Information Systems Management

Audit Trails and System Usage Monitoring

Who can use this?

All Offices

Record Description

Records documenting the use of the agency’s information technology and communication systems to ensure security and appropriate use. Includes, but is not limited to: Audit trails; Authorizations for and modifications to the configurations and settings of the agency’s IT infrastructure (such as firewalls, routers, ports, network servers, etc.); Log-in records, security logs and system usage files; Internet activity logs (sites visited, downloads/uploads, video/audio streaming, etc.); Fax and telephone logs.

Retention Requirement

Retain for 1 year after date of activity

Disposition after Retention

Destroy

Disposition Authority Reference

GS 14020.0001.19347

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

2023 June 02

Automated/Scheduled Tasks and Work/Intermediate/Test Files

Who can use this?

All Offices

Record Description

Records relating to scheduled, computer-driven tasks and other work/intermediate files. Includes, but is not limited to: Event logs; Run reports and requests; Task schedules; Test data sets; Successful completion reports; Valid transaction files; Work/intermediate files.

Retention Requirement

Retain until no longer needed for agency business

Disposition after Retention

Destroy

Disposition Authority Reference

GS 14015.0001.19348

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

2023 June 02

Systems Access Authorization

Who can use this?

All Offices

Record Description

Records documenting the authorization of employees (including contractors and volunteers) to use unit systems/applications and telecommunication services. May include user account creation/change requests or network access authorization requests.

Retention Requirement

Retain for 6 years after fiscal year in which user account/access was terminated

Disposition after Retention

Destroy

Record Status

ESSENTIAL RECORD

Disposition Authority Reference

GS 14012.0001.19089

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

2020 January 14

Display Notes

Retention applies to copies of records held by unit granting access to the system. Copies held by those receiving or requesting access are considered duplicate copies and have no retention requirements.

Website Traffic Data

Who can use this?

All Offices

Record Description

Statistics and data collected regarding traffic on the university's websites.

Retention Requirement

Retain until no longer needed for agency business

Disposition after Retention

Destroy

Disposition Authority Reference

GS 50010.0001.18492

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

This record's title or description has not been updated or revised since its initial writing.

Display Notes

If the data becomes part of a report or formal analysis, it must be retained according to the applicable retention schedule.