GS #30: Local Government Information Technology retention schedule.

This record may be used to inventory equipment, software, telephones, etc. It may contain the tag number, location, serial number, price, account source, etc.

DTMB General Schedule #30 (Local Government Information Technology), item 30.100; approved 12/1/2009

Some staff are issued 2-way radios, cell phones, pagers, etc. to facilitate communication. These files contain service contracts, employee contracts, FCC licenses, distribution lists, etc.

DTMB General Schedule #30 (Local Government Information Technology), item 30.101; approved 12/1/2009

These records cover hardware, software, services, maintenance, hosting, leases, etc. The information technology office is generally not the office of record for the official legal document, but still needs to maintain these records to administer the terms.

DTMB General Schedule #30 (Local Government Information Technology), item 30.102; approved 12/1/2009

Technology vendors may be pre-approved for a designated timeframe to provide hardware and software to the local government, so newly purchased equipment is standardized. These records document which vendors and equipment are pre-approved. They may include a request for quote (RFQ), request for proposal (RFP), invitation to bid (ITB), bid responses, sole source justifications, copies of contracts (not the official version), etc.

DTMB General Schedule #30 (Local Government Information Technology), item 30.103; approved 12/1/2009

The records are used to generate user accounts for employees and to assign permissions. They may define the terms of use and access of specific computer systems, general information technology resources, network access, etc. They may document who is authorized to make requests. They may be submitted by authorized supervisors, and they may be signed by employees. Records may also be generated to document that permissions/access have been removed for employees. The Human Resources Department may maintain a copy of these records in the employee’s personnel file.

DTMB General Schedule #30 (Local Government Information Technology), item 30.104; approved 12/1/2009

These files document the development of new computer systems for departments, upgrades and maintenance activities. These files may include correspondence, notes, systems documentation, source codes, objects codes, code definitions, system layout, testing, maintenance work, project plans and timelines, operational procedures, data conversion, system migration, etc. Reference copies of requests for proposals, vendor bids and contracts may also be retained, but are not subject to this retention period. Note: select documents that are not needed for ongoing maintenance and operation of the system may be purged 1 year after implementation is completed.

DTMB General Schedule #30 (Local Government Information Technology), item 30.105; approved 12/1/2009

These records document changes to production systems for routine maintenance, upgrades, enhancements, emergencies, etc. They may include authorizations, activity assignments, activity descriptions, backout/recovery plans, test runs, etc. Note: select documents that are not needed for ongoing maintenance and operation of the system may be purged 1 year after the above-mentioned activity is completed.

DTMB General Schedule #30 (Local Government Information Technology), item 30.106; approved 12/1/2009

This record documents problems with accounts and equipment and requests for new services. It is used to initiate new projects and to generate repair tickets. It may contain the user name, a description of the problem or project, the location of the equipment, the date/time the request was received and resolved, etc.

DTMB General Schedule #30 (Local Government Information Technology), item 30.107; approved 12/1/2009

These records document each employee’s daily activities. They identify the type of activity, time spent, customer, account code, description of work done, etc.

DTMB General Schedule #30 (Local Government Information Technology), item 30.108; approved 12/1/2009

These records are used to map and define the technology infrastructure and the wiring of voice and data lines. They may include security information, identification numbers, passwords, configurations, IP schemas, etc.

DTMB General Schedule #30 (Local Government Information Technology), item 30.109; approved 12/1/2009

These logs are generated on an on-going basis by file and network servers, backup systems, security systems, user logins, etc. They document transactions or activity within the system. Note: different types of logs collect data at different intervals, and are used for different purposes. As a result, the volume of data generated will vary, as will the capacity of the system to store the data. Each IT department must adopt a written data retention policy to define how long it will retain data for each log they generate. If they do not, it will be difficult for the IT department to defend their practices in court, if the records are needed as evidence.

