Agency/Agencies:



This schedule applies to: Consolidated Technology ServicesScope of records retention scheduleThis records retention schedule authorizes the destruction/transfer of the public records of the Consolidated Technology Services (CTS) relating to the unique function of providing utility technology services to state and other government agencies. The schedule is to be used in conjunction with the State Government General Records Retention Schedule (SGGRRS) which authorizes the destruction/transfer of public records common to all state agencies. xe "bids (contracts)" \t "see also SGGRRS" \f “subject” xe "bills (legislation)" \t "see SGGRRS" \f “subject” xe "grants" \t "see SGGRRS" \f “subject” xe "budgets" \t "see SGGRRS" \f “subject” xe "personnel" \t "see SGGRRS" \f “subject” xe "human resources" \t "see SGGRRS" \f “subject” xe "payroll" \t "see SGGRRS" \f “subject” xe "travel" \t "see SGGRRS" \f “subject” xe "financial reports" \t "see also SGGRRS" \f “subject” xe "leave" \t "see SGGRRS" \f “subject” xe "timesheets" \t "see SGGRRS" \f “subject” xe "grievances" \t "see SGGRRS" \f “subject” xe "facilities" \t "see SGGRRS" \f “subject” xe "contracts" \t "see also SGGRRS" \f “subject” xe "records management" \t "see SGGRRS" \f “subject” xe "information systems" \t "see also SGGRRS" \f “subject” xe "backups" \t "see also SGGRRS" \f “subject” xe "purchasing" \t "see SGGRRS" \f “subject” xe "policies" \t "see SGGRRS" \f “subject” xe "procedures" \t "see SGGRRS" \f “subject” xe "meetings" \t "see SGGRRS" \f “subject” xe "public records requests" \t "see SGGRRS" \f “subject” xe "public disclosure" \t "see SGGRRS" \f “subject” xe "audits" \t "see SGGRRS" \f “subject” xe "training" \t "see also SGGRRS" \f “subject” xe "complaints" \t "see SGGRRS" \f “subject” xe "fleet (vehicles)" \t "see SGGRRS" \f “subject” xe "motor vehicles" \t "see SGGRRS" \f “subject” xe "vehicles" \t "see SGGRRS" \f “subject” xe "planning" \t "see SGGRRS" \f “subject” xe "plans (drawings)" \t "see SGGRRS" \f “subject” xe "leases" \t "see SGGRRS" \f “subject” XE "trademarks" \t "see SGGRRS" \f “subject” XE "intellectual property" \t "see SGGRRS" \f “subject” XE "copyright" \t "see SGGRRS" \f “subject” XE "patents" \t "see SGGRRS" \f “subject” Disposition of public recordsPublic records covered by records series within this records retention schedule (regardless of format) must be retained for the minimum retention period as specified in this schedule. Washington State Archives strongly recommends the disposition of public records at the end of their minimum retention period for the efficient and effective management of state resources.Public records designation as “Archival” must not be destroyed. Records designated as “Archival (Appraisal Required)” must be appraised by the Washington State Archives before disposition. Public records must not be destroyed if they are subject to ongoing or reasonably anticipated litigation. Such public records must be managed in accordance with the agency’s policies and procedures for legal holds. Public records must not be destroyed if they are subject to an existing public records request in accordance with chapter 42.56 RCW. Such public records must be managed in accordance with the agency’s policies and procedures for public records requests.Revocation of previously issued records retention schedulesAll previously issued records retention schedules to Consolidated Technology Services are revoked. Consolidated Technology Services must ensure that the retention and disposition of public records is in accordance with current, approved records retention schedules. AuthorityThis records retention schedule was approved by the State Records Committee in accordance with RCW 40.14.050 on February 6, 2019.Signature on File___________________________________________________________________________________________________________________________________________________________For the State Auditor:Al RoseSignature on File___________________________________________________________________________________________________________________________________________________________For the Attorney General:Suzanne BeckerSignature on File___________________________________________________________________________________________________________________________________________________________For