You are here
Telecommunications management includes the planning, procurement of services, implementation, operation, and maintenance of telephone and other telecommunications facilities for voice and fax communications and audio and video teleconferencing. Telecommunications networks operated to support data communications are covered in the Information Technology section of this schedule.
Records Not Covered: Records of the Office for Technology (OFT), Division of Telecommunications, in connection with its responsibilities for oversight and centralized telecommunications services.
*90349 Telephone and Fax Machine Installation and Service Job Files
Copies of requests by agencies to the OFT Division of Telecommunications or other service providers for telephone service, installation or repairs, and responses to the requests. These records typically include work orders, correspondence, memoranda, work schedules, copies of building diagrams, and duplicate copies of fiscal documents.
Minimum Retention and Disposition: Destroy 3 years after request is filled or repairs are made.
Justification: Records should be retained for management analysis and planning.
Records Not Covered: Agency fiscal and other supporting records of installation, service and repair jobs completed pursuant to contractual agreements are covered by item #90126 in the Fiscal Operations section of this schedule.
*90350 Telecommunications Use Logs and Reports
Records listing local and long-distance telephone calls made, and indicating use of carriers, time, length and charge for calls. This series includes logs, computer listings, internal reports, and copies of OFT telephone billing reports on various media used to monitor and control employee use of telephone and fax services.
Minimum Retention and Disposition: Destroy after logs are reviewed and verified, but not before any audit or legal needs have been met.
Justification: Retention period meets administrative needs for records.
Records Not Covered: Agency record copies of telephone bills from OFT or commercial service providers maintained by fiscal offices as accounts payable records are covered by items #90126 and #90127 in the Fiscal Operations section of this schedule. For telephone logs used for office informational purposes, see item #90366 in the General Administration section of this schedule.
*90353 Telecommunications Planning Records
Correspondence, reports, studies, plans, notes, working diagrams of proposed networks, and related records used by agencies to plan for and implement telecommunications systems.
Minimum Retention and Disposition: Destroy 1 year after completion of planned activities or projects, except destroy records associated with contracts for telecommunications services 6 years after expiration of contract or final payment, whichever is later.
Justification: Plans may be needed for reference during the first year of operation or for the life of the contract.
90354 Telephone Wiring Schematics and Diagrams
Agency copies of trunk and feeder line diagrams, wiring schematics, specifications, and other records that document the location, capacity and routing of telephone networks used by agencies to support network operation, maintenance, and modification.
Minimum Retention and Disposition: Destroy when superseded by new network documentation or when network installation is dismantled.
Justification: These records are essential for network operation and maintenance.
Note: Data communications may operate over an integrated telecommunications network. See the Information Technology section of this schedule.
90355 Telephone and Fax Directories
Logs, lists, and directories of telephone and fax numbers.
Minimum Retention and Disposition: Destroy when superseded by updated directory or listing.
Justification: These records have no value for operations once they are superseded.
90356 Telephone Services Subject Files
Correspondence, memoranda, reports, internal agency policies and procedures, vendor materials, equipment manuals and related records, arranged by subject and used to support administration of telephone and fax services.
Minimum Retention and Disposition: Destroy when obsolete or superseded.
Justification: These records have no legal or fiscal value.