Or. Admin. Code § 166-300-0030

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

Section 166-300-0030 - Information and Records Management Records

(1)Computer System Maintenance Records Records document the maintenance of an agency's computer systems and are used to insure compliance with any warranties or service contracts; schedule regular maintenance and diagnose system or component problems; document system backups; and migrate information from the former system to a new system. 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, backup tape inventories, migration plans, and related documentation. (Retention:

(a) Retain records related to system or component repair or service: 1 year after life of system or component, destroy;

(b) Retain records related to regular or essential records backups: 1 year after superseded or obsolete, destroy;

(c) Retain migration plans: until superseded or obsolete, destroy).

(2)Computer System Program Documentation Records document the addition, modification, or removal of software from an agency computer system. Records usually fall into six categories:

(1) records documenting operating systems;

(2) records documenting the in-house creation and modification of application programs;

(3) records documenting the structure and form of datasets;

(4) records documenting the use of commercial software packages;

(5) records documenting the structure of the system; and

(6) records documenting 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 (including narrative and flow chart descriptions), conversion notes, dataset logs, dataset inventories, dataset 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, and commercial software manuals. SEE ALSO Information System Planning and Development Records, Software Management Records, and Computer System Maintenance Records in this section. (Retention: Retain 1 year after life of system, destroy).

(3)Computer System Security Records Records document the security of an agency's computer systems. Records may include but are not limited to employee access requests, passwords, access authorizations, system access logs, and related documentation. (Retention:

(a) Retain system access logs: 3 years, destroy;

(b) Retain all other computer system security records: 3 years after superseded or authorization expired, destroy).

(4)Computer System Wiring Records Records document the wiring of an agency's computer network system. Records may include but are not limited to blueprints or drawings of building computer system wiring, cables, computer equipment connections, and related documentation. (Retention: Retain until superseded or obsolete, destroy).

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

(6)Forms Development Records Records document the development of new or revised forms used by an agency. Records may include but are not limited to sample forms, drafts, revisions, form logs/listings, proposals, authorizations and illustrations. (Retention: Retain until superseded or obsolete, destroy).

(7)Information Service Subscription Records Records document agency subscriptions to information services. Records may include but are not limited to subscriptions, invoices, and correspondence. (Retention: Retain 4 years, destroy).

(8)Information System Planning and Development Records Records document the planning and development of agency 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 an agency fulfill its missions, are cost-effective, conform to adopted information standards, and integrate with existing agency information systems. Records may vary according to the level of documentation required for each system, but may include Department of Administrative Services, Information Resources Management Division (DAS IRMD) information technology plans, DAS IRMD feasibility studies and cost-benefit analyses, agency studies and surveys, system specifications and revisions, component proposals, technical literature, vendor literature and proposals, and correspondence. (Retention:

(a) Retain implemented systems: 1 year after life of system, destroy;

(b) Retain unimplemented systems: 5 years, destroy).

(9)Microfilm Quality Control Records Records document that microfilm produced by or for state agencies conforms to the specifications required by Oregon Administrative Rules 166-025-0005 to 166-025-0030. Records may include but are not limited to microfilmed records lists, microfilm reel indexes, service bureau transmittals, film inspection reports, methylene blue certifications, Archives Division Security Copy Depository transmittals, camera/processor/duplicator inspection reports, equipment and operator logs, and correspondence. (Retention: Retain for the same retention period as related microfilm, destroy).

(10)Radio System Records Records document an agency's use and maintenance of a radio system. Records may include but are not limited to FCC licenses, frequency information, and call sign designations. (Retention:

(a) Retain call sign designations: until superseded or obsolete, destroy;

(b) Retain FCC licenses: 2 years after expiration, destroy;

(c) Retain all other radio system records: for the life of the system, destroy).

(11)Records Management Records Records document the authorized retention, scheduling, inventory, and disposition of an agency's records. Records may include but are not limited to Archives Division records retention schedules, inventory worksheets, schedule authorizations, procedure guidelines, agency storage inventory lists, transmittals, destruction lists, destruction requests and authorizations, and correspondence. (Retention:

(a) Retain destruction records: permanently in agency;

(b) Retain all other records: 5 years after superseded, destroy).

(12)Software Management Records Records document the use of software in agency information systems to insure that agency 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 evaluations, software purchase records, software inventories, software licenses, site licenses, and correspondence. (Retention: Retain 1 year after software disposed of or upgraded, destroy).

(13)Telecommunications System Management Records Records document the creation, modification, or disposition of agency telecommunications systems. Records may include but are not limited to equipment records, Federal Communications Commission records, system planning records, telecommunications maintenance contracts, telecommunications service and repair orders, and correspondence. SEE ALSO Facility Work Orders in the Facilities/Property Records section. (Retention: Retain 1 year after life of system, destroy).

(14)User Support Records Records document troubleshooting and problem-solving assistance provided by the agency's information systems personnel to users of the systems (computer, telecommunications, etc.). Records may include but are not limited to help desk assistance requests, resolution records, and related documentation. (Retention: Retain until problem resolved, destroy).

Or. Admin. Code § 166-300-0030

OSA 2-1995, f. & cert. ef. 5-25-95; OSA 3-1996, f. 4-9-96, cert. ef. 4-15-96; OSA 9-1998, f. & cert. ef. 12-30-98; OSA 1-1999, f. & cert. ef. 2-4-99, Renumbered from 166-306-0010; OSA 5-2002, f. & cert. ef. 10-14-02

Stat. Auth.: ORS 192 & ORS 357

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