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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

More Contact Info

General Information Technology Records

IT-0010   Information (Computer) System Maintenance Records

Records document the maintenance of city computer systems and are used to ensure compliance with any warranties or service contracts, schedule regular maintenance and diagnose system or component problems, and document systems backups. Records may include but are not limited to computer equipment inventories, hardware performance reports, component maintenance records (invoices, warranties, maintenance logs, correspondence, maintenance reports, and related records), system backup reports and procedures, and backup tape inventories, and related documentation. SEE ALSO: Information (Computer) System Program and Software Documentation.

Retention period for Office of Record copy: (A) Records related to system or component repair or service, retain for the life of the system or component; (B) Records related to regular or essential records backups, retain 1 year after superseded or obsolete
Office of Record: Office/Bureau responsible for system maintenance
Confidential? No                              
Authority: OAR 166-200-0060[1]              
Is this a vital record? No

 

IT-0020   Information (Computer) System Planning and Development Records

Records document the planning and development of bureau-specific information systems. Although these records typically document computerized information systems, they may also document manual filing systems and microfilm systems. The records are used to insure that planned systems will help the agency fulfill its missions, are cost-effective, conform to adopted information standards, and integrate with existing agency information systems. Records may vary according to the level of documentation required for each system, but may include information technology plans, feasibility studies, cost-benefit analyses, institution studies and surveys, information management project records, system specifications and revisions, software evaluations, component proposals, technical literature, vendor literature and proposals, and correspondence.

Retention period for Office of Record copy: (A) Implemented systems, retain for the life of the system; (B) unimplemented systems, retain 3 years                                           
Retention Notes: Coordinate with BTS to determine which records are retained by BTS and which are retained by the individual Office/Bureau.
Office of Record: City-wide systems: Bureau of Technology Services; Bureau-specific systems: agency responsible for maintaining the system
Confidential? No                              
Authority: OAR 166-200-0060[8]              
Is this a vital record? No

 

IT-0030   Information (Computer) System Program and Software Documentation

Records document the addition, modification, or removal of software from a city computer system. Records usually fall into six categories: 1) records that document operating systems; 2) records that document the in-house creation and modification of application programs; 3) records that document the structure and form of data sets; 4) records that document the use of commercial software packages; 5) records that document the structure of the system; and 6) records that document system-to-system communication. Records may include but are not limited to system overviews, operation logs, job listings, operator instruction manuals, system development logs, system specifications and changes (including narrative and flow chart descriptions), conversion notes, data set logs, data set inventories, data set record layouts, hard copies of tables, data dictionaries, data directories, programming logs, program specifications and changes, record layouts, user views, control program table documentation, program listings, commercial software manuals, and related correspondence and documentation.

Retention period for Office of Record copy: Retain migration plans until superseded or obsolete; retain other records 1 year after system superseded     
Retention Notes: Coordinate with BTS to determine which records are retained by BTS and which are retained by the individual Office/Bureau.
Office of Record: Combination of BTS and the Office/Bureau that manages the business process that the computer system supports.                          
Confidential? No                              
Authority: OAR 166-200-0060[2]              
Is this a vital record? Yes

 

IT-0040   Information (Computer) System Security Records

Records document the security of the city's computer systems. Includes employee access requests, passwords, access authorizations, and related documentation.

Retention period for Office of Record copy: 3 years after superseded                                       
Retention Notes: If the system security records are managed by an individual bureau, rather than BTS, the bureau is the office of record.
Office of Record: Bureau of Technology Services
Confidential? Yes                             
Authority: OAR 166-200-0060[3]              
Is this a vital record? Yes

 

IT-0050   Information (Computer) System User Support Records

Records document troubleshooting and problem-solving assistance provided by agency personnel to users of bureau-specific systems (computer, telecommunications, etc.) Records may include assistance requests, resolution records, and related documentation. Information may include name of requester, date, time, location, and description of problem and resolution.

Retention period for Office of Record copy: 1 year 
Office of Record: Office/Bureau providing user support
Confidential? No                              
Authority: OAR 166-200-0060[13]             
Is this a vital record? No

 

IT-0060   Information Service Subscription Records

Records document City subscriptions to information services. Records may include but are not limited to subscriptions, invoices, and correspondence.

Retention period for Office of Record copy: 2 years 
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0060[7]              
Is this a vital record? No

 

IT-0070   Software Management Records

Records document the use of software in City information systems to insure that institution software packages are compatible, that license and copyright provisions are complied with, and that upgrades are obtained in a timely manner. Records may include but are not limited to software purchase records, software inventories, software licenses, site licenses, and correspondence.

Retention period for Office of Record copy: 2 years after software disposed of or upgraded                                   
Retention Notes: If the records are managed by an individual bureau, rather than BTS, the bureau is the office of record.
Office of Record: Bureau of Technology Services
Confidential? No                              
Authority: OAR 166-200-0060[11]             
Is this a vital record? No