Carolyn,

I agree in your philosophy that the backup tapes are a function of the
IT organization, NOT a reflection of the record value of the individual
records being backed up.

In the general records schedules of the federal government, there are
two records schedules approved for such files.  In both cases, the
retention is until there is another successful back, supporting the
process of backup and recovery but not supporting the process of the
actual record value of the information ON the backup tapes.

GRS 20.8
20.8. Backups of Files. 

    Electronic copy, considered by the agency to be a Federal record, of
the master copy of an electronic record or file and retained in case the
master file or database is damaged or inadvertently erased.

    a. File identical to records scheduled for transfer to the National
Archives.

    Delete when the identical records have been captured in a subsequent
backup file or when the identical records have been transferred to the
National Archives and successfully copied.

    b. File identical to records authorized for disposal in a
NARA-approved records schedule.

    Delete when the identical records have been deleted, or when
replaced by a subsequent backup file. 

GRS 24.4
24.4.  System Backups and Tape Library Records.

a.  Backup tapes maintained for potential system restoration in the
event of a system failure or other unintentional loss of data.

(1)  Delete/destroy incremental backup tapes when superseded by a full
backup, or when no longer needed for system restoration, whichever is
later.

(2)  Delete/destroy full backup tapes when second subsequent backup is
verified as successful or when no longer needed for system restoration,
whichever is later.

[Note:   See GRS 20, item 8, for backups of master files and databases.]

b.  Tape library records including automated files and manual records
used to control the location, maintenance, and disposition of magnetic
media in a tape library including list of holdings and control logs.

Destroy/delete when superseded or obsolete.

I hope this helps,
Lisa Hawkins, CRM
Information Management Analyst
BWXT Y-12
Information Policy, Records & Document Management
(865) 241-8816

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