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Technology Authority, Georgia [ Total entries: 34 ]
Description: Summary or aggregate data from a master file or database, including snapshot of data, created solely to distribute data to requesting entity for their reference and use
Retention: Retain for useful life (i.e. destroy after distribution of data to customer)
Vital Record: FALSE
Description: Records (agency plans submitted to GTA, including data processing services plans, strategic plans, and related records) concerning planning for information systems development, technology acquisitions, data processing services, or related areas
Retention: 2 years after such record is superseded or obsolete
Vital Record: FALSE
Description: Records concerning the development, redesign, or modification of an automated system or application.
Retention: 2 years after completion of project and when useful life of records to GTA ends
Vital Record: FALSE
Description: Records documenting bids, quotes, or proposals by vendors to supply products or services to an agency
Retention: 30 calendar days
Vital Record: FALSE
Description: Records concerning the scheduling of computer runs, including daily schedules, run reports, run requests, and other records documenting the successful completion of a run
Retention: Retain for useful life
Vital Record: FALSE
Description: Records (sometimes known as metadata) concerning the development and/or modification of and the access, retrieval, manipulation, and interpretation of data in an automated system
Retention: 2 years after discontinuance of system or application and after system's or application's data have been destroyed or transferred to another structure or format
Vital Record: FALSE
Description: Data processing unit's copy of output reports, produced for a GTA customer
Retention: Retain for useful life (i.e. destroy after distribution of data to customer)
Vital Record: FALSE
Description: Records concerning the management of data in an agency's information systems and that explain the meaning, purpose, logical relationships, ownership, use, or origin of data
Retention: 3 years after discontinuance or modification of the related application and after application data has been destroyed or transferred to new structure or format; agency owners of data have responsibility for their individual data
Vital Record: FALSE
Description: Periodic printouts from a data/database dictionary system, including data element attribute reports, database schema, and related records used for reference purposes
Retention: Retain for useful life
Vital Record: FALSE
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: Retain for useful life
Vital Record: FALSE
Description: Records concerning the protection and reestablishment of data processing services and equipment in case of a disaster
Retention: Retain for useful life
Vital Record: FALSE
Description: A message or messages (which may have data file attachments) sent or received through an application or system designed for sending and receiving messages electronically over a computer network
Retention: Content of individual e-mail determines retention period; see state common schedules
Vital Record: FALSE
Description: Electronic files or automated logs (including proxy server logs) created to monitor and control use of the Internet by GTA employees
Retention: 1 year
Vital Record: FALSE
Description: Electronic indexes, lists, registers, and other finding aids providing access to records in paper and electronic format in the custody of the data processing unit
Retention: Retain for useful life
Vital Record: FALSE
Description: Records concerning the review of hardware and software for GTA or other state use; includes vendor information, manuals, reviews, and other related records
Retention: Retain for useful life
Vital Record: FALSE
Description: Records concerning requests for technical assistance and responses to these requests as well as the collection of information on the use of computer equipment for program delivery, security, or other purposes
Retention: 2 years
Vital Record: FALSE
Description: Records including test results, logs, and reports that detail or summarize vulnerabilities to systems
Retention: 2 years from completion of assessment
Vital Record: FALSE
Description: Records concerning investigated incidents involving unauthorized attempted entry, probes and/or attacks on electronic data processing systems, information technology systems, telecommunications networks, and electronic security systems
Retention: 1 year
Vital Record: FALSE
Description: Forms and other related records used solely for data input and control when GTA provides any type of data input services; original records are retained by owner agency
Retention: Retain for useful life
Vital Record: FALSE
Description: Routine files and logs generated by intrusion detection systems
Retention: Retain for useful life
Vital Record: FALSE
Description: Electronic files or automated logs created to monitor local area network usage; includes log-in files, system usage files, summary reports, and other related records created to document computer usage for reporting or other purposes
Retention: Retain for useful life
Vital Record: FALSE
Description: Summary or aggregate data from a master file or database, including snapshot of data, created solely to free up capacity or otherwise remove older data from the master file or database; data is not altered or augmented to support program specific needs
Retention: 3 years; agency owners of data have retention responsibility for their individual data; this retention applies only to GTA Financial Systems as the system operator
Vital Record: FALSE
Description: Summary or aggregate data from a master file or database, including snapshot of data, created solely to free up capacity or otherwise remove older data from the master file or database; data is not altered or augmented to support program specific needs
Retention: 3 years; agency owners of data have retention responsibility for their individual data; this retention applies only to GTA Financial Systems as the system operator
Vital Record: FALSE
Description: Source output data extracted from the system to produce hard copy publications, printouts of tabulations, ledgers, registers, reports, and similar records for purposes internal to IT operations and for application users in client program units
Retention: Retain for useful life (i.e. until any applicable GTA verification and quality control procedures are completed); print files needed for fiscal audits or retained to document transactions should be separately scheduled by the responsible program unit
Vital Record: FALSE
Description: Records concerning the adherence of applications and systems development procedures and products to established policies, processes, architectures, deliverables, performance metrics, budgetary allocations, and deadlines; includes reviews and assessments
Retention: 2 years after replacement or obsolescence or associated application or system
Vital Record: FALSE
Description: Automated program code that generates the machine-language instructions used to operate an automated information system
Retention: 2 years after associated source code is superseded or obsolete
Vital Record: FALSE
Description: Summary reports and other records documenting computer usage for reporting or cost recovery purposes
Retention: Retain for useful life
Vital Record: FALSE
Description: Copies of master files or databases, application software, logs, directories, and other records needed to restore a system in case of a disaster or inadvertent destruction
Retention: Destroy in accordance with responsible business unit's established written regular backup plan and procedures; if there is no written plan, retain for 12 months from creation
Vital Record: FALSE
Description: User and operational documentation describing how an application system operates from a functional user and data processing point of view.
Retention: 2 years after discontinuance of system and after all data has been destroyed or transferred to another operating environment or other retrievable storage format
Vital Record: FALSE
Description: Records concerning program code, program flowcharts, program maintenance logs, system change notices, and other records that document modifications to computer programs
Retention: 1 year after program in superseded or obsolete
Vital Record: FALSE
Description: Records concerning benchmark data sets or test databases, test results constructed or used to test or develop a system, and other related documentation
Retention: Retain for useful like
Vital Record: FALSE
Description: Records documenting bids, quotes, or proposals by vendors to supply products or services to an agency that are not selected for award
Retention: 180 calendar days after end of procurement or protest period, whichever is later
Vital Record: FALSE
Description: Records used to document, calculate costs, and bill program entities for computer usage and data processing services
Retention: 3 years (for all records not covered under Accounting retention schedule)
Vital Record: FALSE
Description: Records used to facilitate the processing of a specific job/run or to process data within an automated system
Retention: Retain for useful life
Vital Record: FALSE
Georgia Archives, 5800 Jonesboro Road, Morrow, GA 30260
www.georgiaarchives.org
