manner. Records may include but are not limited to software purchase records, software inventories, software licenses, site licenses, and correspondence. (Minimum retention: 2 years after software disposed of or upgraded)

(12)Telecommunications System Management Records Records document the creation, modification, or disposition of telecommunications systems. Records may include but are not limited to equipment records, Federal Communications Commission records, repair order forms, system planning records, telecommunications maintenance contracts, telecommunications service orders, and correspondence. (Minimum retention:

(a) Repair and service orders: 4 years

(b) Other records: 1 year after system superseded or obsolete)

(13)User Support Records Records documenting troubleshooting and problem-solving assistance provided by information systems personnel to users of the systems (computer, telecommunications, etc.) Records may include assistance requests, resolution records, and related documentation. Information may include name of requester, date, time, location, and description of problem and resolution.(Minimum retention: 1 year)

Or. Admin. Code § 166-150-0125

OSA 4-2004, f. & cert. ef. 9-1-04

Stat. Auth.: ORS 192 & 357

Stats. Implemented: ORS 192.005-192.170 & 357.805 - 357.895