Records document the planning and development of City information systems. Although these records typically document computerized information systems, they may also document manual filing systems and microfilm systems. The records are used to insure that planned systems will help the institution fulfill its missions, are cost-effective, conform to adopted information standards, and integrate with existing institution information systems. Records may vary according to the level of documentation required for each system, but may include information technology plans, 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.
RETENTION: (a) Implemented systems, retain for the life of the system;
(b) Unimplemented systems, retain 3 years
AUTHORITY: OAR 166-200-0060(8)
1007-07 COMPUTER SOFTWARE PROGRAMS
Computer programs developed for, owned by or licensed to the City for its own use, but not including software as a service (web based applications). “Computer program” means a series of instructions or statements which permit the functioning of a computer system in a manner designed to provide storage, retrieval and manipulation of data from such computer system. This series refers only to the computer program itself, not to any data within the system, nor to documentation about the system.
Retention: A computer program shall be retained until either of the following occurs:
(1) the program is superseded by a newer version or by different software that is capable of accessing the records; or
(2) the retention period has expired for the records that can be accessed only by means of that program.
AUTHORITY: City of Portland City Attorney