DTMB General Schedule #30 (Local Government Information Technology), item 30.110; approved 12/1/2009

These records are received from the service carrier. They identify when calls or messages were made or received on devices issued to employees. They may be received with the bill from the service carrier, which is forwarded to the Finance Department for payment and official retention after the accuracy of the charges are verified. Information found in these records may include the device tag number, phone number, date and time of the communication, length of communication, phone number of the other party, etc. These records do not contain the content of voice or text messages. Carriers may or may not retain the content of these communications. Employees are responsible for retaining the content of recorded communications per their agency’s Retention and Disposal Schedule, if the communication complies with the definition of a public record.

DTMB General Schedule #30 (Local Government Information Technology), item 30.111; approved 12/1/2009

These plans define potential emergencies, and how the staff should respond to each type of incident.

DTMB General Schedule #30 (Local Government Information Technology), item 30.112; approved 12/1/2009

The local government’s website is an interface to presenting information to the public about programs, events and activities. This record includes the content and layout of the website. Internet technology may be capable of storing inactive web content, but it is not designed to support the preservation of information as technology evolves. Official records that are posted on the website, and are not retained elsewhere, still need to be retained in accordance with an approved Retention and Disposal Schedule.

DTMB General Schedule #30 (Local Government Information Technology), item 30.113; approved 12/1/2009

The information technology staff may conduct training about the use of computer software or equipment for employees. These files contain the curricula materials.

DTMB General Schedule #30 (Local Government Information Technology), item 30.114; approved 12/1/2009

These records document which employees have attended training conducted or coordinated by the Information Technology Department. They may contain the employee’s name, department, training date, course title, accounting information, etc.

DTMB General Schedule #30 (Local Government Information Technology), item 30.115; approved 12/1/2009

The USF, also known as “e-rate,” is a federal fund that provides discounts on telecommunications and internet access to public libraries and school districts. These files document the amount of the discount that is awarded and how the allocation was computed. All applicants and service providers are required to retain receipt and delivery records relating to the technology plans, pre-bidding, bidding, contracts, application process, invoices, provision of services, and other matters relating to the administration of the Universal Service Fund. The suggested list of documents to be retained can be found in Paragraphs 45-50 in the FCC's 5th Report and Order (FCC 04-190).

DTMB General Schedule #30 (Local Government Information Technology), item 30.116; approved 12/1/2009

These records are used to support administrative analysis, program and project planning, procedure development, and programmatic activities. Subject files are generally organized alphabetically by topic. Document types may include periodic activity reports (narrative and statistical), special reports, topical correspondence (including electronic mail), research materials, project planning notes, organizational charts, etc. Subject files do NOT include files related to individual projects. For topics of continuing interest, files may be segmented into annual files.

DTMB General Schedule #30 (Local Government Information Technology), item 30.200; approved 12/1/2009

General correspondence does not pertain to a specific issue and it is often organized chronologically or by correspondent’s name. General correspondence may include referral correspondence. If the correspondence does pertain to a specific issue it should be filed with other relevant records. General correspondence may exist in a variety of formats, including memos, letters, notes and electronic mail messages. This series also includes automated or manual tools that index and/or track when correspondence was received, the topic of the correspondence, who is responsible for responding to the correspondence, and when the correspondence is considered closed for further action.

DTMB General Schedule #30 (Local Government Information Technology), item 30.201; approved 12/1/2009

Transitory correspondence is any form of written communication with a short-term interest that has no documentary value. This type of correspondence has limited administrative and evidential value that is lost soon after the communication is received. Transitory messages do not set policy, establish guidelines or procedures, certify a transaction or become a receipt. Examples of transitory correspondence include letters of transmittal that do not add information to the transmitted materials, routine requests for information that require no administrative action, policy decision, special compilation or research. This type of record also includes invitations to work-related events, notifications of an upcoming meeting, and similar records.

DTMB General Schedule #30 (Local Government Information Technology), item 30.202; approved 12/1/2009

This file will document any requests for information or public records. They may include requests for information, correspondence, a copy of the information released, and billing information.

DTMB General Schedule #30 (Local Government Information Technology), item 30.203; approved 12/1/2009

These records contain contact information for individuals and groups that the agency may need to contact for ongoing and special projects, programs, activities, events, surveys, etc. They may contain names, affiliations, address, phone numbers, e-mail addresses, etc. They may exist in paper or electronic form. SUP = retain current information for current contacts or until the list is obsolete.

