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History Files - Web Sites

A record of the documents visited during an Internet session that allows users to access previously visited pages more quickly or to generate a record of usage of a state owned computer.

Identification

Record Series Item Number
2.2.015
Retention Policy Number
445
Series
2.2 - Electronic Data Processing Records-Computer Operations and Technical Support

Retention Period

Total Retention
AV

Characteristics

Final Repository
LOCAL UNIT
Vital
No
Remarks
The disposal of history files need not be documented through destruction authorizations (1.2.001) or in records disposition logs (1.2.010), but agencies should establish procedures governing disposal of these records as part of its records management plan (1.2.014).

Status

Last Update
10/15/21 12:53
GUID
UNTRRS-938

Internet Cookies

Data resident on hard drives that make use of user specific information transmitted by the Web server onto the users computer so that the information might be available for later access by itself or other servers.

Identification

Record Series Item Number
2.2.014
Retention Policy Number
444
Series
2.2 - Electronic Data Processing Records-Computer Operations and Technical Support

Retention Period

Total Retention
AV

Characteristics

Final Repository
LOCAL UNIT
Vital
No
Remarks
The disposal of Internet cookies need not be documented through destruction authorizations (1.2.001) or in records disposition logs (1.2.010), but agencies should establish procedures governing disposal of these records as part of its records management plan (1.2.014).

Status

Last Update
10/15/21 12:53
GUID
UNTRRS-940

Data Processing Policies and Procedures

Manuals, guidelines, or similar documents establishing data processing policies and procedures in the University in such areas as access and security, systems development, data retention and disposition, data ownership, production control, system back-up, etc.

Identification

Record Series Item Number
2.2.010
Retention Policy Number
441
Series
2.2 - Electronic Data Processing Records-Computer Operations and Technical Support

Retention Period

Total Retention
US+3

Characteristics

Final Repository
IT SHARED SERVICES (ITSS)
Vital
Yes
Remarks
CAUTION: Does not include technical documentation of procedures necessary for reading or processing of electronic records.

Status

Last Update
6/29/21 10:03
GUID
UNTRRS-934

Information Security Risk Records

This record series may include, but not limited to, the Information Security Risk Self-Assessment Survey, supporting documentation, communication and feedback, analysis, and reports.

Identification

Record Series Item Number
2.2
Retention Policy Number
440
Series
2.2 - Electronic Data Processing Records-Computer Operations and Technical Support

Retention Period

Total Retention
AV

Characteristics

Final Repository
IT SHARED SERVICES (ITSS)
Vital
No

Status

Last Update
6/29/21 10:06
GUID
UNTRRS-930

System Monitoring Records

Electronic files or automated logs created to monitor computer systems such as print spool logs, console logs, tape activity logs, etc.

Identification

Record Series Item Number
2.2.001
Retention Policy Number
316
Series
2.2 - Electronic Data Processing Records-Computer Operations and Technical Support

Retention Period

Total Retention
AV

Characteristics

Final Repository
IT SHARED SERVICES (ITSS)
Vital
No

Status

Last Update
10/15/21 12:48
GUID
UNTRRS-931

Quality Assurance Records

Information verifying the quality of system, hardware, or software operations including records of errors or failures and the loss of data resulting from such failures, documentation of abnormal termination and of error free processing, checks of changes put into production, transaction histories, and other records needed as an audit trail to evaluate data accuracy.

Identification

Record Series Item Number
2.2.013
Retention Policy Number
210
Series
2.2 - Electronic Data Processing Records-Computer Operations and Technical Support

Retention Period

Total Retention
AC

Characteristics

Final Repository
IT SHARED SERVICES (ITSS)
Vital
No
Remarks
AC = No longer needed as an audit trail for any records modified.

Status

Last Update
10/15/21 12:52
GUID
UNTRRS-937

Output Records for Computer Production

Reports showing transactions that are accepted, rejected, suspended, and or processed.

Identification

Record Series Item Number
2.2.012
Retention Policy Number
178
Series
2.2 - Electronic Data Processing Records-Computer Operations and Technical Support

Retention Period

Total Retention
AV

Characteristics

Final Repository
IT SHARED SERVICES (ITSS) /LOCAL UNIT
Vital
Yes

Status

Last Update
6/29/21 10:08
GUID
UNTRRS-936

Computer Utilization Records

Chargeback records to data processing services users. Records used to document, calculate costs and bill program units for computer usage and data processing services. These records are also used for cost recovery, budgeting, or administrative purposes.

Identification

Record Series Item Number
2.2.002
Retention Policy Number
58
Series
2.2 - Electronic Data Processing Records-Computer Operations and Technical Support

Retention Period

Total Retention
FE+3

Characteristics

Final Repository
IT SHARED SERVICES (ITSS)
Vital
No

Status

Last Update
10/15/21 12:49
GUID
UNTRRS-932

Computer Job Schedules and Reports

Schedules or similar records showing computer jobs to be run and other reports by computer operators or programmers of work performed.

Identification

Record Series Item Number
2.2.004
Retention Policy Number
57
Series
2.2 - Electronic Data Processing Records-Computer Operations and Technical Support

Retention Period

Total Retention
3 Months

Characteristics

Final Repository
IT SHARED SERVICES (ITSS)
Vital
No

Status

Last Update
10/15/21 12:49
GUID
UNTRRS-933