RETENTION NOTE: Not all of the following types of records will be created with all electronic systems. A local government should determine which records are needed according to the type of computer operation in use (mainframe, individual personal computers, networked personal computers, etc.). The records in this section may be maintained electronically (on-line, magnetic tape, optical disk, etc.) or on another medium such as paper or microform provided the approved retention period is met.

RETENTION NOTES: (a) This part establishes retention periods for records essential to the creation, maintenance, and use of electronic records (information recorded in a form for computer processing including data, graphics, digital images, multimedia records, etc.) and records related to computer operations/technical support not covered elsewhere in this schedule. Records in this part may be maintained on whatever medium is appropriate including electronic (on-line, magnetic tape, optical disk, CD-ROM, etc.), paper, and microform.

(b) Other types of records may be maintained electronically that are listed elsewhere in this schedule, such as administrative, fiscal, personnel, and support services records, or in other specialized schedules adopted by the Texas State Library and Archives Commission, such as Records of Public Safety Agencies, Records of Public Health Agencies, etc. The retention period for those electronic records will be as specified under the appropriate records series item number according to the function of the information. For example, if an electronic system is used to maintain encumbrance and expenditure reports, the retention period for these electronic records would be 2 years as specified in item number 1025-04(d). Retention requirements apply to records maintained on all types of electronic systems including mainframe, minicomputer, microcomputer, local-area-network based systems, etc.

(c) Administrative rules of the Texas State Library and Archives Commission (13 TAC 7.71-7.79) require that retention procedures for electronic records with an approved retention of 10 years or more must include provisions for scheduling the disposition of the electronic records as well as related software, documentation, and indexes; and for regular recopying, reformatting, and other necessary maintenance or conversion activities to ensure the retention and stability of electronic records until the expiration of their retention periods.

(d) If automated information is copied to paper or microform to create the official record, the electronic files do not have to be maintained for the full retention period of the record. The added value of electronic files for facilitating retrieval, making queries, providing for automated audit trails, etc., should be carefully reviewed prior to destruction of the electronic files even though there is an official record in another medium.

5825-01 ACCESS SECURITY RECORDS - Records created for security purposes to control or monitor individual access to a system and its data, including but not limited to user account records, security log information, and password files. RETENTION: Until the individual no longer has access to the system or audit requirements for the records modified by the individual have been met, whichever later.

5825-02 BATCH DATA ENTRY CONTROL RECORDS - Forms and logs used to reconcile batches submitted for processing against batches received and processed. RETENTION: 1 year (Exempt from destruction request requirement)

5825-03 CHARGE BACK RECORDS TO DATA PROCESSING SERVICE USERS - Records used to document, calculate costs and bill program units for computer usage and data processing services. RETENTION: FE + 7 years

5825-04 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. RETENTION: 90 days (Exempt from destruction request requirement)

5825-05 DATA PROCESSING POLICIES AND PROCEDURES - Records of data processing policies and procedures including those covering access and security, systems development, data retention and disposition, and data ownership. Records of procedures for data entry, operation of computer equipment, production control, system backup, compliance with electronic records rules, etc. Does not include technical documentation of procedures necessary for reading or processing of electronic records (see item number 5800-08). RETENTION: 5 years after policy or procedure is withdrawn, revised, updated, or superseded.

RETENTION NOTE: Review before disposal; some documentation of this type may merit permanent or long-term retention for historical or legal reasons.

*5825-06 DATA PROCESSING PLANNING RECORDS - Reports, studies, analyses, projections, and similar records concerning the creation, development, or modification of data processing systems and services except for disaster recovery plans (see item number 5825-07). This record series includes Y2K project files. RETENTION: 5 years

RETENTION NOTE: Before disposal appraise for continuing administrative usefulness and historical value. Those records relating to major development projects and other records considered of historical value should be retained permanently.

5825-07 DISASTER PREPAREDNESS AND RECOVERY PLANS - Records related to the protection and reestablishment of data processing services and equipment in case of a disaster. RETENTION: US (Exempt from destruction request requirement.)

5825-08 ELECTRONIC MEDIA LIBRARY SYSTEM FILES - Records used to control the location, maintenance, and disposition of media in an electronic media library except for records destruction documentation that is maintained permanently (see item number 1000-40). RETENTION: Until related records or media are destroyed or withdrawn from the library.

5825-09 INPUT DOCUMENTS - Copies of records or forms designed and used solely for data input and control when the data processing unit provides centralized data input services and original records are maintained by the program unit except for data entry documents noted elsewhere in this schedule or other schedules adopted by the commission. RETENTION: Until all data has been entered into the system and, if required, verified. (Exempt from destruction request requirement.)

5825-10 NETWORK CIRCUITS INVENTORY - Records containing information on network circuits used by the government including circuit number, vendor, type of connection, terminal series, software, contact person, and other relevant information about the circuit. RETENTION: US (Exempt from destruction request requirement.)

5825-11 NETWORK IMPLEMENTATION FILES - Records used to implement a computer network including reports, diagrams of network, and wiring schematics. RETENTION: US (Exempt from destruction request requirement.)

5825-12 OPERATING SYSTEM AND HARDWARE CONVERSION PLANS - Records relating to the replacement of equipment or computer operating systems not included elsewhere in this schedule. RETENTION: 1 year after completion of conversion.

5825-13 OUTPUT RECORDS FOR COMPUTER PRODUCTION - Reports showing transactions that were accepted, rejected, suspended, and/or processed. RETENTION: 1 year. (Exempt from destruction request requirement.)

5825-14 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. RETENTION:  Until no longer needed as an audit trail for records modified.

5825-15 PROJECT FILES - Records created and used in the development, redesign, or modification of automated systems or applications.

RETENTION NOTE: Does not include purchasing records for computer software or hardware such as individual personal computers, which are covered by Schedule GR, Part 4, Section 4-1.

a) Project management records, design documentation, feasibility studies, justifications, user requirements, etc. RETENTION: 3 years after completion of project

b) Routine status reports, memos, and correspondence. RETENTION: 1 year (Exempt from destruction request requirement.)

5825-16 SYSTEM ACTIVITY MONITORING RECORDS - Electronic files or automated logs created to monitor computer systems such as print spool logs, console logs, tape activity logs, etc. RETENTION: 1 year (Exempt from destruction request requirement.)

5825-17 TRAINING COURSE INFORMATION - Memoranda, flyers, catalogues, registration forms, rosters, and other records documenting training courses provided users of electronic records systems. RETENTION: 1 year (Exempt from destruction request requirement.)