Records Retention Program, Computer Operations Records

N1-82-99-01 Computer Operations Records Approved by NARA: 08-16-1999
Computer Operations Records
Records Retention Schedules

The Federal Reserve Board maintains a number of computer systems in support of the Board's mission. The activities supported include statistical data modeling, work group document sharing, electronic mail, word processing, web site distribution of information, and records management. Configurations currently include mainframe, local area networks, wide area networks, personal computers. Operating systems currently include mainframe, Unix, and Windows (NT). Configurations and operating systems will change over time. Records related to the design, implementation, testing, and maintenance of the various systems and operations are maintained in paper project files, identified by the name of the project, or in electronic files, also identified by the name of the project.

1. Project Records, Computer Operations
Records related to the development, installation, testing, operation, and maintenance of computer applications, work stations, networks, web sites, or other systems installed to carry out the mission of the Board. The records are created in both paper and electronic format and are filed or identified by project name. This item does NOT apply to the data within any program run on any of the systems. Project is considered open until the system is no longer in use.

Close files when the project is completed. Destroy 1 year after files are closed.

Records related to the initiative undertaken to ensure that automated systems will continue to function reliably when the date changes to the year 2000. The project related to activities conducted by all entities in the Federal Reserve System.

2. Project Records, Century Date Conversion (Y2K)
Records are created in both electronic and paper media, including word processing and electronic mail (SEE Item 3 below). For delegated functions, records may be created by the Federal Reserve Banks. Files may include but are not limited to:

Records related to overall Year 2000 efforts, plans, strategies, testing plans and criteria, monitoring and tracking efforts, research papers, publications, and policy letters.

Lists of all applications (or systems) reviewed or assessed with notation of those requiring remedial work; scope of work needed to bring nonconforming applications or systems into compliance.

Testing documentation such as descriptions of types of tests performed on various systems (e.g., baseline, unit, regression, etc.); types of test systems used; procedures involved in testing; information sufficient to support the decisions to choose particular tests and to establish the validation of tests conducted; descriptions of extent of particular tests; information, such as summaries of test results and sign-offs, sufficient to establish the Year 2000 readiness of applications and systems tested; deviations from prescribed test results; criteria to determine that an application or system is Year 2000 ready; plans for retesting computers, applications or systems that fail a Year 2000 test and documentation as to how the failure was corrected; and, information sufficient to explain changes to applications or systems for Year 2000 readiness.

Reviews of the Year 2000 program conducted by the Board's Inspector General, the General Accounting Office, or conducted by an outside auditing firm.

Contracts (not including purchase orders) in which Year 2000 compliance is a stated requirement and contracts with outside consultants to address the century date change.

Records of correspondence with external vendors, such as documentation from Web sites or certification letters, describing the Year 2000 status of vendor products and services used by the Board. Records of correspondence, including web site postings, by the Board with customers, supervised institutions, and/or the public describing the agency's Year 2000 status.

DISPOSITION: Temporary. Close files at the end of the year 2000. Destroy 7 years after files are closed.

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Last Update: February 13, 2012