University Archives

Retention Schedules: Technology Support Services (ITS)

Records Type

Do not destroy records that are part of - or you are aware that they will be part of - any legal action, audit, investigation, or review.

Audit letter to faculty emerti, departments, and student organizations confirming usage of their account for the year

Agency Schedule Number: 012-113
Item No.: 3
Description: Audit confirmation memo and form confirming usage of account for the year.
Confidential Information: No

Office of Record: Technology Support Services (ITS)
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 fiscal years, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Billing type B and C users

Agency Schedule Number: 012-113
Item No.: 2
Description: Special HuskyNet accounts that can be billable, such as grants and other projects.
Confidential Information: Yes

Office of Record: Technology Support Services (ITS)
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 fiscal years, then dispose by shredding.

Effective Date: June 2012
Revision Date: NA

Change in HuskyNet Account Status reports

Agency Schedule Number: 012-113
Item No.: 14
Description: Form sent per request of department if an employee is leaving St. Cloud State University through retirement, resignation, or end of appointment during the year.
Confidential Information: No

Office of Record: Technology Support Services (ITS)
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 fiscal years, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Community patron request forms

Agency Schedule Number: 012-113
Item No.: 13
Description: Computer request form for people not associated with St. Cloud State University.
Confidential Information: No

Office of Record: Technology Support Services (ITS)
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 fiscal years, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Completed VPN access request forms

Agency Schedule Number: 012-113
Item No.: 1
Description: Forms completed by university employees for access of the campus network from off-campus, as well as for outside vendors per a department request.
Confidential Information: No

Office of Record: Technology Support Services (ITS)
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 fiscal years, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Consumable Inventory reports

Agency Schedule Number: 012-113
Item No.: 12
Description: Chargeback of toners to departments.
Confidential Information: No

Office of Record: Technology Support Services (ITS)
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 fiscal years, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Data entry batch sheet for Statistics

Agency Schedule Number: 012-113
Item No.: 15
Description: Batch sheets and copy of the survey to be entered along with instructions.
Confidential Information: No

Office of Record: Technology Support Services (ITS)
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 fiscal years, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

HuskyNet Account request forms

Agency Schedule Number: 012-113
Item No.: 5
Description: Requests from faculty, staff, emeriti, students, student organizations, and departments for a HuskyNet user account.
Confidential Information: No

Office of Record: Technology Support Services (ITS)
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 fiscal years, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Minnesota State Security management system and staff changes report

Agency Schedule Number: 012-113
Item No.: 16
Description: Minnesota State report sent every two weeks that lists newly hired employees, employees who have requested leave of absence, and employees who have left the university.
Confidential Information: No

Office of Record: Technology Support Services (ITS)
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 fiscal years, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Report determining email accounts with no tech ID associated with it

Agency Schedule Number: 012-113
Item No.: 4
Description: Report that indicates if there are any accounts on the system that was created without an owner.
Confidential Information: No

Office of Record: Technology Support Services (ITS)
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 fiscal years, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Report of faculty/staff no longer employed at SCSU

Agency Schedule Number: 012-113
Item No.: 11
Description: Form sent to department chair of faculty and staff that appear on a report as not having a contract with St. Cloud State University.
Confidential Information: No

Office of Record: Technology Support Services (ITS)
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 fiscal years, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Report of where computers were removed from labs and where distributed to

Agency Schedule Number: 012-113
Item No.: 10
Description: Information of where computers that were removed from the labs are placed on campus.
Confidential Information: No

Office of Record: Technology Support Services (ITS)
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 6 fiscal years, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Report sent to department or student organization reaching quota of emails in email account

Agency Schedule Number: 012-113

Item No.: 8
Description: Notification form sent to department or student organization that they have a mailbox disabled.
Confidential Information: No

Office of Record: Technology Support Services (ITS)
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 fiscal years, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Report sent to department or student organization about unread emails in account

Agency Schedule Number: 012-113
Item No.: 9
Description: Notification report sent to departments and student organization advisors that have more than 50 unread e-mail messages in their accounts.
Confidential Information: No

Office of Record: Technology Support Services (ITS)
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 fiscal years, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Report sent to students not enrolled to have email account remain active

Agency Schedule Number: 012-113
Item No.: 7
Description: Email sent to students not enrolled for the current semester.
Confidential Information: No

Office of Record: Technology Support Services (ITS)
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 fiscal years, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Request for computer equipment

Agency Schedule Number: 012-113
Item No.: 6
Description: Request for computer equipment. Information is received regarding brand, year purchased, Mac or PC, faculty/staff or laptop. Form and memo sent to college techs.
Confidential Information: No

Office of Record: Business Services
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 fiscal years, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Original Copy of Schedule as Approved by the State of Minnesota