Series Descriptions

Series Title (Agency Series #): Description, Retention (Legal Citation)

Computer System Maintenance Records (MCSO4-001): Computer System Maintenance Records document the maintenance of computer systems and are used to ensure compliance with any warranties or service contracts; schedule regular maintenance and diagnose system or component problems; and document systems backups. Records may include but are not limited to computer equipment inventories, hardware performance reports, component maintenance records (invoices, warranties, maintenance logs, correspondence, maintenance reports, and related records), system backup reports and procedures, and backup tape inventories, and related documentation.
Retention: Records related to system or component repair or service: Retain for the life of the system or component; Records related to records backups: Retain 1 year after superseded or obsolete. (MOAR 166-150-0125(1))

Correspondence, Ephemeral (MCSO4-002): Series documents communications received or sent which do not contain significant information about the information systems program, fiscal status, or routine agency operations. Records include, but are not limited to, advertising circulars, drafts and worksheets, desk notes, memoranda, and other records of a preliminary or informational nature.
Retention: Retain until read. (MOAR 166-150-0005(8))

Correspondence, General (MCSO4-003): Series documents communications received or sent which do not contain significant information about an agency's programs. Records include letters sent and received, memoranda, notes, transmittals, acknowledgements, community affair notices, charity fund drive records, routine requests for information or publications, enclosures, and attachments.
Retention: Retain 1 year. (MOAR 166-150-0005(8))

Correspondence, Program (MCSO4-004): Correspondence, memoranda, and similar records which document and add significant information to the program or primary functional responsibility of the office. Includes letters sent and received, memoranda, notes, and other records related to specific programs or primary functions.
Retention: Retain 5 years. (MOAR 166-150-0005(8))

Information System Planning And Development Records (MCSO4-005): Records document the planning and development of 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: Implemented systems: Retain life of the system; Unimplemented systems: Retain 3 years. (MOAR 166-150-0125(8))

Software Management Records (MCSO4-006): Records document the use of software in information systems to insure that institution software packages are compatible, that license and copyright provisions are complied with, and that upgrades are obtained in a timely manner. Records may include but are not limited to software purchase records, software inventories, software licenses, site licenses, and correspondence.
Retention: Retain 2 years after software disposed of or upgraded. (MOAR 166-150-0005(11))

User Support Records (MCSO4-007): Records documenting troubleshooting and problem-solving assistance provided by information systems personnel to users of the systems. Records may include assistance requests, resolution records, and related documentation. Information may include name of requester, date, time, location, and description of problem and resolution.
Retention: Retain 2 years. (MOAR 166-150-0005(13))