(c)

1. (1) The following record retention periods reflect the retention and disposition of the official record regardless of media.

2. (2) Copies used for specific legal, fiscal, or administrative purposes may be either:

   1. (A) Retained using the retention for the primary copy; or
   2. (B) Scheduled separately if a different retention is required.
3. (3) Copies of these documents preserved only for convenience of reference or informational purposes may be discarded when no longer needed.

   Record Number & Category Title	Description	Minimum Retention Period
   GS 03001Data or Database Dictionary Documentation	Database and data file documentation, including, but not limited to, data dictionaries, metadata documentation, data element reports, diagram of logical data model, and any other database or data file documentation that could be used for reference material.	Until record is replaced by an updated version
   GS 03002Network Design Files	Records that describe the agencies’ local and wide area network schematics, including, but not limited to, records containing network topology, circuit descriptions, types of network connections, cable ID map, and other relevant network design information	Until record is replaced by an updated version
   GS 03003Network and System Usage Files	Records created to monitor the use of the agency's network traffic and system access by its customers or employees System usage files would include, but not be limited to, user account log records and access authorization log files Network usage files would include, but not be limited to, log-in records, security logs, router logs and firewall logs	As long as administratively valuable to the agency
   GS 03004Support Services Files - Hardware	Records documenting support services provided to specific data processing equipment or installations, including site visit reports, program and equipment service reports, service histories, and related correspondence and memos	As long as administratively valuable to the agency
   GS 03005Systems and Applications Development Records	Records created and used to develop, redesign or modify an automated software system or application, including user requirements, status reports, correspondence, and high-productivity tool logic constructs used to generate such components as reports, queries, forms, and macros; user and operational documentation describing system operations, including system documentation records, user guides, system diagrams, and input/output specifications	Production copies until no longer useful for tracking system changes or until transfer of system data to a new operating environment
   GS 03006System and Database Backup Files	Records needed to restore a system and its data in the event of system or data loss	Until 3 successive backup cycles have been completed; OR until the agency deems they are of no more value
   Record Number & Category Title	Description	Minimum Retention Period
   GS 03007System Security Access Files	Records created to document users’ access rights and privileges to data repositories or granting authorization to systems, applications or databases based on a unique user identity; this definition applies to mission-critical operations and financial applications that require monitoring and tracking to ensure the security of an enterprise’s resources; records documenting general access given to a user to services such as active directory, file, print, email and network are not required to be retained unless there is significant security risk from unintended exposure	1 Year
   GS 03008Source Code	Production source code that generates the machine language instructions used to operate an automated information system, including all support program-related files needed to generate objects	The 3 most recent versions of production source code; there is not a requirement to keep source code for systems that are no longer in production or service
   GS 03009Computer Operation Documentation	Records concerning processes for data entry, the operation of computer equipment, production control, tape library, system backup, operation, and maintenance of an agency's data processing equipment, including operating manuals, hardware/operating system requirements, hardware configurations, and equipment control systems and other aspects of a data processing operation	Until record is replaced by an updated version