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Department of Human Services - Records Retention Schedule


 Records Retention Schedule: 99-0005

Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Office of the Director
Section: Office of Information Services (OIS)
Program: Administration

Program Description:

The Administration section for the Office of Information Services (OIS) is responsible for providing leadership and direction to OIS activities and actions as well as coordinating the Division's personnel, billing, and budget functions.

The Administration section also oversees the Help Desk. The Help Desk provides a single point of contact for Department of Human Services (DHS) computer related technical questions. Help Desk staff log incoming calls and directly solve problems for users relying on technical knowledge, training, and resource materials available to them. If a question needs more research to be answered, it may be deferred to another OIS section with the Help Desk monitoring the progress of that query. Network and Desktop Services (see separate description) uses Help Desk data about the type and location of problems to provide feedback about quality to other OIS operating groups including Information System Engineering (ISE) and Computer Resource Management (CRM).

Records Description:

Records documenting the current positions in the Office of Information Services (both vacant and filled) by position number, program area, and pay scale are the Position Inventory Reports. Records chronicling the calls and questions that come into the Help Desk are the Help Desk Call Activity Reports and the McAFEE Database. Records documenting answers to routine Help Desk queries organized by DHS Division are the Help Desk Quick Reference Guide Records. Records educating DHS computer users about Help Desk services are the Help Desk Brochures. Records documenting user satisfaction with the Help Desk services are the Help Desk User Survey Records. Records tracking Help Desk staff's training hours are the TRAINING Database.

Below is a record series list designating their retention:

089 Position Inventory Reports - Retain 4 years, destroy.

090 Help Desk Call Activity Records - Retain 5 years, destroy.

091 Help Desk Quick Reference Guide Records - Retain pages until superceded or obsolete, destroy.

092 Help Desk Brochures - Retain until superceded or obsolete, destroy.

093 Help Desk User Surveys Records - Retain surveys until results are tabulated, destroy. Retain survey results 5 years, destroy.

094 Help Desk Training Data - Retain 3 years, destroy.

In addition, the following records may be found in the State Agency General Records Retention Schedule: Correspondence, Policy and Procedure Guidelines and Manuals, Policy Development and Planning Records and Training Records (Administrative Records - OAR 166-300-0015); Accounts Payable Reports and Budget Preparation Records (Financial Records — OAR 166-300-0025); User Support Records (Information Management Records — OAR 166-300-0030); Employee Time Records (Payroll Records — OAR 166-300-0035); Conference and Workshop Records, and Recruitment and Selection Records (Personnel Records — OAR 166-300-0040).


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Office of the Director
Section: Office of Information Services (OIS)
Program: Computing Resource Management (CRM)

Program Description:

The Computing Resource Management (CRM) program is responsible for the daily operation of all of Department of Human Services' (DHS) mainframe and midrange hardware, multiple smaller production servers and related software for DHS. Staff of CRM maintain both the hardware and software within their areas as well as to provide consultation to those that use these services to build end user applications. Responsibilities include system integrity troubleshooting, performing production batch jobs, monitoring backup and recovery procedures, planning, scheduling and performing upgrades.

CRM collaborates with the Technology and Strategy Group (T&S) to define the computing architecture and then to implement the design which has been agreed upon.

Records Description:

Below is a record series list designating their retention:

The following records may be found in the State Agency General Records Retention Schedule: Correspondence and Security System Records (Administrative Records - OAR 166-300-0015); and Computer System Maintenance Records, Computer System Program Documentation, and Computer System Security Records (Information Management Records — OAR 166-300-0030).


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Office of the Director
Section: Office of Information Services
Program: Information Systems Engineering (ISE)

Program Description:

The Information Systems Engineering (ISE) program has the responsibility to understand and define the business requirements of Office of Information Services (OIS) customers, identify the appropriate technology and deliver the information systems that meet those business needs. The functions of this group include information systems development and maintenance, business process reengineering, data administration, application engineering support, and project management. This group is also working on the Year 2000 (Y2K) computer transitions for both the mainframe operation and the desktop applications.

Records Description:

Records disseminating information about issues and events that affect OIS are the OIS Division Newsletter Records. Records documenting departmental strategy and approach made in preparation for the Year 2000 (Y2K) are the Year 2000 Records (except for system modification documentation records - see General Records Schedule).

Below is a record series list designating their retention:

095 OIS Division Newsletter Records - Retain 10 years, destroy.

096 Year 2000 (Y2K) Records - Retain 10 years, destroy.

In addition, the following records may be found in the State Agency General Records Retention Schedule: Contracts and Agreements and Correspondence (Administrative Records - OAR 166-300-0015); Computer System Maintenance Records, Computer System Program Documentation, and Information System Planning and Development Records (Information Management Records — OAR 166-300-0030).


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Office of the Director
Section: Office of Information Services (OIS)
Program: Network and Desktop Services (NDS)

Program Description:

The Network and Desktop Services (NDS) program connects all of the computing platforms within the Department of Human Services (DHS). The program is a network support group who are responsible for computing conductivity between the main computing facility (located in the Employment building), the Human Services building, and more than 140 direct DHS facilities located throughout the state. Support services are maintained down to and including the desktop level. This program plans and maintains day to day operations for the Department and provides technical support to supported partnership organizations.

Records Description:

Some information may be restricted from public disclosure as authorized by ORS 192.501 (15), for life of the record.

The following records may be found in the State Agency General Records Retention Schedule: Correspondence (Administrative Records - OAR 166-300-0015); and Computer System Maintenance Records, Computer System Program Documentation Records, Computer System Security Records, Information System Planning and Development Records, Software Management Records, and User Support Records (Information Management Records — OAR 166-300-0030).


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Office of the Director
Section: Office of Information Services (OIS)
Program: Technology and Strategy (T&S)

Program Description:

The Technology and Strategy (T&S) program provides the technological and strategic vision that guides the Office of Information Services (OIS). T&S ensures that Department of Human Services ' (DHS) technological direction is well-conceived and consistent with information systems currently in use by the Department, industry trends and standards, and the Department's business plan. This program develops technology standards and guidelines to ensure success as the Department migrates its applications towards newer technologies. It evaluates new products as a part of its research and development responsibilities as well as plans and coordinates continuous quality improvement activities. T&S is also responsible for the preparation of Office of Information Services (OIS) Service Agreements.

Records Description:

Records documenting the recommendations made about a given product or system concerning DHS purchase of hardware or software after product evaluation and staff review are the Software and Hardware Recommendation Records. Record documenting standards and guidelines to be used in the evaluation of hardware and software are the Technology Standards and Guidelines Records.

Below is a record series list designating their retention:

097 Software and Hardware Recommendation Records - Retain 5 years, destroy.

098 Technology Standards and Guidelines Records - Retain drafts and work notes 1 year after final document is produced, destroy. - Retain final document 20 years, destroy.

In addition, the following records may be found in the State Agency General Records Retention Schedule: Contracts and Agreements, Correspondence, Personal Service Contracts, Policy Development and Planning Records, Professional Membership Records, Training Program Records (Administrative Records - OAR 166-300-0015); Information System Planning and Development Records (Information Management Records — OAR 166-300-0030); and Employee Personnel Records (Personnel Records — OAR 166-300-0040).



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