Jennifer,

Based on a few years of experience reading CFRs and federal records
schedules, I would say that the portion enclosed in parentheses deals
with the hard copy input documents and the reports that are generated
from the database, and refers the reader to other sections of the
records schedule for the retention of those items.  

The rest of it, outside of the parentheses, is talking about the
retention of "Software program documentation and revisions thereto", in
other words, the work created by the IT department.

That's my take on it.

Greg Schildmeyer, CRM


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Jennifer Snyder
Sent: Thursday, February 23, 2006 1:48 PM
To: [log in to unmask]
Subject: [RM] CFR Interpretation

Hello All,

I am sending this message for a colleague.  I am looking for assistance
and expertise in interpreting 18 CFR 125.3 (5) which states the
following:

Information Technology Management
5. Automatic data processing records (retain original source
data used as input for data processing and data processing
report printouts for the applicable periods prescribed elsewhere
in the schedule): Software program documentation
and revisions thereto. 

Retention Period = Retain as long as it represents an active viable
program or for
periods prescribed for related output data, whichever is
shorter.

Is this referring to IT related software and records created by their
department or would this apply to hard copy documents input in a
database (ex. customer service database)?

Thanks in advance.


Jennifer Snyder
City of North Las Vegas
Records Manager 
702/633-1036

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