Main Nav

Message from

We are in the process of updating our Document Retention Guidelines. Below are some IT related guidelines that were part of original retention guidelines from many years ago. We do not currently maintain records of individual computer program usage and I am wondering if this is really necessary.


Does anyone else have similar or hopefully more useful Document Retention Guidelines related to IT that you would be willing to share?



Electronic Data Processing


Electronic data processing planning, development, management, review and evaluation records documenting implementation, upgrading and use of equipment and systems, including feasibility studies; systems justification; long range planning records; manual of procedures; development plans; systems evaluations and reviews; user studies; conversion records; management studies; equipment description and specifications; standardization documentation and glossary of terminology and computer codes

6 years after equipment or system no longer in use


Electronic data processing system (or subsystem or program) data entry, manipulation, output and retrieval control records (often called "systems documentation records") necessary for retrieval of information retained in machine readable format, including user guide; internal memoranda; system or subsystem definition, flowchart or outline; list or index of programs and codes; detailed program description and documentation; job control or work flow records; system specifications; file specifications; input and output specifications and test data


1 year after system discontinued or information no longer stored in machine readable form, whichever is longer


Computer usage records documenting overall use of computers


·         Annual reports on computer usage

6 years


·         Detailed daily, weekly, or other periodic records

1 year


Individual computer program usage records


·         Annual or final reports on computer usage for any individual program

6 years


·         Summary reports, except annual or final reports, on computer usage for any program

6 years


·         Detailed records of computer usage for each for each fiscal program

6 years


·         Detailed records of computer usage for each non-fiscal program

1 year




-          John


John R. Ellis

Executive Director Information Technology Services

The College of Saint Rose

432 Western Avenue

Albany, New York 12203



********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at


Hi John,


Here are a few resources that may be of interest to you.

Electronic Records Management Toolkit

And specifically the area of Records Retention and Disposition

Please let me know if you have any questions, thank you.

Colleen Keller Electronic Resources Librarian



Uncommon Thinking for the Common Good
direct: 303.939.0309 | main: 303.449.4430 | | Twitter: @EDUCAUSElibrary




Annual Conference

October 27–30
Save the Date

Events for all Levels and Interests

Whether you're looking for a conference to attend face-to-face to connect with peers, or for an online event for team professional development, see what's upcoming.


Digital Badges
Member recognition effort
Earn yours >

Career Center

Leadership and Management Programs

EDUCAUSE Institute
Project Management



Jump Start Your Career Growth

Explore EDUCAUSE professional development opportunities that match your career aspirations and desired level of time investment through our interactive online guide.


EDUCAUSE organizes its efforts around three IT Focus Areas



Join These Programs If Your Focus Is


Get on the Higher Ed IT Map

Employees of EDUCAUSE member institutions and organizations are invited to create individual profiles.



2015 Strategic Priorities

  • Building the Profession
  • IT as a Game Changer
  • Foundations

Learn More >

Uncommon Thinking for the Common Good™

EDUCAUSE is the foremost community of higher education IT leaders and professionals.