the Office of Financial Management:Gwen StameySignature on File___________________________________________________________________________________________________________________________________________________________The State Archivist: Steve ExcellRevision HistoryVersionDate of ApprovalExtent of Revision1.0December 7, 2011Consolidation of all existing disposition authorities (with some minor revisions) relating to the functions and activities of the former Department of Information Services that were transferred to the new Consolidated Technology Services on October 1, 2011.1.1September 2, 2015Addition of the “Information Technology Policy” and “Information Technology Systems and Services” sections following the transfer of functions and activities to Consolidated Technology Services from both Office of Financial Management and Department of Enterprise Services on July 1, 2015. 1.2February 6, 2019Revoking disposition authorities for two record series relating to the functions and activities transferred from Consolidated Technology Services to the Office of Financial Management in January 2019.For assistance and advice in applying this records retention schedule, please contact the Consolidated Technology Services’ Records Officeror Washington State Archives at:recordsmanagement@sos. TABLE OF CONTENTS TOC \o "1-3" \h \z \t "**Functions,1,** Activties,2" 1.AGENCY MANAGEMENT PAGEREF _Toc258242 \h 41.1CONTRACTS AND PURCHASING RECORDS PAGEREF _Toc258243 \h 42.FINANCIAL MANAGEMENT PAGEREF _Toc258244 \h 52.1FISCAL AND ACCOUNTING RECORDS PAGEREF _Toc258245 \h RMATION TECHNOLOGY POLICY PAGEREF _Toc258246 \h 64.TECHNOLOGY SERVICES PAGEREF _Toc258247 \h 7Glossary PAGEREF _Toc258248 \h 12INDEXES PAGEREF _Toc258249 \h 15AGENCY MANAGEMENTThis section covers records relating to the overarching management of agency business and its general administration which are not covered by the State Government General Records Retention Schedule.See State Government General Records Retention Schedule for additional records relating to agency management.CONTRACTS AND PURCHASING RECORDSThe activity of managing purchasing records generated by state agencies in the course of procuring services, supplies, and equipment.DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION ANDDISPOSITION ACTIONDESIGNATION11-12-62927 XE "11-12-62927" \f “dan”Rev. 0Vendor Protests / AppealsCopies of Vendor Protests of agency acquisitions. Also includes copies of vendor appeals to protest decision. xe "bids (contracts):deposit logs/vendor protests" \f “subject” xe "contracts:bid deposit logs/data/vendor protests" \f “subject” XE "vendors (protests/appeals)" \f “subject” XE "appeals (vendors)" \f “subject” XE "protests (vendors)" \f “subject” Retain for 6 years after final disposition of protest / appeal thenDestroy.NON-ARCHIVALNON-ESSENTIALOFMFINANCIAL MANAGEMENTThis section covers records relating to the function of managing the agency’s financial resources, obligations and monetary infrastructure which are not covered by the State Government General Records Retention Schedule.See State Government General Records Retention Schedule for additional records relating to financial management.FISCAL AND ACCOUNTING RECORDSThe activity relating to the creation of financial records of agency business transactions and the preparation of statements concerning the assets, liabilities, and performance of the agency.DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION ANDDISPOSITION ACTIONDESIGNATION11-12-62929 XE "11-12-62929" \f “dan”Rev. 0Billing Sheets Bursting DistributionBursting billing sheets, distribution billing sheets. XE "billing sheets" \f “subject” Retain for 6 months after end of month thenDestroy.NON-ARCHIVALNON-ESSENTIALOFM11-12-62930 XE "11-12-62930" \f “dan”Rev. 0General Ledger Mainframe System Reports to Cost Center ManagersA summary of revenues and expenditures, including profit and loss statements, distributed to cost center managers. XE "revenue (reports)" \f “subject” XE "expenditure (reports)" \f “subject” XE "profit/loss statements" \f “subject” XE "financial reports:revenues/expeditures" \f “subject” Retain for 6 years after end of fiscal year thenDestroy.NON-ARCHIVALNON-ESSENTIALOPR11-12-62931 XE "11-12-62931" \f “dan”Rev. 0Rate Setting InformationProvides information on which to base the rates charged for telecommunication services. XE "rate setting" \f “subject” XE "telecommunication (rate setting)" \f “subject” Retain for 2 years after rate change thenDestroy.NON-ARCHIVALNON-ESSENTIALOFM INFORMATION TECHNOLOGY POLICYThis section covers records relating to the coordination of information technology policy.DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATION15-09-68832 XE "15-09-68832" \f “dan”Rev. 0Information Technology Portfolios and Compliance LettersProvides a record of these policies that were updated at that period of time. XE "information technology portfolios" \f ”subject “Retain for 7 years after end of calendar year thenTransfer to Washington State Archives for appraisal and selective retention.ARCHIVAL(Appraisal Required) XE "INFORMATION TECHNOLOGY POLICY:Information Technology Portfolios and Compliance Letters” \f "Archival" NON-ESSENTIALOPRTECHNOLOGY SERVICESThis section covers records relating to provision of utility technology services to state and other government agencies.DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION ANDDISPOSITION ACTIONDESIGNATION11-12-62932 XE "11-12-62932" \f “dan”Rev. 0Automated SchedulingCA7-Flowcharts (Electronic Records) as backup. XE "automated scheduling" \f “subject” XE "scheduling (automatic)" \f “subject” XE "CA-7 automated scheduling system" \f “subject” XE "flowcharts:CA-7 automated scheduling system" \f “subject” Retain until updated thenDestroy.NON-ARCHIVALNON-ESSENTIALOFM11-12-62933 XE "11-12-62933" \f “dan”Rev. 0CA-7 Automated Scheduling SystemXE "automated scheduling" \f “subject” XE "scheduling (automatic)" \f “subject” XE "CA-7 automated scheduling system" \f “subject” Retain for 1 month after end of calendar year thenDestroy.NON-ARCHIVALNON-ESSENTIALOFM11-12-62934 XE "11-12-62934" \f “dan”Rev. 0CKDDLY – Check List of Daily JobsChecklist of the mainframe of daily jobs. This checklist consists of all the jobs that are scheduled to run in “Scheduler”. If Scheduler were down, the list would be used to know what jobs to run on the UNISYS platform. There is no need to keep it longer because it is used as a backup. XE "CKDDLY (daily jobs check list)" \f “subject” XE "daily jobs (checklist)" \f “subject” Retain until end of day thenDestroy.NON-ARCHIVALNON-ESSENTIALOFM11-12-62935 XE "11-12-62935" \f “dan”Rev. 0Computer PrintoutsBackups – daily. Console Logs – daily. XE "printouts:backups/console logs" \f “subject” XE "console logs (printouts)" \f “subject” XE "backups:printouts" \f “subject” Retain for 1 month after end of month thenDestroy.NON-ARCHIVALNON-ESSENTIALOFM11-12-62936 XE "11-12-62936" \f “dan”Rev. 0CREPRT – Daily Print DollarComputer printout to verify accuracy of jobs: CREPRT/tape library reports. XE "CREPRT (daily printout)" \f “subject” XE "printouts:CREPRT/CTIFBK/Star Library" \f “subject” Retain until end of week thenDestroy.NON-ARCHIVALNON-ESSENTIALOFM11-12-62937 XE "11-12-62937" \f “dan”Rev. 0CTIFBK/Star LibraryComputer printout to verify accuracy of the job. XE "printouts:CREPRT/CTIFBK/Star Library" \f “subject” XE "CTIFBK (printouts)" \f “subject” XE "Star Library (printouts)" \f “subject” Retain until end of week thenDestroy.NON-ARCHIVALNON-ESSENTIALOFM11-12-62938 XE "11-12-62938" \f “dan”Rev. 0CTS and its Customers System Specifications and Design Review/AnalysisDocumentation describing CTS' and its customers' system operations, including, but not limited to, system documentation records, user guides, system flowcharts, input/output specifications. XE "system specifications" \f “subject” XE "information systems:specifications/review/analysis" \f “subject” XE "flowcharts:system specifications" \f “subject” XE "input/output specifications" \f “subject” XE "design review/analysis (systems)" \f “subject” Retain for 6 years after date of review thenDestroy.NON-ARCHIVALESSENTIAL(for Disaster Recovery) XE "TECHNOLOGY SERVICES:CTS and its Customers System Specifications and Design Review/Analysis” \f "essential" OPR11-12-62939 XE "11-12-62939" \f “dan”Rev. 0Customer Tape Tracking XE "backups:tape tracking" \f “subject” XE "tapes (backup):tracking" \f “subject” Retain for 1 month after end of month thenDestroy.NON-ARCHIVALNON-ESSENTIALOFM11-12-62940 