ITS Division Retention Schedule

Usually in the form of e-mails, these records are correspondence, requests, and documentation pertaining to or arising from the routine operations of a department, unit, or program. Records may include, but are not limited to, facility and space scheduling requests and logs (including conference rooms and classrooms), office supply requests and logs, general departmental communications and emails, and similar documents.

These records are correspondence that are not pertinent to an active project, matter, or case being handled by the department. Correspondence related to an active project, matter, or case being handled by the department should be retained according to the retention period for the related record series on an LCC retention schedule.

NOTE: Even though General Correspondence are often non-records they exist as a record series on this retention schedule in order to ensure that both records and non-record materials are included and managed within LCC’s disposition practices.
Retention = Date sent or received + 2 years

Usually in the form of e-mails, transitory correspondence is any form of written communication with a short-term interest that has no documentary value and need not be retained more than 30 days. This type of correspondence has limited administrative and evidential value that is lost soon after the communication is received. Transitory messages do not set policy, establish guidelines or procedures, certify a transaction or become a receipt.

NOTE: Even though Transitory Correspondence are usually non-records they exist as a record series on this retention schedule in order to ensure that both records and non-record materials are included and managed within LCC’s disposition practices.
Retention = Date sent or received + 30 days

Usually in the form of e-mails, these records are correspondence between ITS departments and vendors that document activity, information and decisions related to an active project, product or matter being handled by or in cooperation with a vendor.
Retention = Date sent or received + 2 years

These records are related to meetings and include, but are not limited to, agendas, meeting minutes, meeting notes, hand-outs, announcements, distribution materials (or other supporting documentation), and related correspondence.
Retention = Meeting Date + 5 years

These records document periodic progress reports (narrative and/or statistical) that are prepared by employees or offices about their duties and activities, and that are submitted to supervisors or managers.
Retention = Date created + 5 years

These records are created to evaluate the status of information technology services at the college by an outside consulting firm. The records include, but are not limited to, climate surveys, customer satisfaction surveys, HESEE surveys, and Information Security Assessments.
Retention = No longer useful + 1 year

These records document contact information for individuals within the ITS Division and departments.
Retention = Document is revised and superseded by a new version, or until the document is deemed obsolete

These records are used to keep track of staff work hours and schedules in several areas within ITS.
Retention = Date created + 2 years

These records document the ITS division's policies, standard operating procedures, processes, guidelines and expectations for employee conduct and customer interactions. They include, but are not limited to, the Business Disaster Recovery Plan, infrastructure master plan, computer workstation passwords, reference materials used to maintain equipment and troubleshoot problems, and Applications/Systems project documentation.
Retention = Document is revised and superseded by a new version, or until the document is deemed obsolete and/or is no longer actively referenced + 2 years

These records are instructions, directions, and related documents both internal to ITS and external to employees, students and other LCC technology users.

1. Records related to installs and upgrades of software.
   Retention = Application or system is no longer in use + 2 years
2. Records related to using technology and IT services at LCC.
   Retention = Document is revised and superseded by a new version, or until the document is deemed obsolete

These records document the development of IT and media projects including, but not limited to, new systems; upgrades; maintenance activities; hardware, software or system purchases; security; renovations and new construction; and video production.

These records include, but are not limited to, correspondence, notes, class lists, systems documentation, source codes, objects codes, code definitions, system layout, testing, maintenance work, project plans and timelines, operational procedures, data conversion, system migration, database input sheets, project description or content, assignment information, drawings, meeting notes, bid documents, punch lists, budget documentation, research information, product evaluations, reports, survey results, spreadsheets, statements of work, decision log, project review lessons learned template, scope, issue log and work breakdown, activity list and business case templates.
Retention = System is no longer in use or project is complete + 5 years

These records document contracts, licenses and agreements related to the purchase, use and maintenance of technology, hardware, software, and services at LCC.

The Information Technology Services Division is generally not the office of record for the official legal document, but still needs to maintain these records to administer the terms.
Retention = Expiration + 6 years

These are documents with signatures authorizing LCC all rights for use of media without restrictions.
Retention = Date created + 2 years, then transfer to the LCC Archives

These are records related to various aspects of budget creation, tracking and future-planning. They include records that serve as a working copies of budget negotiations in support of the final annual budget, records are used to keep staff apprised of current budget status, and reference tools used to budget for technology replacement.

The series includes, but is not limited to, copies of budget proposals, technology replacement fund, training and professional development information, investment proposals, and other internal budget planning documentation.
Retention = Fiscal year ends + 5 years

These records are used to track requisitions and to keep track of goods and services received. They can be found in hard copy, digital files and in Banner. They include, but are not limited to, the package log.
Retention = Date created + 7 years

These records are related to billing appropriate accounts for telecommunications.

