GR5800-01 AUDIT TRAIL RECORDS Files needed for electronic data audits such audit requirements as files or reports showing transactions met. accepted, rejected, suspended, and/or processed; history files/tapes; records of updates to application files or security logs. Automated indexes, registers, and the related hard GR5800-02 FINDING AIDS, INDEXES, AND TRACKING other finding aids used to provide access to copy or electronic SYSTEMS the hard copy and electronic records. records have been destroyed. Records documenting operational and Until electronic records If the retention period GR5800-03 HARDWARE Retention Note: DOCUMENTATION maintenance requirements of computer are transferred to and of electronic records is extended to meet hardware such as operating manuals, made usable in a new requirements of an audit, litigation, Public hardware/operating system requirements, hardware environment, Information Act request, etc., any hardware configurations, and equipment or there are no hardware documentation required to control systems. electronic records being retrieve and read the records must also be retained to meet an retained for the same period. approved retention period that require the hardware to be retrieved and read. *GR5800-04 INFORMATION Relatively long-lived computer files, Until electronic records Retention Notes: a) The need to retain SYSTEM/Database including databases, containing organized are transferred to and "snapshots" of some continuing and consistent sets of complete and accurate made usable in a new information systems or databases should RECORDS electronic records. system environment, or be carefully evaluated. For example, if a the files have met a Geographic Information System has only retention period current mapping information, historical established in this or versions of zoning changes would need to other commission be maintained for long-term legal and schedule, whichever historical value. sooner. b) Records managers should ensure that snapshots which support records on this or other commission schedules are retained for the full retention period of the records they support.
GR5800-01 AUDIT TRAIL RECORDS Files needed for electronic data audits such as files or reports showing transactions accepted, rejected, suspended, and/or processed; history files/tapes; records of updates to application files or security logs. audit requirements met. GR5800-02 FINDING AIDS, INDEXES, AND TRACKING SYSTEMS Automated indexes, registers, and other finding aids used to provide access to the hard copy and electronic records. the related hard copy or electronic records have been destroyed. GR5800-03 HARDWARE DOCUMENTATION Records documenting operational and maintenance requirements of computer hardware such as operating manuals, hardware/operating system requirements, hardware configurations, and equipment control systems. Until electronic records are transferred to and made usable in a new hardware environment, or there are no electronic records being retained to meet an approved retention period that require the hardware to be retrieved and read. Retention Note: If the retention period of electronic records is extended to meet requirements of an audit, litigation, Public Information Act request, etc., any hardware documentation required to retrieve and read the records must also be retained for the same period. *GR5800-04 INFORMATION SYSTEM/Database RECORDS Relatively long-lived computer files, including databases, containing organized and consistent sets of complete and accurate electronic records. Until electronic records are transferred to and made usable in a new system environment, or the files have met a retention period established in this or other commission schedule, whichever sooner. Retention Notes: a) The need to retain "snapshots" of some continuing information systems or databases should be carefully evaluated. For example, if a Geographic Information System has only current mapping information, historical versions of zoning changes would need to be maintained for long-term legal and historical value. b) Records managers should ensure that snapshots which support records on this or other commission schedules are retained for the full retention period of the records they support.