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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



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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



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