1. Processed Data Files
   Retention = Date created + 4 years
2. Monthly Chargeback Reports - Includes, but is not limited to, Inactive Data, Division Reports, Owner Reports, and Organizational Detail Reports.
   Retention = Date created + 4 years
3. Monthly CSV (Comma Separated Value) Chargeback Reports shared with Financial Services.
   Retention = Date created + 1 year

These are inventory and maintenance records related to the various types of hardware at LCC. These records may include, but are not limited to, inventories, spreadsheets, databases, change logs, lists, repair orders and maintenance reports.

The hardware types included in these records consists of, but are not limited to, cameras, cellular devices, computers, laptops, media equipment, pagers, printers, and servers.
Retention = Item is disposed of + 3 years OR Document is revised and superseded by a new version, or until the document is deemed obsolete

These are inventory documents and related records of the various software at LCC. These records include, but are not limited to, manifest and patch information from regular software upgrades.
Retention = Document is revised and superseded by a new version, or until the document is deemed obsolete

These are inventory documents and related records of information generated, maintained and shared at LCC. They include, but are not limited to, Information Asset Registries.
Retention = Document is revised and superseded by a new version, or until the document is deemed obsolete

These are inventory documents and related records of the various media available at LCC. These records may include, but are not limited to, inventories, databases, and lists.

The media types included in these records consists of, but are not limited to, media available for the classroom, music purchased and/or leased by the college, and video and audio created by the college.
Retention = Document is revised and superseded by a new version, or until the document is deemed obsolete

These records document requests for new services and issues with accounts and equipment. They are used to initiate new projects, generate repair tickets, and report activity.
Retention = Date service/request completed + 10 years

These are records related to technology resources owned by LCC and assigned to employees to use for College business and authorized purposes.
Retention = Equipment is returned by the employee or disposed of + 2 years

These are records created to document employee user accounts and the permissions that are assigned and/or removed from them. Some of these records are logs created by systems.

The Human Resources Department may maintain a copy of these records in the employee’s personnel file.
Retention = Date created + 1 year

These records are used to map, document, define, and monitor the technology infrastructure and the wiring of voice and data lines.
Retention = Document is revised and superseded by a new version, or until the document is deemed obsolete. Keep current and previous version - Dispose of any older versions.

These records document activity on hardware and software at LCC. They include, but are not limited to, reports, files, audit trails, monitoring data, and network traffic data.

1. A. Reports - including vulnerability reports, and risk assessment / business impact analysis reports.
   Retention = Date created + 10 years
2. B. All other files, logs or data
   Retention = Date created + 2 years

These records are related to data recovery (specifically restoring files, directories, virtual machines, physical servers, databases, and containers). They include, but are not limited to, backup, restore and system (housekeeping) event history records, and operational reports.
Retention = Date created + 1 year

These files are used to investigate such activity as: security breach, fraud, illegal access to accounts, e-mails (inappropriate content), and inappropriate use of LCC technology resources. The files may include, but are not limited to, log files, copies of e-mails, related correspondence, and a narrative report.
Retention = Investigation is closed + 1 year

NOTE: Different systems collect, disseminate, and delete data at different intervals, and are used for different purposes. As a result, the volume of data generated will vary, as will the capacity of the system to store the data. The ITS Division has adopted written Systems & Data Retention Guidelines to define how long it will retain data for each system.
Retention = No longer required according to the ITS Division's Systems & Data Retention Guidelines (see note in description)

This spreadsheet is used to make sure employees receive mandatory training through the Learning Management System.
Retention = Date created + 1 year

This automated system is used to schedule and play back media in the classroom, supply data for monthly report and compare usage for use in the digital conversion. The system maintains a schedule history that lists start date and time, end date and time, schedule type, action, media name or number, scheduler name, user name and controlling room.
Retention = Date created + 5 years

These records are used to notify the Michigan Department of Technology, Management & Budget (DTMB) MiBid surplus service that the College has items up for surplus and sale.
Retention = Date created + 3 years

These are recovery CD's that contain encryption keys and are only used if the boot loader fails on log in.
Retention = Employee no longer using laptop

This system performs hardware monitoring for HP hardware. The following data may be recorded: event security, cleared status, event source, associated system and status, event time, description, event category and sub-category, assignee and comments.
Retention = Equipment is disposed of

This database is used by IT staff to manage systems (network-based resources). The database includes the following data: date entered, entity, class, account, function, entity type, value password hint, ad row author.
Retention = Data no longer exists in a system

This report is from an anti-malware program for the desktop.
Retention = Data is manually refreshed

These are records related to campus computer labs usage and operation.

1. Computer Lab Usage Records - includes, but is not limited to, lab usage charts and employee sign-in sheets.
   Retention = Date created + 2 years
2. Computer Lab Operational Information Records - includes, but is not limited to, lab rules, guides and hours and information.
   Retention = Document is revised and superseded by a new version, or until the document is deemed obsolete

These are generic computer log-ins used for outside training or individuals that do not have log-ins.
Retention = Document is revised and superseded by a new version, or until the document is deemed obsolete