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4816 Enterprise Business Solution

4816-01         EBS SOFTWARE MANAGEMENT RECORDS      

Records document EBS compliance with software license provisions and upgrade recommendations. Records may include but are not limited to software inventories, software licenses, site licenses, and correspondence. 

 

Confidential?       No

Vital Record?       No

Record Copy?      Yes

 

RETENTION:     2 years after software disposed of or upgraded

 

AUTHORITY:   OAR 166-200-0060(11)

 

4816-02         EBS SYSTEM PROGRAM DOCUMENTATION RECORDS               

Series documents the configuration, addition, modification, or removal of the software and hardware that comprises the SAP system. Records usually fall into six categories: 1) records that document operating systems; 2) records that document the in-house creation and modification of application programs; 3) records that document the structure and form of data sets; 4) records that document the use of commercial software packages; 5) records that document the structure of the system; and 6) records that document system-to-system communication. Records may include but are not limited to system overviews, operation logs, job listings, operator instruction manuals, system development logs, system specifications and changes (including narrative and flow chart descriptions), conversion notes, data set logs, data set inventories, data set record layouts, hard copies of tables, data dictionaries, data directories, programming logs, program specifications and changes, record layouts, user views, control program table documentation, program listings, commercial software manuals, and related correspondence and documentation.

 

Confidential?       Yes

Vital Record?       Yes

Record Copy?      Yes

 

RETENTION:     (A) Migration plans: Retain until superseded

                                (B) Other records: 2 years after system disposed of or upgraded

 

AUTHORITY:   OAR 166-200-0060(2); 166-200-0060(11)

 

4816-03         EBS SYSTEM SECURITY RECORDS       

Records document the security of SAP systems. Includes employee access and role mapping requests, (initial access requests and subsequent requests that change an employee’s access rights) passwords, access authorizations, and related documentation.

 

Confidential?       Yes

Vital Record?       Yes

Record Copy?      Yes

 

RETENTION:     3 years after superseded

 

AUTHORITY:   OAR 166-200-0060(3)

 

4816-04         EBS SYSTEM PLANNING AND DEVELOPMENT RECORDS

Series is created to document the planning and development of the SAP system. The records are used to insure that the system fulfills its missions, is cost-effective, conforms to adopted standards, and integrates with existing City information systems. Records may include information technology plans, governance documents, feasibility studies, cost-benefit analyses, institution studies and surveys, information management project records, system specifications and revisions, software evaluations, component proposals, technical literature, vendor literature and proposals, and correspondence.

 

Confidential?       No

Vital Record?       No

Record Copy?      Yes

 

RETENTION:     Life of the system

 

AUTHORITY:   OAR 166-200-0060(8)

 

4816-05         EBS TASK ORDERS

Series is used to document change requests and new functionality requests within the SAP system.  Records include copies of request orders, responses and related records. Records include items that need maintenance or support.

 

Confidential?       No

Vital Record?       No

Record Copy?      Yes

 

RETENTION:     2 years after last action

                                 

AUTHORITY:   OAR 166-200-0010(25)

 

4816-06         EBS TRAINING PROGRAM RECORDS

Records related to the design and implementation of training programs provided to users of the SAP system. May include class descriptions, instructor certifications, planning documentation, instructional material, course outlines, class enrollment and attendance records, and related significant records.

 

Confidential?       No

Vital Record?       No

Record Copy?      Yes

 

RETENTION:     (A) Significant program records: Retain 5 years

                                (B) Class enrollment, attendance and other records: Retain 2 years

 

                                 

AUTHORITY:   OAR 166-200-0090(22)


Contact Information
Archives & Records
1800 SW 6th Ave, Suite 550
Portland, OR 97201
phone: 503-865-4100 (new)

 

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