XE "11-12-62940" \f “dan”Rev. 0Cyber Security ForumsCyber security exercises, security information sharing groups (i.e. Multi-state ISAC, RIIG), security listservs (i.e., WACIRC listserv), incident alerts, etc. Covers documents created during CTS' involvement in cyber security response exercises, cyber security information sharing groups, cyber security listserv postings, security incident alerts, etc. XE "cyber security" \f “subject” XE "security (cyber)" \f “subject” XE "forums (cyber security)" \f “subject” XE "training:cyber security forums" \f “subject” Retain for 6 months after date created thenDestroy.NON-ARCHIVALNON-ESSENTIALOFM 11-12-62941 XE "11-12-62941" \f “dan”Rev. 0Daily Save – Production and Development SystemXE "daily save" \f “subject” Retain until end of day thenDestroy.NON-ARCHIVALNON-ESSENTIALOFM11-12-62942 XE "11-12-62942" \f “dan”Rev. 0Data Center Conventions ManualXE "data center conventions manual" \f “subject” Retain until updated thenDestroy.NON-ARCHIVALNON-ESSENTIALOFM11-12-62943 XE "11-12-62943" \f “dan”Rev. 0Offsite StorageReference notebooks for status of transferred/retrieval for data at Offsite Storage.XE "offsite storage" \f “subject” XE "storage (offsite)" \f “subject” Retain for 6 years after end of calendar year thenDestroy.NON-ARCHIVALNON-ESSENTIALOPR11-12-62944 XE "11-12-62944" \f “dan”Rev. 0Off-Siting Forms/DocumentationXE "offsite storage" \f “subject” XE "storage (offsite)" \f “subject” Retain until end of day thenDestroy.NON-ARCHIVALNON-ESSENTIALOFM11-12-62945 XE "11-12-62945" \f “dan”Rev. 0Operations LogsJob Logs – daily. Turnover logs. XE "operations logs" \f “subject” XE "job logs" \f “subject” XE "turnover logs" \f “subject” Retain for 6 months after end of month thenDestroy.NON-ARCHIVALNON-ESSENTIALOFM11-12-62946 XE "11-12-62946" \f “dan”Rev. 0Production Quality Error ReportsXE "production quality error reports" \f “subject” XE "error reports (production quality)" \f “subject” Retain for 4 months after end of month thenDestroy.NON-ARCHIVALNON-ESSENTIALOFM11-12-62947 XE "11-12-62947" \f “dan”Rev. 0Security Contact DatabaseContact information for customer security administrators. The electronic database is maintained and updated as needed. Upon notification from a customer that the contact individual in the database has been terminated or left the position, CTS security personnel, update the database by replacing previous contact information with the new data. This database is a real-time constantly changing database. XE "security contact database" \f “subject” XE "customers (security contact database)" \f “subject” Retain until termination or replacement of contact individual thenDestroy.NON-ARCHIVALNON-ESSENTIALOFM11-12-62948 XE "11-12-62948" \f “dan”Rev. 0Setup SheetsJobs held in computer staging area. XE "setup sheets" \f “subject” Retain for 3 months after end of month thenDestroy.NON-ARCHIVALNON-ESSENTIALOFM11-12-62949 XE "11-12-62949" \f “dan”Rev. 0Tape Media Checkout Receipt XE "backups:tape checkout receipts/transfer control logs" \f “subject” XE "tapes (backup): checkout receipts/transfer control logs" \f “subject” Retain until return of tape thenDestroy.NON-ARCHIVALNON-ESSENTIALOFM11-12-62950 XE "11-12-62950" \f “dan”Rev. 0Tape Transfer Control Log XE "backups:tape checkout receipts/transfer control logs" \f “subject” XE "tapes (backup): checkout receipts/transfer control logs" \f “subject” Retain until end of calendar year thenDestroy.NON-ARCHIVALNON-ESSENTIALOFM 11-12-62951 XE "11-12-62951" \f “dan”Rev. 0Technical BulletinsNotifications to customers of changes, upgrades on CTS computing systems. Bulletins are sent to CTS customers regarding history of changes to CTS systems (S390, Unisys, servers, etc.). XE "technical bulletins" \f “subject” Retain for 6 years after date created thenTransfer to Washington State Archives for appraisal and selective retention.ARCHIVAL(Appraisal Required) XE "TECHNOLOGY SERVICES:Technical Bulletins” \f "archival" NON-ESSENTIALOPR11-12-62952 XE "11-12-62952" \f “dan”Rev. 0Unisys Tech Support Customer CorrespondenceXE "Unisys tech support" \f “subject” XE "tech support (Unisys)" \f “subject” Retain for 5 years after end of calendar year thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRGlossaryAppraisal The process of determining the value and