Search the
Records Schedule
Chapter 8: Information Technology, (IT)
- Chief Information Officer (CIO)
- IT Policy
- Capital Planning
- Systems Development
- Infrastructure Operations and Maintenance
- IT Security
- System Engineering
- Data Management
- Forms Management
- Information Collections
- Information Quality
- Web Program
- Electronic Copies of Records Contained in this Chapter
July 28, 2011
These operational records relate to IT plans, acquisitions, operations and management, and to security of IT systems and services (including NARANET). This chapter also covers NARAs Web Program and IT project management. Electronic files and hard copy printouts created to monitor system usage of individual systems (e.g., log/audit files) are included under item 821. However, EXCLUDED are documentation, source documents, processing files, and output products (e.g., reports, printouts, microforms, and similar hard copy outputs) for individual IT systems. These records are scheduled with the related functional files (e.g., Performance Measurement and Reporting System [PMRS] in Chapter 1).
Chief Information Officer (CIO)
IT Policy
Capital Planning
Systems Development
Reserved (805)
Infrastructure Operations and Maintenance
Reserved (815 – 816)
IT Security
File # | Description | Disposition | ||
---|---|---|---|---|
817 | IT Security | |||
817-1 | User Awareness. |
Destroy/delete when no longer needed for legal OR operational purposes. (N1-64-08-12, item 30) | ||
817-2 | System Certification and Accreditation (C&A). |
Overwrite/delete superseded documentation for each system. Annually, identify defunct systems and destroy/delete related documentation for these systems. (N1-64-08-12, item 29) | ||
817-3 | Intrusion Detection. |
Cut off scan reports at end of fiscal year. Destroy/delete 1 year after cutoff. (N1-64-08-12, item 26) | ||
817-4 | Incident Response. |
|||
|
Cut off at end of fiscal year. Destroy/delete 1 year after cutoff. (N1-64-08-12, item 27) | |||
|
Cut off at end of fiscal year. Destroy/delete 3 years after cutoff. (N1-64-08-12, item 28) | |||
817-5 | Security Audit Logs. Extracts of audit logs ("audit trails") pulled from NARANET and NARANET-hosted applications via automated audit analysis tools. Extracts are used to trace users' actions, reconstruct events, detect intrusions, and identify other problems.
NOTE: For security audit logs in individual applications, see either file no. 812 or file numbers for specific applications, as appropriate. |
Destroy/delete extracted data 1 calendar year after pulling of data via an automated tool. (GRS 20, item 1c) |
Reserved (818 – 819)
System Engineering
File # | Description | Disposition |
---|---|---|
820 | Systems Engineering | |
Records are maintained by system project. |
Destroy/delete 5 years after system OR technology is retired. (N1-64-08-12, item 33) |
Data Management
File # | Description | Disposition |
---|---|---|
821 | Data Management | |
821-1 | All records EXCEPT for those filed under 821-2. |
Destroy/delete when superseded. (N1-64-08-12, item 31) |
821-2 | System-specific data management (files maintained by system). |
Destroy/delete 3 TO 5 years after system is retired. (N1-64-08-12, item 32)
NOTE: A retention band, although specifying a range of years, actually requires for the organization to select a specific retention period (within the band) for each series and keep the retention period in effect for an entire fiscal year. |
Forms Management
File # | Description | Disposition |
---|---|---|
822 | Forms Management | |
822-1 | All records EXCEPT for those filed under 822-2. |
Destroy/delete when superseded. (N1-64-08-12, item 37) |
822-2 | Forms Case Files (maintained by form number). |
Destroy/delete forms case file 5 years after specific form is cancelled. (GRS 16, item 3a)
NOTE: If a form is superseded (assigned a new form number), file related records in case file for successor form. |
Information Collections
File # | Description | Disposition |
---|---|---|
823 | Office of Management and Budget (OMB) Information Collections | |
Cut off when approval/renewal period expires. Destroy/delete no SOONER than time of expiration, BUT NO LATER than 3 years after expiration of succeeding renewal period. (N1-64-08-12, item 39) |
Reserved (825 – 839)
Information Quality
File # | Description | Disposition |
---|---|---|
824 | Information Quality | |
Cut off at end of fiscal year. Destroy/delete when 3 years old. (N1-64-08-12, item 40) |
Web Program
File # | Description | Disposition | ||
---|---|---|---|---|
840 | NARA Web Function | |||
The NARA Web function comprises the designing, implementing, and maintaining of NARA's web sites. These records fall into one broad functional area (Program Operation) and are created in the course of operating NARA's Web Program. | ||||
