*GR5800-08 TECHNICAL Records adequate to specify all technical Until electronic records Retention Note: If the retention period DOCUMENTATION characteristics necessary for reading or are transferred to and of electronic records is extended to meet processing of electronic records and their made usable in a new requirements of an audit, litigation, open timely, authorized disposition. Includes hardware or software records action, etc. any technical documentation describing how a system environment with new documentation required to retrieve and operates and which is necessary for using documentation, or there read the records must also be retained for the system such as user guides, system or are no electronic the same period. sub-system definitions, system records being retained specifications, input and output to meet an approved specifications, and system flow charts; retention period that program descriptions and documentation require the such as program flowcharts, program documentation to be maintenance logs, change notices, and other retrieved and read. records that document modifications to computer programs; and data documentation necessary to access, retrieve, manipulate and interpret data in an automated system such as a data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, logical relationships, and origin of the data elements. *GR5800-09 AUTOMATED PROGRAM Automated program code and builds which Until superseded or LISTING / SOURCE CODE generate the machine-language instructions software program no used to operate software programs. longer used, whichever sooner. SECTION 5-2: COMPUTER OPERATIONS AND TECHNICAL SUPPORT RECORDS 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. Record Record Record Description Retention Period Remarks Number
*GR5800-08 TECHNICAL DOCUMENTATION Records adequate to specify all technical characteristics necessary for reading or processing of electronic records and their timely, authorized disposition. Includes documentation describing how a system operates and which is necessary for using the system such as user guides, system or sub-system definitions, system specifications, input and output specifications, and system flow charts; program descriptions and documentation such as program flowcharts, program maintenance logs, change notices, and other records that document modifications to computer programs; and data documentation necessary to access, retrieve, manipulate and interpret data in an automated system such as a data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, logical relationships, and origin of the data elements. Until electronic records are transferred to and made usable in a new hardware or software environment with new documentation, or there are no electronic records being retained to meet an approved retention period that require the documentation to be retrieved and read. Retention Note: If the retention period of electronic records is extended to meet requirements of an audit, litigation, open records action, etc. any technical documentation required to retrieve and read the records must also be retained for the same period. *GR5800-09 AUTOMATED PROGRAM LISTING / SOURCE CODE Automated program code and builds which generate the machine-language instructions used to operate software programs. Until superseded or software program no longer used, whichever sooner. SECTION 5-2: COMPUTER OPERATIONS AND TECHNICAL SUPPORT RECORDS 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. Record Number Record Record Description Retention Period Remarks
Schedule%20GR%20Revised%205th%20-%20Effective%202016-04-17.docx