ITS Division Retention Schedule

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.

Retain until: Date sent or received
Plus: 2 years
Then: Dispose

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.

Retain until: No longer useful
Plus: 1 year
Then: Dispose

These records are used to keep track of staff work hours and schedules in several areas within ITS.

Retain until: Date created
Plus: 2 years
Then: Dispose

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.

Retain until: System is no longer in use or project is complete
Plus: 5 years
Then: Dispose

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.

Retain until: Expiration
Plus: 6 years
Then: Dispose

These are documents with signatures authorizing LCC all rights for use of media without restrictions.

Retain until: Date created
Plus: 2 years
Then: Transfer to the LCC Archives

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.

Retain until: Date created
Plus: 7 years
Then: Dispose

These records are related to billing appropriate accounts for telecommunications.

1. Processed Data Files
   Retain until: Date created
   Plus: 4 years
   Then: Dispose
2. Monthly Chargeback Reports
   Includes, but is not limited to, Inactive Data, Division Reports, Owner Reports, and Organizational Detail Reports.
   
   Retain until: Date created
   Plus: 4 years
   Then: Dispose
3. Monthly CSV (Comma Separated Value) Chargeback Reports shared with Financial Services.
   Retain until: Date created
   Plus: 1 year
   Then: Dispose

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.

Retain until: Item is disposed of
Plus: 3 years
Then: Dispose

-OR-

Retain until: Document is revised and superseded by a new version, or until the document is deemed obsolete
Then: Dispose

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.

Retain until: Document is revised and superseded by a new version, or until the document is deemed obsolete
Then: Dispose

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.

Retain until: Document is revised and superseded by a new version, or until the document is deemed obsolete
Then: Dispose

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.

Retain until: Document is revised and superseded by a new version, or until the document is deemed obsolete
Then: Dispose

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.

Retain until: Date service/request completed
Plus: 10 years
Then: Dispose

These are records related to technology resources owned by LCC and assigned to employees to use for College business and authorized purposes.

Retain until: Equipment is returned by the employee or disposed of
Plus: 2 years
Then: Dispose

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.

Retain until: Date created
Plus: 1 year
Then: Dispose

These records are used to map, document, define, and monitor the technology infrastructure and the wiring of voice and data lines.

Retain until: Document is revised and superseded by a new version, or until the document is deemed obsolete
Then: 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. Reports
   Including vulnerability reports, and risk assessment / business impact analysis reports.
   
   Retain until: Date created
   Plus: 10 years
   Then: Dispose
2. B. All other files, logs or data
   Retain until: Date created
   Plus: 2 years
   Then: Dispose

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.

Retain until: Date created
Plus: 1 year
Then: Dispose

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.

Retain until: Investigation is closed
Plus: 1 year
Then: Dispose

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.

Retain until: No longer required according to the ITS Division's Systems & Data Retention Guidelines (see note in description)
Then: Dispose

This spreadsheet is used to make sure employees receive mandatory training through the Learning Management System.

Retain until: Date created
Plus: 1 year
Then: Dispose

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.

Retain until: Date created
Plus: 5 years
Then: Dispose

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.

Retain until: Date created
Plus: 3 years
Then: Dispose

These are recovery CD's that contain encryption keys and are only used if the boot loader fails on log in.

Retain until: Employee no longer using laptop
Then: Dispose

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.

Retain until: Equipment is disposed of
Then: Dispose

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.

Retain until: Data no longer exists in a system
Then: Dispose

This report is from an anti-malware program for the desktop.

Retain until: Data is manually refreshed
Then: Dispose

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.
   
   Retain until: Date created
   Plus: 2 years
   Then: Dispose
2. Computer Lab Operational Information Records
   Includes, but is not limited to, lab rules, guides and hours and information.
   
   Retain until: Document is revised and superseded by a new version, or until the document is deemed obsolete
   Then: Dispose

These are generic computer log-ins used for outside training or individuals that do not have log-ins.

Retain until: Document is revised and superseded by a new version, or until the document is deemed obsolete
Then: Dispose