840-1 | Includes, but NOT limited to, files relating to: designing, populating, testing, implementing, and maintaining NARA's web sites (including Presidential libraries' web sites). | |||
|
Destroy/delete when 3 to 10 years old. (N1-64-06-2, item 1) | |||
|
Destroy/delete when no longer needed. (N1-64-03-6, item 1a[2]) | |||
840-2 | Reference Documentation. | |||
|
Destroy/delete when no longer needed for reference. (N1-64-03-6, item 1b[1]) | |||
|
Destroy/delete no later than 60 days after posting. (N1-64-03-6, item 1b[2]) | |||
840-3 | Web Server and Search Engine Log Files. Server, search engine, and statistical analysis tools generating automated logs that:
|
|||
|
Retain 30 days of log data, one tape per day. Cycle tapes by overwriting the oldest data with new data on a daily basis. (N1-64-03-6, item 1c[1]) | |||
|
Create one summary master copy of all raw data pertaining to server logs at the conclusion of each month. Retain for 12 months. Cycle tapes by overwriting the oldest data on "Month 13 tape" with the most recent data. (N1-64-03-6, item 1c[2]) | |||
|
Hold 3 fiscal years of data. Delete oldest fiscal year files when 4 years old. (N1-64-03-6, item 1c[3]) | |||
841 | "Live" Web Sites - Production Environment | |||
841-1 | Archives.gov (www.archives.gov) - NARA's main public web site, consisting of content files stored on production mirrored servers. Content files include: written, graphical, video, and/or audio content; style sheets, scripts, and code supporting functionality and delivery of content; and boot sector files residing on production servers. | Overwrite or destroy elements OR entire web site when no longer needed. (N1-64-06-1, item 1) | ||
841-2 | NARA@work - NARA's intranet web site, consisting of content files stored on production mirrored servers. Content files include: written, graphical, video, and/or audio content; style sheets, scripts, and code supporting functionality and delivery of content; and boot sector files residing on production servers. | Overwrite or destroy elements OR entire web site when no longer needed. (N1-64-06-1, item 2) | ||
841-3 | Our Documents (www.ourdocuments.gov) - a public web site providing reference copies of documents for use especially by teachers and students. The project was created in partnership with National History Day and the USA Freedom Corps. Content files include: written, graphical, video, and/or audio content; style sheets, scripts, and code supporting functionality of the web site; and boot sectors residing on production servers. | Overwrite or destroy when no longer needed. (N1-64-06-1, item 3) | ||
841-4 | Guide to the 1930 Census (1930census.archives.gov) - an online portal providing guidance, replicated from other NARA sources, regarding research methods using the 1930 census. This web site does NOT provide copies of NARA holdings. Content files include: written, graphical, video, and/or audio content; style sheets, scripts, and code supporting functionality and delivery of content; and boot sectors (mirrored drives) residing on production mirrored servers. | Overwrite or destroy when no longer needed. (N1-64-06-1, item 4) | ||
841-5 | Emergency Federal Register (www.emergency-federal-register.gov) - a web site with simple interfaces providing contingency public access to the online Federal Register in rare cases of national emergency and as authorized by the President of the United States. The web site consists of content files, code and templates, forms, and instructions supporting posting and viewing of the Federal Register in emergency circumstances. | Overwrite or destroy when no longer needed. (N1-64-06-1, item 5) |
Reserved (842 – 898)
Electronic Copies of Records Contained in this Chapter
File # | Description | Disposition |
---|---|---|
899 | Word Processing Files and E-mail Records | |
899-1 | Word Processing Files. Documents such as letters, memoranda, reports, handbooks, directives, and manuals recorded on electronic media, such as hard disks or floppy diskettes, after they have been copied to an electronic recordkeeping system, paper, or microform for recordkeeping purposes. | Delete from the word processing system when no longer needed for updating or revision. (GRS 20, item 13; N1-64-03-5, item 4a; N1-64-03-6, item 2a; and N1-64-03-8, item 3a) |
899-2 | E-mail Records. Senders' and recipients' versions of e-mail messages that meet the definition of Federal records, and any attachments to the record messages after they have been copied to an electronic recordkeeping system, paper, or microform for recordkeeping purposes. | Delete from the e-mail system after copying to a recordkeeping system. (GRS 20, item 14; N1-64-03-5, item 4b; N1-64-03-6, item 2b; and N1-64-03-8, item 3b) NOTE: Along with the message text, the recordkeeping system must capture the names of sender and recipients and date (transmission data for recordkeeping purposes) and any receipt data when required. |