Information Technology Records Disposition Schedule

The dispositions in this schedule pertain to records created in typical circumstances; any unique situations may require consultation with the Archives and Information Management Team. The disposition actions described in the schedule apply only to inactive and semi-active records; active or working records should remain available and on-premises until they are no longer needed, at which time the instructions in the schedule are to be applied.

See Transferring or Destroying Records for next steps in carrying out a disposition. See the glossary for definitions of many of the terms found in the schedules.

Series Title Series Description Disposition Likely Offices of Record
Announcements SI or museum-wide announcements. Originals: Transfer 1 copy to Archives. Copies: Destroy when no longer needed. OCIO, OPMB, Directors/deputy directors
Committee Records Pertaining to SI and unit committees. Materials include agendas, minutes, reports, by-laws, charters, and related materials. Originals: Transfer to Archives. Copies: Destroy when no longer needed. Committee chairs
Computer Account Requests and User Agreements Account requests for employees and other users of SI computers and agreements signed by users and their supervisors. Originals: Destroy 1 year after separation of employee. Copies: Destroy when no longer needed. Unit IT offices, Supervisors
Contracting Officer's Technical Representative (COTR) Records Pertaining to COTR's interaction with the contractor and site representative. Materials include email and paper correspondence related to work authorizations, problems, delays, modifications, and terminations as well as reports and progress plans. Originals: The COTR should work with the Contracting Officer to determine which records should become part of the permanent contract file maintained by OCon&PPM. Destroy records not required by OCon&PPM 6 years, 3 months after close of account. Copies: Destroy when no longer needed. COTR
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Contracts Pertaining to individuals, vendors, and services, including copies of contracts, correspondence, statements of work, project bids, and price quotes. Originals: Transfer to Archives. Copies: Destroy 6 years, 3 months after close of account. OCon&PPM, SE
Customer Surveys Pertaining to surveys created to provide customer feedback for services provided. Materials include survey questions, responses, statistical analysis, and related materials. Originals: Destroy when 1 year old or when no longer needed, whichever is later. Copies: Destroy when no longer needed. Customer Service Units
Data Backup Documentation Reports and other documentation of data backup. Originals: Destroy when 3 years old or 1 year after all issues are resolved, whichever is later. Copies: Destroy when no longer needed. OCIO
Departmental Files Pertaining to the administration and activities of individual departments within a museum or other large unit. Materials include memoranda, reports, meeting materials, notes, and related materials. Originals: Transfer to Archives. Copies: Destroy when no longer needed. Department heads/chairs, Administrators who oversee several departments
Director's Subject Files Pertaining to the files of the Director and other upper-level staff of museums, research centers, and SI-wide programmatic and administrative offices. Materials include correspondence, email, memoranda, reports, meeting materials, professional activity files, notes, and related materials documenting overall administration of the unit, professional outreach, development, public affairs, and relations with other SI units and non-SI organizations. Originals: Transfer to Archives. Copies: Destroy when no longer needed. Secretary, Under secretaries, Directors/deputy directors
Hardware Records Documentation of hardware replacement and standard PC build. Originals and Copies: Destroy when no longer needed. OCIO
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IT Customer Service Records Complete record of problems, service requests, or changes from customers as well as software and hardware waiver requests and root cause analysis reports for critical problems. Originals: Destroy records for routine service when 1 year old. Destroy records for major service when 3 years old or 1 year after affected system is terminated, whichever is later. Copies: Destroy when no longer needed. OCIO
IT Network Documentation Pertaining to hardware, software, and telecommunications systems. Materials include electrical schematics; hardware and software locations, versions, and equipment identification numbers; images of wiring locations; disaster recovery plans; and other documentation. Originals: Destroy 1 year after system is superseded or becomes obsolete. Copies: Destroy when no longer needed. OCIO, Unit IT offices
IT Security Incident Records Documentation of IT security incidents, investigations, and follow-ups. Originals and Copies: Destroy 3 years after all necessary follow-up has been completed. OCIO
IT Statistics and Logs Pertaining to networks, systems, email, and security. Originals and Copies: Destroy when no longer needed. OCIO
IT Submissions to OMB Reports and other materials submitted to OMB. Originals: Transfer to Archives. Copies: Destroy when no longer needed. OCIO
