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Archives & Records Management

Office of the City Auditor

phone: 503-865-4100

email: parc@portlandoregon.gov

1800 SW 6th Ave, Suite 550, Portland, OR 97201

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Bureau of Technology Services retention schedule

3601    Information Services Planning and Operational Records

 

3601-01   Technology Services Project Planning Records                            

Series is used to document evaluation, proposed and accepted technology projects. Records may vary according to the level of documentation required for each system, but may include; authorizing directives, information technology plans, project planning correspondence, feasibility studies, comparisons of alternative solutions, cost-benefit analyses, studies and surveys, system specifications and revisions, software/hardware evaluations, technical literature, vendor literature and proposals, and correspondence.

Retention: Life of system.  (Unimplemented systems retain 3 years)
Authorization: OAR 166-200-0060(8)
Confidential? No
Vital Record? No
Record Copy? Yes

 

3601-02   Hardware Selection Records

Series is created to document the selection criteria for the procurement or modification of information systems. Series consists of technical requirements, authorizing directives, correspondence concerning selections, specifications for hardware, related software, and maintenance agreements.

Retention: 2 years after hardware disposed of or upgraded
Authorization:  OAR 166-200-0060(8)
Confidential? No
Vital Record? No
Record Copy? Yes

 

3601-03   Technology Standards Documentation

Series is used to document standards for hardware and software for City technology systems. Standardization requirements are approved by Technology Services.

Retention: (A) Routine clerical manuals retain 2 years after superseded or obsolete; (B) Policy statements and directives retain permanently as part of Portland Policy Documents
Authorization: OAR 166-200-0135(15); OAR 166-200-0135(16)
Confidential? No
Vital Record? No
Record Copy? Yes

 

3601-04   System Usage and Maintenance Records

Series is used to document system usage and maintenance tasks for budgetary, performance management, and planning purposes. Series consists of records used for tracking utilization and maintenance work on system systems. Records document basic changes to the system.  Where appropriate, series includes billing records to City bureaus.

Retention: (A) Records related to system or component repair or service, retain for the life of the system or component; (B) Billing records retain 3 years after collected or deemed uncollectible
Authorization: OAR 166-200-0060(1); 166-200-0050(2)
Confidential? No
Vital Record? No
Record Copy? Yes

 

3601-05 Program Manuals

Series is used to document the function, use and methodology of specific technology systems and give a general description of the system. Records include flow diagrams showing logic of the programs; description of coding information, program testing instructions, and operating instructions.

Retention: 1 year after superseded
Authorization:   OAR 166-200-0060(2)
Confidential? No
Vital Record? No
Record Copy? Yes

 

3601-06   User Guides - System Documentation for Staff and End Users

Series is used for training or explaining overall systems. Records include handbooks; include user-oriented instructions for processing work in the system.

Retention: 1 year after superseded
Authorization: OAR 166-200-0060(2)
Confidential? No
Vital Record? Yes
Record Copy? Yes

 

3602   Customer Relations

 

3602-01   Incident / Service Request Logs                      

Series is used to track requests for services on information systems. Records are created at the Help Desk when customer requests for assistance on a specific problem. Record is a computer log of who is reporting the problem, their bureau, phone number, date, time, problem, problem status, who it was assigned to and resolution of problem.

Retention: 3 years
Authorization: OAR 166-200-0060(13)
Confidential? No
Vital Record? No
Record Copy? Yes

 

3602-02   Network Design and Implementation Records

Series is used to document the design and implementation of networks set up by Technology Services. Series is created to document components and configuration of the equipment on City networks and radio systems. Records include copies of equipment lists, networking configuration, user groups, directory structure, correspondence related network design and implementation decisions, contact persons and installation/setup data.

Retention: 1 year after system superseded).
Authorization: OAR 166-200-0060(2)
Confidential? No
Vital Record? No
Record Copy? Yes

 

3602-03   Software Library and Documentation Records

Series are CDs, DVDs or files (and documentation) of purchased Commercial off the Shelf (COTS) software.  Series addresses software used by city employees as part of their work routine.  Records include current and older versions of commercial software in use by the various city bureaus. Records also include information regarding licenses.

Retention: 2 years after discontinuance or upgrade of system.
Authorization: OAR 166-200-0060(2); 166-200-0060(11)
Confidential? No
Vital Record? No
Record Copy? Yes