disposition of records based on their current administrative, legal, and fiscal use; their evidential and informational or research value; and their relationship to other records.Archival (Appraisal Required) Public records which may possess enduring legal and/or historic value and must be appraised by the Washington State Archives on an individual basis. Public records will be evaluated, sampled, and weeded according to archival principles by archivists from Washington State Archives (WSA). Records not selected for retention by WSA may be disposed of after appraisal.Archival (Permanent Retention) Public records which possess enduring legal and/or historic value and must not be destroyed. State government agencies must transfer these records to Washington State Archives (WSA) at the end of the minimum retention period.WSA will not sample, weed, or otherwise dispose of records fitting the records series description designated as “Archival (Permanent Retention)” other than the removal of duplicates.DispositionActions taken with records when they are no longer required to be retained by the agency.Possible disposition actions include transfer to Washington State Archives and destruction. Disposition Authority Number (DAN) Control numbers systematically assigned to records series or records retention schedules when they are approved by the State Records Committee.Essential RecordsPublic records that state government agencies must have in order to maintain or resume business continuity following a disaster. While the retention requirements for essential records may range from very short-term to archival, these records are necessary for an agency to resume its core functions following a disaster. Security backups of these public records should be created and may be deposited with Washington State Archives in accordance with Chapter 40.10 RCW.Non-ArchivalPublic records which do not possess sufficient historic value to be designated as “Archival”. Agencies must retain these records for the minimum retention period specified by the appropriate, current records retention schedule.Agencies should destroy these records after their minimum retention period expires, provided that the records are not required for litigation, public records requests, or other purposes required by law. Non-Essential RecordsPublic records which are not required in order for an agency to resume its core functions following a disaster, as described in Chapter 40.10 RCW.OFM (Office Files and Memoranda) Public records which have been designated as “Office Files and Memoranda” for the purposes of RCW 40.14.010.RCW 40.14.010 – Definition and classification of public records. (2) “Office files and memoranda include such records as correspondence, exhibits, drawings, maps, completed forms, or documents not above defined and classified as official public records; duplicate copies of official public records filed with any agency of the state of Washington; documents and reports made for the internal administration of the office to which they pertain but not required by law to be filed or kept with such agency; and other documents or records as determined by the records committee to be office files and memoranda.”OPR (Official Public Records)Public records which have been designated as “Official Public Records” for the purposes of RCW 40.14.010.RCW 40.14.010 – Definition and classification of public records. (1) “Official public records shall include all original vouchers, receipts, and other documents necessary to isolate and prove the validity of every transaction relating to the receipt, use, and disposition of all public property and public income from all sources whatsoever; all agreements and contracts to which the state of Washington or any agency thereof may be a party; all fidelity, surety, and performance bonds; all claims filed against the state of Washington or any agency thereof; all records or documents required by law to be filed with or kept by any agency of the state of Washington; … and all other documents or records determined by the records committee… to be official public records.”Public RecordsRCW 40.14.010 – Definition and classification of public records. “… The term "public records" shall include any paper, correspondence, completed form, bound record