DTMB General Schedule #30 (Local Government Information Technology), item 30.204; approved 12/1/2009

These may be electronic or manual planners and calendars that are used to track an individual staff member’s work-related meetings, assignments, and tasks. Individual employees are responsible for retaining their planners/calendars for the duration of this retention period.

DTMB General Schedule #30 (Local Government Information Technology), item 30.205; approved 12/1/2009

These records document staff meetings, meetings with other government agencies, etc. They may include meeting minutes, agendas, and distribution materials, etc. Meeting records may also be retained in subject files (see item #200) or project files (see item #104), if they relate to a specific project.

DTMB General Schedule #30 (Local Government Information Technology), item 30.206; approved 12/1/2009

These records document the policies and standard operating procedures of the department. It may also include an administrative manual.

DTMB General Schedule #30 (Local Government Information Technology), item 30.207; approved 12/1/2009

These reports document the department’s activities, and they may contain both narrative and statistical information.

DTMB General Schedule #30 (Local Government Information Technology), item 30.208; approved 12/1/2009

These files are used to administer grants that are applied for by the information technology department from state, federal and private agencies. These files may contain applications, budgets, worksheets, adjustments, plans, rules and regulations, award letters, committee records, staffing sheets with account numbers, grant evaluation/monitoring reports, audits, periodic progress reports, etc. Note: final reports and products of the grant may be kept longer for use and reference purposes.

DTMB General Schedule #30 (Local Government Information Technology), item 30.209; approved 12/1/2009

These records document grants that were applied for, but were not received. They may have reference value for preparing future grant applications. They may contain application forms, budget proposals, letters of support, narrative plans, supporting documentation, etc.

DTMB General Schedule #30 (Local Government Information Technology), item 30.210; approved 12/1/2009

These records document budget planning and tracking activities for the information technology department. They may include budget requests, capital improvement plans, statistics, budget amendments, budget summaries and balance sheets, etc.

DTMB General Schedule #30 (Local Government Information Technology), item 30.211; approved 12/1/2009

These records may include press releases, brochures, newsletters and other items that are published by the department.

DTMB General Schedule #30 (Local Government Information Technology), item 30.212; approved 12/1/2009

This series includes photographs, news clippings, certificates, awards, etc. that document events and activities of the department.

DTMB General Schedule #30 (Local Government Information Technology), item 30.213; approved 12/1/2009

These records include photographs, video recordings, audio recordings, slides, etc. in analog and digital formats. They document general program activities, facilities, people, etc. These materials do not include photographs taken for specific projects, because those records should be in the project files (see item #104).

DTMB General Schedule #30 (Local Government Information Technology), item 30.214; approved 12/1/2009

These records document who visited the office. They record the visitor’s name, date and time of the visit, etc. They may be used for security purposes or to track visitor statistics.

DTMB General Schedule #30 (Local Government Information Technology), item 30.215; approved 12/1/2009

These logs document the time/date when staff arrive and depart throughout each day.

DTMB General Schedule #30 (Local Government Information Technology), item 30.216; approved 12/1/2009

These records document a supervisor’s approval of an employee’s use of sick leave, annual leave, overtime, etc. They are supporting documentation to the official timekeeping records maintained by Payroll. If Payroll maintains this information, then the supervisor/employee do not need to maintain these records.

DTMB General Schedule #30 (Local Government Information Technology), item 30.217; approved 12/1/2009

These records include sheets or cards that document the exact hours worked by an employee. They are supporting documentation to the official timekeeping records maintained by Payroll. If Payroll maintains this information, then the supervisor/employee do not need to maintain these records.

DTMB General Schedule #30 (Local Government Information Technology), item 30.218; approved 12/1/2009

These reports are produced weekly in accordance with the terms of union contracts. They are used by supervisors to adjust overtime assignments of staff to balance the number of hours worked.

DTMB General Schedule #30 (Local Government Information Technology), item 30.219; approved 12/1/2009