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Systems and Application Development

Information Technology

Systems and Application Development
Title Major Revision Previous Schedules Schedule Item
Application development project files,

records created and used in the development, redesign, or modification of an automated system or application including project management records, status reports, draft system or subsystem specifications, draft user requirements and specifications, and memoranda and correspondence. This item does not cover system or application documentation (see item nos. 767 and 768):
RETENTION: 3 years after completion of project
NOTES: In some circumstances, local governments may wish to maintain these files longer for reference. All relevant information and final documentation should be contained in system and application documentation files (see item nos. 767 and 768).

 CO2 766; MU1 672; ED1 408; MI1 646 1300
Information systems specifications,

user and operational documentation describing how an application system operates from a functional user and data processing point of view including records documenting data entry, manipulation, output and retrieval (often called "system documentation records"), records necessary for using the system, including user guides, system or sub-system definitions, system flowcharts, program descriptions and documentation (or other metadata), job control or workflow records, system specifications, and input and output specifications. This item does not cover data documentation and other records used to explain the meaning, purpose, or origin of data (see item no. 768):
RETENTION: 3 years after discontinuance of system, but not before system data is destroyed or transferred to new operating environment

 CO2 767; MU1 673; ED1 409; MI1 647 1301
Data documentation,

records generally created during development or modification and necessary to access, retrieve, manipulate and interpret data in an automated system including data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, logical relationships, and origin of the data elements (sometimes known as metadata):
RETENTION: 3 years after discontinuance of system or application but not before system's or application's data is destroyed or transferred to a new structure or format
NOTES: In some cases, local governments will retain data for extended periods, sometimes offline. It is essential that they retain related documentation in an accessible format. This is particularly crucial if the documentation is stored in electronic form or the related records are appraised as archival. Application design documentation and user guides covered by item no. 767 may also serve to explain how data was interpreted and used. Contact the State Archives for additional advice in this area.

 CO2 768; MU1 674; ED1 410; MI1 648 1302
Program listing/source code,

automated program code which generates the machine-language instructions used to operate an automated information system:
RETENTION: 0 after code is superseded or replaced, or after automated system is no longer in use or has been deleted, but not before any audit or legal needs have been met
NOTES: This item coincides with item no. 776, system backup files. It assumes that the files are maintained (backed-up) and disposed in accordance with accepted data processing practice (see item no. 776).

 2020 (♦)
 CO2 769; MU1 675; ED1 411; MI1 649 1303
Technical program documentation,

paper copy of program code, program flowcharts, program maintenance log, system change notices, and other records that document modifications to computer programs:
RETENTION: 1 year after replacement, modification, or related programs cease to be used
NOTES: Local governments may consider retaining documentation for critical systems for a longer period. Contact the State Archives for additional advice in this area.

 CO2 770; MU1 676; ED1 412; MI1 650 1304
Test database/files,

routine or benchmark data sets, related documentation, and test results constructed or used to test or develop a system:
RETENTION: 0 after no longer needed, but not before user accepts and management reviews and approves test results

 CO2 771; MU1 677; ED1 413; MI1 651 1305