PortlandOnline

POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules General Schedule
1007 BUREAU INFORMATION TECHNOLOGY RECORDS

1007-03 COMPUTER HARDWARE AND PROGRAM DOCUMENTATION RECORDS

Series documents the computer equipment and software that has been purchased, developed or enhanced by the various city agencies. Series is used to show how the equipment and software works. Records include manuals, training materials, books, computer material and other records that document how to use the computer equipment. Note: Some of these records are held in the Bureau of Information Technology (BIT).
Record Copy? Yes
RETENTION: Until superseded or obsolete. Software documentation should be retained until all material has been upgraded to a new system or retention period of information has been met.

1007-04 COMPUTER MAINTENANCE RECORDS

Series is used to document maintenance to computer systems and machines. Records include a copy of maintenance contracts, information about machines, software, configurations, machines inventory numbers and other miscellaneous information. Records include repair slips and billing information. Series may include information on personal computers, printers, Local Area Network (LAN) hardware, mini computers, disk drives, optical systems, backup hardware, and network cards. Note: Some of these records are held in the Bureau of Information Technology (BIT).
Record Copy? Yes
RETENTION: Life of system

1007-05 COMPUTER PURCHASE RECORDS

Series documents the purchase and use of computer hardware, software and equipment. Series consists of copies of purchase orders, requisitions and software licenses. Note: Some of these records are held in the Bureau of Information Technology (BIT).
Record Copy? Yes
RETENTION: Financial records: 3 years; Software licenses: Life of equipment or system

1007-06 INFORMATION SYSTEM PLANNING AND DEVELOPMENT RECORDS

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


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

 

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