book, photograph, film, sound recording, map drawing, machine-readable material, compact disc meeting current industry ISO specifications, or other document, regardless of physical form or characteristics, and including such copies thereof, that have been made by or received by any agency of the state of Washington in connection with the transaction of public business…”Records SeriesA group of records, performing a specific function, which is used as a unit, filed as a unit, and may be transferred or destroyed as a unit. A records series may consist of a single type of form or a number of different types of documents that are filed together to document a specific function. State Records CommitteeThe committee established by RCW 40.14.050 to review and approve disposition of state government records.Its four members include the State Archivist and one representative each from the Office of the Attorney General, Office of the State Auditor, and the Office of Financial Management.INDEXESARCHIVAL RECORDS INDEXSee the State Government General Records Retention Schedule for additional “Archival” records. INDEX \f"achival"\e "" \c "1" \z "1033" INFORMATION TECHNOLOGY POLICYInformation Technology Portfolios and Compliance Letters6TECHNOLOGY SERVICESTechnical Bulletins11ESSENTIAL RECORDS INDEXSee the State Government General Records Retention Schedule for additional “Essential” records. INDEX \f"essential"\e "" \c "1" \z "1033" TECHNOLOGY SERVICESCTS and its Customers System Specifications and Design Review/Analysis8DISPOSITION AUTHORITY NUMBERS (dan’s) INDEX INDEX \f "dan" \e"" \c "4" \z "1033" \* MERGEFORMAT 11-12-62927411-12-62929511-12-62930511-12-62931511-12-62932711-12-62933711-12-62934711-12-62935711-12-62936711-12-62937811-12-62938811-12-62939811-12-62940811-12-62941811-12-62942911-12-62943911-12-62944911-12-62945911-12-62946911-12-629471011-12-629481011-12-629491011-12-629501011-12-629511111-12-629521115-09-688326Subject INDEXNote: The use in this index of SGGRRS refers to the State Government General Records Retention Schedule. INDEX \f "subject" \e "" \c "3" \h "A" \z "1033" Aappeals (vendors)4auditssee SGGRRSautomated scheduling7Bbackupssee also SGGRRSprintouts7tape checkout receipts/transfer control logs10tape tracking8bids (contracts)see also SGGRRSdeposit logs/vendor protests4billing sheets5bills (legislation)see SGGRRSbudgetssee SGGRRSCCA-7 automated scheduling system7CKDDLY (daily jobs check list)7complaintssee SGGRRSconsole logs (printouts)7contractssee also SGGRRSbid deposit logs/data/vendor protests4copyrightsee SGGRRSCREPRT (daily printout)7CTIFBK (printouts)8customers (security contact database)10cyber security8Ddaily jobs (checklist)7daily save8data center conventions manual9design review/analysis (systems)8Eerror reports (production quality)9expenditure (reports)5Ffacilitiessee SGGRRSfinancial reportssee also SGGRRSrevenues/expeditures5fleet (vehicles)see SGGRRSflowchartsCA-7 automated scheduling system7system specifications8forums (cyber security)8Ggrantssee SGGRRSgrievancessee SGGRRSHhuman resourcessee SGGRRSIinformation systemssee also SGGRRSspecifications/review/analysis8information technology portfolios6input/output specifications8intellectual propertysee SGGRRSJjob logs9Lleasessee SGGRRSleavesee SGGRRSMmeetingssee SGGRRSmotor vehiclessee SGGRRSOoffsite storage9operations logs9Ppatentssee SGGRRSpayrollsee SGGRRSpersonnelsee SGGRRSplanningsee SGGRRSplans (drawings)see SGGRRSpoliciessee SGGRRSprintoutsbackups/console logs7CREPRT/CTIFBK/Star Library7, 8proceduressee SGGRRSproduction quality error reports9profit/loss statements5protests (vendors)4public disclosuresee SGGRRSpublic records requestssee SGGRRSpurchasingsee SGGRRSRrate setting5records managementsee SGGRRSrevenue (reports)5Sscheduling (automatic)7security (cyber)8security contact database10setup sheets10Star Library (printouts)8storage (offsite)9system specifications8Ttapes (backup)checkout receipts/transfer control logs10tracking8tech support (Unisys)11technical bulletins11telecommunication (rate setting)5timesheetssee SGGRRStrademarkssee SGGRRStrainingsee also SGGRRScyber security forums8travelsee SGGRRSturnover logs9UUnisys tech support11Vvehiclessee SGGRRSvendors (protests/appeals)4 ................
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