Information Technology
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NOTE: The retention requirements stated in this schedule apply to all records described in the series, regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc. OFFICE OF INFORMATION TECHNOLOGY - Record Retention Schedule Requirement Sub-Department /IT/AD/ Adminstration Series ID Series Description Confidential Vital Series Title Total Retention IT-AD- INFORMATION TECHNOLOGY - ADMINSTRATIVE IT-AD-0001- OIT PROFESSIONAL SERVICES CONTRACTS Contracts for services to be provided to OIT. May include supporting documentation related to selection process. Close event is completion of contract. Note: Documents may be paper or electronic. CLO+7 IT-AD-0002- STAFF AUGMENTATION REQUESTS Service orders for specific services issued under professional services contracts. CR+10 Page 1 ACT=Action (Event) AUD=Audit CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee) SUP=Superseded TERM=Termination RETENTION CODES: CITY OF PHILADELPHIA / DEPT. OF RECORDS Report Date: December 1, 2014
description
Information Technology
Transcript of Information Technology
NOTE: The retention requirements stated in this schedule apply to all records described in the series,regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.
OFFICE OF INFORMATION TECHNOLOGY - Record Retention Schedule
Requirement
Sub-Department/IT/AD/ Adminstration
Series ID Series Description Confidential VitalSeries Title Total Retention
(continued from previous page)IT-AD- INFORMATION TECHNOLOGY - ADMINSTRATIVE
(continued from previous page)IT-AD-0001- OIT PROFESSIONAL SERVICES CONTRACTS
Contracts for services to be provided to OIT. May include supporting documentation related toselection process. Close event is completion of contract. Note: Documents may be paper orelectronic.
CLO+7
(continued from previous page)IT-AD-0002- STAFF AUGMENTATION REQUESTS
Service orders for specific services issued under professional services contracts.CR+10
Page 1
ACT=Action (Event) AUD=Audit CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination
RETENTION CODES:
CITY OF PHILADELPHIA / DEPT. OF RECORDSReport Date: December 1, 2014
NOTE: The retention requirements stated in this schedule apply to all records described in the series,regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.
OFFICE OF INFORMATION TECHNOLOGY - Record Retention Schedule
Requirement
Sub-Department/IT/OP/ Operations
Series ID Series Description Confidential VitalSeries Title Total Retention
(continued from previous page)IT-OP- INFORMATION TECHNOLOGY - OPERATIONS
(continued from previous page)IT-OP-0001- DESIGN & IMPLEMENTATION PROJECT FILIES
Records used to plan and implement systems, networks and applications, including schedules, plans,tracking, analyses, proposals, draft documentation, evaluations and test results.Close event is obsolescence of system, network or application.
CLO+2
(continued from previous page)IT-OP-0002- DISASTER PREPAREDNESS AND RECOVERY PLANS - CONFIDENTIAL
Plans detailing steps for responses to and recovery from disasters and threatened or actual loss ofdata.
Y SUP+2
(continued from previous page)IT-OP-0003- EQUIPMENT RECORDS
Records documenting operation and use of hardware and software. Includes manuals, warranties andmaintenance logs. Includes service contracts, service histories and correspondence.Close event is when system or software is no longer in use.
CLO+2
(continued from previous page)IT-OP-0004- INVENTORIES - HARDWARE & SOFTWARE
Inventories of hardware and software used to track locations, to whom assigned, and licensinginformation. May include documentation for assigning a specific computer to an individual, includingaddress or mailbox data.Close event is computer removal from service or reassigned.
CLO+2
(continued from previous page)IT-OP-0005- NETWORK ARCHITECTURE RECORDS
Records documenting overall design of the network environment.Close event is life of the network.
CLO+1
(continued from previous page)IT-OP-0006- SECURITY RECORDS - CONFIDENTIAL
Records used to control or monitor system security, including information related to firewalls, intrusiondetection, unauthorized access and other security measures.
Y CR+1
Page 2
ACT=Action (Event) AUD=Audit CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination
RETENTION CODES:
CITY OF PHILADELPHIA / DEPT. OF RECORDSReport Date: December 1, 2014
NOTE: The retention requirements stated in this schedule apply to all records described in the series,regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.
OFFICE OF INFORMATION TECHNOLOGY - Record Retention Schedule
Requirement
Sub-Department/IT/OP/ Operations
Series ID Series Description Confidential VitalSeries Title Total Retention
(continued from previous page)IT-OP-0007- SYSTEM AND DATA DOCUMENTATION - CONFIDENTIAL
Records documenting systems and data including but not limited to network diagrams, datadictionaries, flow charts, specifications, file layouts, source code, metadata, configurations, systemchange notices and security records.Event is obsolescence of system and/or migration of all records with ongoing value to new system.
Y SUP+1
(continued from previous page)IT-OP-0008- TECHNOLOGY UPGRADE RECORDS
Records related to the upgrade of hardware or operating systems.Close event is successful upgrade or conversion.
CLO+1
(continued from previous page)IT-OP-0009- USAGE MONITORING RECORDS
Records documenting details and/or summaries of the use of City computer resources including loginfiles, system usage and internet usage.
CR+1
(continued from previous page)IT-OP-0010- USAGE POLICIES
Policies and procedures for appropriate use of agency equipment and software including thosecovering access, security, system development, data retention and disposition.
SUP+1
(continued from previous page)IT-OP-0011- USER ACCESS RECORDS - CONFIDENTIAL
Records indicating levels of access permitted to individual users and groups of users. May includeissuance or selection of passwords.
Y CR+1
(continued from previous page)IT-OP-0012- USER SERVICE REQUEST AND RESPONSE RECORDS
Records used to document user requests for technical assistance and responses to these requestsCR+2
Page 3
ACT=Action (Event) AUD=Audit CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination
RETENTION CODES:
CITY OF PHILADELPHIA / DEPT. OF RECORDSReport Date: December 1, 2014