Life Cycle Management Documents Documentation of information systems including technical requirements documents, engineering design documents, security requirements documents, sensitivity assessments, risk assessments, disaster plans, certifications and accreditations, operational support plans, and related documents. Originals: Destroy 1 year after system is superseded or becomes obsolete. Copies: Destroy when no longer needed. IT project managers
Policies and Handbooks Policy statements, directives, and handbooks, as well as supporting documentation of their development. Supporting documentation includes correspondence, memoranda, meeting notes, and reports. Originals: Transfer to Archives. Copies: Destroy when no longer needed. OPMB, Central administrative offices, Other units issuing policies and handbooks
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Professional Activities Files Pertaining to professional conferences, symposia, and workshops in which staff formally participated as a speaker or organizer. Materials include papers, lecture materials, photographs of colleagues, conference programs, correspondence, agendas, minutes, proceedings, and related materials. Materials related to conferences in which staff only participated as an attendee are not considered to be institutional records and are not subject to disposition requirements. Originals: Transfer to Archives. Weed logistical and travel files. Copies: Destroy when no longer needed. Individual staff
Property Inventories Annual inventories of unit personal property. Originals and Copies: Destroy when 5 years old. OCon&PPM
Sensitive Media Disposal Records Logs, Notice of Release forms, and other documentation of media and data disposal. Originals: Destroy when 5 years old. Copies: Destroy when no longer needed. OCIO
Service Level Commitment Records Materials include customer service handbooks as well as performance and status reports and other documentation. Originals: Transfer to Archives. Copies: Destroy when no longer needed. OCIO
SI User Manuals User manuals and other guidance developed within SI pertaining to information systems. Originals: Destroy 1 year after system is superseded or becomes obsolete. Copies: Destroy when no longer needed. OCIO, IT project managers, Unit IT offices
Staff Directories Print and electronic staff directories. Originals: Transfer 1 copy of each version to Archives. Copies: Destroy when no longer needed. OCIO, Individual units
Technical Notes, Standards, and Directives Pertaining to policies and procedures for operating and developing information technology as well as guidance on implementation. Materials include technical standards and guidelines (TSGs), the technical reference model (TRM), technical notes (TNs), the Smithsonian Institution Technology Plan (SITP), and other guidance. Originals: Transfer to Archives. Copies: Destroy when no longer needed. OCIO
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Technical Review Board (TRB) Deliverables Documents submitted to satisfy TRB requirements. Originals: Transfer to Archives. Copies: Destroy when no longer needed. IT Project Managers
Technical Review Board (TRB) Records Pertaining to the management of the TRB. Materials include charter, member list, and guidance. Originals: Transfer to Archives. Weed logistical materials. Copies: Destroy when no longer needed. OCIO
Technical Working Group (TWG) Records Materials include charter, reference files, vendor presentations, working files, final requirement specifications, and final recommendations. Originals: Transfer charters, final requirement specifications, and final recommendations to Archives. Destroy other files when no longer needed. Copies: Destroy when no longer needed. OCIO, TWG chairs
Training Course Materials Pertaining to classes and other training offered to SI employees by SI units. Materials include handouts, outlines, slides, correspondence, memoranda, announcements, attendance lists, and related materials. Originals: Transfer records documenting course content to Archives. Destroy other materials when no longer needed. Copies: Destroy when no longer needed. Unit offering training
Website and Social Network Registry Listing of websites, social media/network accounts, and mobile applications maintained by all SI units. Originals: Transfer to Archives. Copies: Destroy when no longer needed. SIA
Website Permissions Records Pertaining to permissions for individuals to access external websites otherwise blocked by filters. Originals and Copies: Destroy when no longer needed. OCIO
Website Records Pertaining to unit's websites as well as its official presence on social networking sites. Materials include websites, blogs, feeds, profiles, and related materials as well as documentation about the websites. Originals: Public websites and blogs to be periodically crawled by Archives. Social media accounts and intranets will be individually appraised by Archives based upon content. Copies and defunct websites: Consult with Archives. Webmasters, Social media practitioners, Other staff responsible for maintaining websites
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Website Statistics Statistical reports pertaining to website and social media traffic. Originals: Transfer reports documenting long-term trends to Archives for permanent retention. Weed reports documenting short-term trends. Copies: Destroy when no longer needed. OCIO, Webmasters, Social media practitioners
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