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Records Management

IT Information Technology

Record Code

Record Series / Activity

Description / Scope Notes

Examples of Record Types

Retention Period 

Final Disposition

Office of Primary Responsibility (OPR)

Privacy Considerations (Y / N)

IT-01

Information Security

Records related to the security and integrity of the information assets of the institution

Encryption | VPNs | Firewalls | Anti-Virus Software | Spyware Removal | Privacy | Incident Reporting

Life of System +3

Destruction

IT Operations

Y

IT-02

Installed Systems and Applications

Records related to installed computer systems and applications of the institution, including records related to hardware, software and website management

Application Descriptions | Business Use and Purpose | Dates of Installation | Upgrades and Retirement | Application History | Licensing | Development | Website Software | Site Management and Related Records

Life of System +3

Destruction

IT Software Development

N

IT-03

 Infrastructure and Network Management

Records related to the day-to-day operations of the institution's information technology infrastructure and related services

Project Planning | Systems Documentation | Testing | System Logs | Daily Operational Records | Landlines | Internet | Fax Services | Teleconference Services | Video Conference

3 years

Destruction

IT Operations

N

IT-04

Helpdesk Services

Records related to helpdesk services and user accounts

 Requests for User Accounts | User Account Status | User Account Rights of Access | User Account Discontinuance | Desktop/User Support Records | Case Management Records

3 years

Destruction

IT Operations

Y

IT-05

Disaster Recovery

Records related to the institution's disaster recovery program and plans

Business Resumption Plans | Contingency Planning | Disaster Recovery Plans

Superseded + 3 years

Destruction

IT (TBD)

N

IT-06

 IT Equipment and Maintenance

Records related to the management and repair of IT equipment

Desktop Computers | Laptop Computers | Printers | Accessories | Cellphones | Projectors | DVD/CD Equipment | Inventory of Equipment | User/Departmental Requests for IT Equipment Repair and Maintenance | Asset Disposal Records

3 years

Destruction

IT Operations

N