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Kansas Records Retention Schedules

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Agency Code: 000-009 (State General Retention and Disposition Schedule. Information Technology)

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Agency Number: 000-009
State General Retention and Disposition Schedule
Information Technology

SERIES ID 0010-000 
TITLE Audit Trail Files 
DESCRIPTION Data generated during the creation of a master file or database used to validate a master file or database during a processing cycle. 
RETENTION See Comments 
COMMENTS Retain a minimum of 12 database/master file backup cycles, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0011-000 
TITLE Automated Program Listing/Source Code 
DESCRIPTION Automated program code which generates the machine-language instructions used to operate an automated information system. 
RETENTION See Comments 
COMMENTS Retain for 3 system update cycles after is superseded or replaced, then destroy. 
DISPOSITION Detroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0023-000 
TITLE Computer Run Scheduling Records 
DESCRIPTION Records used to schedule computer runs including daily schedules, run reports, and other records documenting the successful completion of a run. 
RETENTION See Comments 
COMMENTS Retain until no longer of administrative value to agency, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0024-000 
TITLE Computer Software Licensing Files 
DESCRIPTION Documents proving the licensure and implementation of computer software programs by the agency. 
RETENTION See Comments 
COMMENTS Retain 5 calendar years after the contract or end user license agreement (EULA) has expired, or 5 years after the software is no longer installed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0025-000 
TITLE Computer Usage Logs 
DESCRIPTION Logs documenting computer system usage including but not limited to log-in files, system usage files, data entry logs, and records of individual computer program usage. 
RETENTION See Comments 
COMMENTS Retain until no longer of administrative value to agency, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0030-000 
TITLE Data Administration Policies 
DESCRIPTION Records of data processing policies including those covering access and security, data retention and disposition, and data ownership. 
RETENTION See Comments 
COMMENTS Retain until superseded, obsolete or replaced, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0031-000 
TITLE Data Documentation/Data Dictionary Records 
DESCRIPTION Records generally created during system development or modication and necessary to access, retrieve, manipulate and interpret data in an automated system including data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, local relationships, and origin of the date elements. 
RETENTION See Comments 
COMMENTS Retain 3 years after the discontinuance of system and until all system data is destroyed or transferred to new operating environment. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0032-000 
TITLE Data System Specifications 
DESCRIPTION Records necessary for using the system, user guides, system or substem definitions, system flowcharts, program descriptions and documentation, job control or workflow records, system specifications, and input and output specifications. 
RETENTION See Comments 
COMMENTS Retain 3 years after the discontinuance of system and until all system data is destroyed or transferred to new operating environment. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0051-000 
TITLE Hardware and Software Documentation 
DESCRIPTION Records documenting the use, operation, and maintenance of an agency's computer equipment including operating manuals, hardware/software operating system requirements, hardware/software configurations, and equipment control systems. 
RETENTION See Comments 
COMMENTS Retain until the agency no longer uses related hardware or software and all data is tranferred to and made useable in the new hardware/software environment. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0055-000 
TITLE Information Technology Disaster Preparedness and Recovery Plans 
DESCRIPTION Records related to the protection and reestablishment of information technology services, equipment and data (back-up files) in case of a disaster. 
RETENTION See Comments 
COMMENTS Retain until superseded by revised plan, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0056-000 
TITLE Information Resources Management and Data Processing 
DESCRIPTION Agency IT plans, data processing service plans, strategic plans, and related records used to plan for information systems development, technology acquisitions, data processing services provision or related areas. 
RETENTION See Comments 
COMMENTS Retain until superseded, obsolete or replaced, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0110-000 
TITLE System Users Access Records 
DESCRIPTION Electronic or textual records created to control or monitor individual access to a system and its data for security purposes, including but not limited to, user account records, security logs, and password files. 
RETENTION See Comments 
COMMENTS Retain until no longer of administrative value to the agency, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0111-000 
TITLE Tape Library Control Records 
DESCRIPTION Records to control the location, maintenance, and disposition of magnetic media in a tape library including list of holdings, control logs, and other data regarding the destruction of tape library electronic files. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0112-000 
TITLE Technical Program Documentation 
DESCRIPTION Copy of program code/program flowcharts, program maintenance log, system change notices, original design documents, specifications, requirements, acceptance tests, and other records that document computer programs and the modifications made to computer programs. 
RETENTION See Comments 
COMMENTS Retain until all data in system has been migrated or destroyed. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0117-000 
TITLE Test Database/Files 
DESCRIPTION Routine or benchmark data sets, related documentation, and test results contracted or used to test or develop a system. 
RETENTION See Comments 
COMMENTS Retain until the version of the system is no longer in use, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0128-000 
TITLE Web Server Aggregate Reports 
DESCRIPTION Reports periodically generated from the Web transaction log data to indicate aggregate values and trends. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0129-000 
TITLE Web Server Transaction Logs 
DESCRIPTION Raw data captured from the hypertext transfer protocol (HTTP) header during a Web transaction and stored in a log file. 
RETENTION 006 months 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(12)(13)(14)(30) 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

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