Schedule No. 55 IT and Communication Systems Records

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Issued: July 2012

Updated: November 13, 2019

General Description: Records relating to computer, information technology and communication systems operations.

No record may be destroyed under this General Retention Schedule without the approval from the Records Department and the City and County of Denver’s Records Manager. Additionally, no record may be destroyed if the record is subject to an active litigation hold (refer to Executive Order 143-C). For additional information about the records program or records retention refer to Executive Order 143-B. The Records Management Program Policies and Procedures Manual for instruction about records creation, management, and disposition of individual records. The minimum retention periods specified in this schedule apply to the information contained within the record, regardless of the format of the record (paper, microfilm, electronic, etc.). Each agency must decide on the format for retention of each type of record, ensuring authenticity, readability, and accessibility for the entire retention period. Duplicate copies are NOT records. Copies that are created for administrative, convenience, reference or other purpose are NOT records and should be retained only until no longer useful. Electronic Records and Data must remain accessible, authentic, reliable, and usable through any kind of system change, update, or system end of life for the entire period of its retention, which shall be defined by information-type, as presented in this General Retention Schedule. Provided the data is an accurate representation of the information contained in the source documents from which the data was derived, the source documents need not be retained unless they contain other record information not contained in the electronic repository.

55.010 COMMUNICATION SYSTEMS RECORDS

Records relating to telephone, radio transmission, pager and other communication systems.

  1. Call Detail and Telephone Usage Records
    Records of outgoing calls.

    Retention:
    2 years or until system capacity is exceeded

  2. Communication Sites Records
    Records of sites used for installation of communication system infrastructure such as communication towers.

    Retention: Until site is no longer under Denver’s jurisdiction or no longer serves a communication system purpose

  3. Licenses – Communication Systems
    Licenses issued by the Federal Communications Commission (FCC) or other agencies for television or radio system and other communication system operations and supporting documentation.

    Retention:
    1 year after expiration of license

  4. System Management Records – Communication Systems
    Relating to creation, modification and disposition of communication systems, including: acquisition and installation records, equipment records, FCC records, maintenance contracts (copies), repair order forms, service orders, system planning records, etc.

    Retention:
    Life of system+ 1 year User Data – Communication Systems

    Includes the following types of electronic data: cap codes, electronic records of users, extension and pager numbers, service providers, Voice over Internet Protocol (VoIP) user records, etc.

    Retention:
    Until superseded

55.020* COMPUTER SYSTEM RECORDS

Records pertaining to the installation and operation of computer systems and software.

  1. Access Control and Security Records
    Records required to establish and maintain computer security, including: access requests, authorizations, encryption keys, journals, password documentation, reports, system access logs and other access control records.
    1. System Access Logs
      Retention:
      6 months

    2. All Other Access Control/Security Records
      Retention:
      Delete when no longer administratively useful
  2. Computer Audit Reports
    Completed to determine compliance with policies relating to software and electronic records management.

    Retention:
    Until subsequent audit is completed

  3. Computer Backup Records
    1. Computer Backup Documentation
      Documentation related to how and when regular computer records backups are completed.
      Retention:
      1 year after superseded or obsolete

    2. Computer Contingency Backups
      Records recorded on electronic media consisting of copies of programs or instructions necessary to retrieve copied information and data identical in physical format to a master file or database and retained in case the master file or database is damaged or inadvertently erased.
      Retention:
      Retain off-site until replaced or superseded
  4. Computer Hardware and Software Documentation
    Written documentation necessary to operate computer equipment or programs and to access or retrieve stored information or data. Documentation may be in paper or electronic formats and may include: application blue books, flowcharts, hardware specifications, maintenance requirements, operation and user manuals, system change records, license agreements (copies), “gold” copies of software, records of rights to use customized software, source codes, etc.
    Retention:
    Until computer equipment or software is no longer used or needed to retrieve or store data

  5. Computer System Maintenance Records
    Documentation of maintenance of computer systems and components needed to ensure compliance with warranties or service contracts, schedule regular maintenance and diagnose system or component problems. Includes: component maintenance records, computer equipment inventories, failure logs, hardware performance reports, invoices (copies),maintenance contracts (copies), warranties, etc.

    Retention:
    Life of system or component + 1 year

  6. Computer System Program Records
    Documentation pertaining to development, installation, modification, troubleshooting, operation and removal of software from computer systems; records required to plan, develop, operate, maintain and use electronic records; and technical specifications, file specifications, code books, record layouts, flowcharts, job control language, operating instructions, user guides, system overviews, output specifications, migration plans and other records pertaining to systems operations.

