Office of the Chief Information Officer

United States Department of Agriculture

General Technology Management Records

Technology management administrative records. Records on day-to-day, routine information technology management. Records include:

  • correspondence
  • subject files, including briefings, reports, presentations, and studies that do not relate to high-level decision-making
  • data calls
    Exclusion: This item does not apply to the records of the Chief Information Officer. These records must be scheduled by the agency on an agency-specific schedule.
  • operational and managerial guidance to organizational segments of the agency

Retention

Destroy when 5 years old, but longer retention is authorized if needed for business use.

GRS or Approved Records Schedule

GRS 3.1, Item 001

Disposal Authority

DAA-GRS-2016-0013-0002

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Infrastructure project records.  Information Technology (IT) infrastructure, systems, and services project records document the basic systems and services used to supply the agency and its staff with access to computers and data telecommunications.

Exclusion:  Records relating to specific systems that support or document mission goals are not covered by this item and must be scheduled individually by the agency by submission of a records schedule to NARA.

Note:   Records concerning the development of each information technology (IT) system and software application are covered under the item for System Development Records.
 

Retention

Destroy 5 years after project is terminated, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 3.1, Item 010

Disposal Authority

DAA-GRS-2013-0005-0006

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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System development records.  These records relate to the development of information technology (IT) systems and software applications through their initial stages up until hand-off to production which includes planning, requirements analysis, design, verification and testing, procurement, and installation. Records include case files containing documentation of planning, decision making, designing, programming, testing, evaluation, and problem solving.

Retention

Destroy 5 years after system is superseded by a new iteration, or is terminated, defunded, or no longer needed for agency/IT administrative purposes, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 3.1, Item 011

Disposal Authority

DAA-GRS-2013-0005-0007

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Special purpose computer programs and applications.  Computer software programs or applications that are developed by the agency or under its direction solely to use or maintain a master file or database authorized for disposal in a GRS item or a NARA-approved records schedule.

Retention

Delete when related master file or database has been deleted, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 3.1, Item 012

Disposal Authority

DAA-GRS-2013-0005-0008

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Information technology operations and maintenance records.  Information Technology Operations and Maintenance records relate to the activities associated with the operations and maintenance of the basic systems and services used to supply the agency and its staff with access to computers and data telecommunications. Includes the activities associated with IT equipment, IT systems, and storage media, IT system performance testing, asset and configuration management, change management, and maintenance on network infrastructure.

Retention

Destroy 3 years after agreement, control measures, procedures, project, activity, or transaction is obsolete, completed, terminated or superseded, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 3.1, Item 020

Disposal Authority

DAA-GRS-2013-0005-0004

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Configuration and Change Management Records. Records created and retained for asset management, performance and capacity management, system management, configuration and change management, and planning, follow-up, and impact assessment of operational networks and systems.  Includes records such as:

  • data and detailed reports on implementation of systems, applications and modifications
  • application sizing, resource and demand management records
  • documents identifying, requesting, and analyzing possible changes, authorizing changes, and documenting implementation of changes
  • documentation of software distribution (including COTS software license management files) and release or version management

Retention

Destroy 5 years after system is superseded by a new iteration, or is terminated, defunded, or no longer needed for agency/IT administrative purposes, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 3.1, Item 030

Disposal Authority

DAA-GRS-2013-0005-0005

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Information technology oversight and compliance records.  Information Technology (IT) Oversight and Compliance records relate to compliance with IT policies, directives, and plans. Records are typically found in offices with agency-wide or bureau-wide responsibility for managing IT operations.

Retention

Destroy 5 years after the project/activity/ transaction is completed or superseded, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 3.1, Item 040

Disposal Authority

DAA-GRS-2013-0005-0010

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Data administration records.  Documentation necessary for preservation of permanent electronic records – Data/database dictionary, record layouts, metadata, user guides, code books.

Retention

Transfer to the National Archives with the permanent electronic records to which the document-tation relates.

GRS or Approved Records Schedule

GRS 3.1, Item 050

Disposal Authority

DAA-GRS-2013-0005-0002

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017

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Data administration records.  Documentation for temporary electronic records and documentation not necessary for preservation of permanent records – Data/database dictionary, record layouts, metadata, user guides, code books.

Retention

Destroy 5 years after the project/activity/ transaction is completed or superseded, or the associated system is terminated, or the associated data is migrated to a successor system, but longer retention is authorized if required for business use

GRS or Approved Records Schedule

GRS 3.1, Item 051

Disposal Authority

DAA-GRS-2013-0005-0003

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017