3601 INFORMATION SERVICES PLANNING AND OPERATIONAL RECORDS
3601-01 TECHNOLOGY SERVICES PROJECT PLANNING RECORDS
Series is used to document evaluation, proposed and accepted technology projects. Records may
vary according to the level of documentation required for each system, but may include; authorizing directives, information technology plans, project planning correspondence, feasibility studies, comparisons of alternative solutions, cost-benefit analyses, studies and surveys, system specifications and revisions, software/hardware evaluations, technical literature, vendor literature and proposals, and correspondence.
Confidential? No
Vital Record? No
Record Copy? Yes
RETENTION: Life of system. (Unimplemented systems retain 3 years)
AUTHORIZATION: OAR 166-200-0060(8)
3601-02 HARDWARE SELECTION RECORDS
Series is created to document the selection criteria for the procurement or modification of information systems. Series consists of technical requirements, authorizing directives, correspondence concerning selections, specifications for hardware, related software, and maintenance agreements.
Confidential? No
Vital Record? No
Record Copy? Yes
RETENTION: 2 years after hardware disposed of or upgraded
AUTHORIZATION: OAR 166-200-0060(8)
3601-03 TECHNOLOGY STANDARDS DOCUMENTATION
Series is used to document standards for hardware and software for City technology systems.
Standardization requirements are approved by Technology Services.
Confidential? No
Vital Record? No
Record Copy? Yes
RETENTION: (A) Routine clerical manuals retain 2 years after superseded or obsolete
(B) Policy statements and directives retain permanently as part of Portland Policy Documents
AUTHORIZATION: OAR 166-200-0135(15); OAR 166-200-0135(16)
3601-04 SYSTEM USAGE AND MAINTENANCE RECORDS
Series is used to document system usage and maintenance tasks for budgetary, performance management, and planning purposes. Series consists of records used for tracking utilization and maintenance work on system systems. Records document basic changes to the system. Where appropriate, series includes billing records to City bureaus.
Confidential? No
Vital Record? No
Record Copy? Yes
RETENTION: (A) Records related to system or component repair or service, retain for the life of the system or component
(B) Billing records retain 3 years after collected or deemed uncollectible
AUTHORIZATION: OAR 166-200-0060(1); 166-200-0050(2)
3601-05 PROGRAM MANUALS
Series is used to document the function, use and methodology of specific technology systems and give a general description of the system. Records include flow diagrams showing logic of the programs; description of coding information, program testing instructions, and operating instructions.
Confidential? No
Vital Record? No
Record Copy? Yes
RETENTION: 1 year after superseded
AUTHORIZATION: OAR 166-200-0060(2)
3601-06 USER GUIDES - SYSTEM DOCUMENTATION FOR STAFF AND END USERS
Series is used for training or explaining overall systems. Records include handbooks; include user-oriented instructions for processing work in the system.
Confidential? No
Vital Record? Yes
Record Copy? Yes
RETENTION: 1 year after superseded
AUTHORIZATION: OAR 166-200-0060(2)
3602 CUSTOMER RELATIONS
3602-01 INCIDENT / SERVICE REQUEST LOGS
Series is used to track requests for services on information systems. Records are created at the Help
Desk when customer requests for assistance on a specific problem. Record is a computer log of who is reporting the problem, their bureau, phone number, date, time, problem, problem status, who it was assigned to and resolution of problem.
Confidential? No
Vital Record? No
Record Copy? Yes
RETENTION: 3 years
AUTHORIZATION: OAR 166-200-0060(13)
3602-02 NETWORK DESIGN AND IMPLEMENTATION RECORDS
Series is used to document the design and implementation of networks set up by Technology Services. Series is created to document components and configuration of the equipment on City networks and radio systems. Records include copies of equipment lists, networking configuration, user groups, directory structure, correspondence related network design and implementation decisions, contact persons and installation/setup data.
Confidential? No
Vital Record? No
Record Copy? Yes
RETENTION: 1 year after system superseded).
AUTHORIZATION: OAR 166-200-0060(2)
3602-03 SOFTWARE LIBRARY AND DOCUMENTATION RECORDS
Series are CDs, DVDs or files (and documentation) of purchased Commercial off the Shelf (COTS) software. Series addresses software used by city employees as part of their work routine.
Records include current and older versions of commercial software in use by the various city bureaus. Records also include information regarding licenses.
Confidential? No
Vital Record? No
Record Copy? Yes
RETENTION: 2 years after discontinuance or upgrade of system.
AUTHORIZATION: OAR 166-200-0060(2); 166-200-0060(11)
