Or. Admin. R. 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regular or essential records backups: 1 year after superseded or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superseded or obsolete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other records: 1 year after system superseded or obsolete)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)
Notes
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005-192.170 & 357.805 - 357.895
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