Series Descriptions

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

Computer System Maintenance Records (DCJ4-001): Documents the maintenance of the program's computer systems and is used to insure compliance with any warranties or service contracts; schedule regular maintenance and diagnose system or component problems; and document system backups. Records may include computer equipment inventories, hardware performance reports, component maintenance records (invoices, warranties, hardware performance reports, maintenance reports, and related records), system backup reports and backup tape inventories.
Retention: Records related to system or component repair or service: retain for life of system or component; records related to regular or vital records backup: retain as needed. (MOAR 166-150-0125(1))

Computer System Program Documentation (DCJ4-002): Documents the addition, modification, or removal of software from an agency computer system. Records usually fall into one of six categories: 1) records that document operating systems; 2) records the document the in-house creation and modification of application programs; 3) records that document the structure and form of datasets; 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 system overviews, operations logs. job listings. operator instruction manuals, system development logs, system specifications and changes (including narrative and flow chart descriptions), conversion notes, dataset logs, dataset inventories, dataset 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, and commercial software manuals.
Retention: Records required to insure public access to and/or migration of system data: retain for life of system; other records: retain as needed. (MOAR 166-150-0125(2))

Filing Systems Records (DCJ4-003): Documents the establishment, alteration, or abolition of agency and/or program filing systems. Records include master file lists, organizational charts, program descriptions.
Retention: Retain 3 years after superseded or abolished. (MOAR 166-150-0125(5))

Forms Development Records (DCJ4-004): Used to develop new or revised forms for a department and to provide a history of previous forms. Records may include sample forms, drafts, form logs/listings, proposals, authorizations and illustrations.
Retention: Retain until superseded or obsolete. (MOAR 166-150-0125(6))

Information Service Subscription Records (DCJ4-005): Series documents department subscriptions to information services. Records may include subscriptions, invoices, and correspondence.
Retention: Retain 3 years. (MOAR 166-150-0125(7))

Information System Planning and Development Records (DCJ4-006): Documents the planning and development of program information systems. Although these records typically document computerized information system, they may also document manual filing systems and microfilm systems. The records are used to insure that planned systems will help a program fulfill its mission, are cost-effective, conform to adopted information standards, and integrate with existing agency 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, program studies and surveys, system specifications and revisions, component proposals, technical literature, vendor literature and proposals, and related correspondence.
Retention: Implemented systems: retain for life of system; unimplemented systems: retain 5 years. (MOAR 166-150-0125(8))