    Retention:
    Until superseded or no longer needed to retrieve or read data and information that is stored electronically

  7. Computer System Test Records
    Electronic files or reports created in the monitoring and testing of system quality and performance, as well as related documents for the electronic files/records.

    Retention:
    Delete or destroy when no longer administratively useful

  8. Network and Fiber Optics Records
    Documentation of the wiring of the computer network system, including blueprints, diagrams and drawings of layout and installations of fiber optics, computer networks, cables, computer equipment connections and similar documentation.

    Retention:
    Until superseded

  9. System Usage Records
    Electronic files created to monitor system usage, including log-in files, audit trail files, cost-back files used to assess charges for system use, system-created or vendor-originated logs documenting various aspects of information technology systems operations.

    Retention:
    Until system capacity is exceeded or where no longer administratively useful except for Human Resources audit trail records to be retained until audit requirements are met.

55.030 DISASTER PREPAREDNESS AND RECOVERY PLANS – IT

Documents the protection and reestablishment of data processing services and equipment in case of a disaster; includes: checklists, emergency contact information and procedures.

Retention: Until superseded by revised plan

55.040* ELECTRONIC RECORDS IN GENERAL

Computer-generated and -maintained records in electronic formats retained for record keeping purposes, including the following examples: digital recordings – audio and video; e-mail messages and attachments; imaged records; databases and spreadsheets; word processing files; recorded video conferences; digital photographs; geographic information systems data-sets; and other records retained in electronic format.

  1. Electronic Records(Copies) Retained Solely for Convenience

    Retention:
    Until no longer needed, provided that definitive or record copy of record is retained for applicable retention period, except that metadata need not be preserved.

  2. B*. Electronic Records Retained for Record keeping Purposes

    Retention:
    Based on content, retain for retention period for specific type of record; i.e., electronic records have same retention periods as paper or microfilm records with same content, except that metadata need not be preserved.

55.050 ELECTRONICALLY STORED INFORMATION (ESI) DATA MAPS

Diagrams of computer systems and associated narrative information explaining the locations and context of the information stored within the computer systems, used for electronic discovery purposes.

Retention: Until superseded

55.060 PROJECT RECORDS – INFORMATION TECHNOLOGY AND COMMUNICATION SYSTEMS

Project records relating to the planning, development, design, selection, acquisition, installation, modification, conversion, upgrade and replacement of communications, computer and information systems technology; project files may include: analyses, assessments, evaluations, reports and studies; copies of contracts, proposals, invoices, project bonds, purchase orders and vendor literature; correspondence and project notes; project charters, plans, planning and development records, project team and vendor meeting records; user requirements, specifications, drawings, standards, architecture and design; quality assurance testing reports, statistics and coverage requirements; issues logs; and other project records and documentation.

  1. Implemented Systems

    Retention: 6 years after replacement of information system or communication infrastructure; except prior to destruction, evaluate for continuing legal, administrative, or historical value

  2. Systems not implemented

    Retention:
    3 years

55.070 TELEVISION SYSTEM RECORDS – OPERATED BY DENVER

  1. Programming Records
  2. Scheduling and programming records for the television system. Retention: 2 years, then retain until no longer needed for reference
  3. Television System Records
  4. Records relating to the operation and maintenance of the television system technology. See also 55.010.C, Licenses– Communication Systems.
  5. Retention: Life of system+ 1 year

55.080 WEBSITE AND INTRANET RECORDS

A group of Worldwide Web or internal web pages containing hyperlinks to each other and made available online for responding to public inquiries and providing information.

  1. Access Reports – Web Pages
    Reports tracking hits to the website or intranet.

    Retention: 2 years

  2. Development and Evolution Records– Web Pages
  3. Documentation of development and changes to the website or intranet web pages.
    1. Web Pages and Related Scripts– Internet and Extranet – Home Pages and Indexes
      Retention:
      10 years for superseded pages and 2 years for informational only pages

    2. Intranet Web Pages Designed for Internal Access to Information
      Retention:
      Delete when no longer useful
  4. Page Design Records – Web Pages
    Style guide for web page design.

    Retention:
    Until superseded or until no longer needed for reference

  5. Use Tracking Logs – Website and Intranet
    Electronic logs for tracking websites visited by internal sources.

    Retention: 2 years

Cross References

Agreements and contracts – 40.030*, Agreements and Contracts

Communication tower permits–75.020*.F, Permits Issued by the City and County of Denver

Correspondence – Schedule 145, Correspondence Records

Inventories – 30.030*. C, Inventories

Policies and procedures – 40.220*, Policies and Procedures Documentation

Reports – 40.290, Reports

Rules, regulations, and standards – 40.310, Rules, Regulations and Standards