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Life Cycle and Information Management

Click on the individual information technology (IT) life cycle phase to learn about the official records that may be created during that phase, and to find instructions on how long to maintain those records:

NOTE: These phases are based upon guidance in the Federal Bureau of Investigation (FBI) Life Cycle Management Directive.

Background

There are official records created during each phase of an Information Technology (IT) system's life cycles.  This web page is intended to guide the reader in the identification of those official records. As defined in the Information Technology Management Reform Act of 1996 (now known as the Clinger-Cohen Act), "information technology" includes computers, ancillary equipment, software, firmware and similar procedures, services (including support services), and related resources.

Readers are reminded that the retention and disposition instructions for the file classifications are mandatory not optional.  If the retention and disposition instructions will not meet business needs, please contact the Records Disposition Unit, Records Policy and Administration Section to discuss  needed changes.

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Life Cycle Phase :Concept Exploration

The Concept Exploration Phase identifies the mission need, develops and evaluates alternate solutions, and develops the business plan for an information technology (IT) system. The files created or obtained during the Concept Exploration Phase may include:

  1. Design project plans, showing tasks, responsibilities and timelines,
  2. Reports detailing the outcomes of periodic design reviews,
  3. Documentation of changes to requirements, signed off by both user and project team representatives,
  4. Design descriptions,
  5. Data migration plans for the conversion, verification, and validation of existing data and electronic information into another system or systems,
  6. System business rules, and
  7. Records of oversight boards regarding the proposed system or systems.

There are two primary categories of IT systems that may be addressed during Concept Exploration:

  1. IT systems that directly support mission goals, and
  2. IT systems that provide basic infrastructure, systems and services.

The files associated with IT systems that directly support mission goals are covered under Classification 242 - Automation Matters. Please contact the Records Disposition Unit, Records Policy and Administration Section, to initiate appraisal action.

Basic infrastructure files are covered under Classification 319U18 - IT Infrastructure and Design Records.  Infrastructure includes the basic systems and services used to supply access to computers and data telecommunications.  Infrastructure components include hardware such as printers, desktop computers, network and web servers, routers, hubs, and network cabling, as well as software such as operating systems (e.g., Microsoft Windows and Novell NetWare) and shared applications (e.g., electronic mail, word processing, and database programs).  The services necessary to design, implement, test, validate, and maintain such components are also considered part of the Bureau's IT infrastructure.

Handling Instructions for Records Created During the Concept Exploration Phase

CLASSIFICATION 242 - AUTOMATION MATTERS.   Concept exploration records for IT systems that will directly support mission goals.  Records may include:
  • Mission requirements documents and
  • Concept of operations documents
Please contact the Records Disposition Unit, Records Policy and Administration Section, to initiate appraisal action.
Classification 319Y2 - Executive Committees.  System Concept Review (SCR) -  Documentation of Enterprise Architecture Board (EAB) approval of the mission requirements and concept of operations Please contact the Records Disposition Unit, Records Policy and Administration Section, to initiate appraisal action.
319U18a. Records for projects that are not implemented. Destroy/delete 1 year after final decision is made.
319U18b. Records for projects that are implemented. Destroy/delete 5 years after project is terminated.
319U18c. Installation and testing records. Destroy/delete 3 years after final decision on acceptance is made.

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Life Cycle Phase:Requirements Development

The Requirements Development Phase defines the operational, technical, and test requirements and initiates project planning.   The records created or obtained during the Requirements Development Phase may include:

  1. System specifications;
  2. Diagrams representing system architecture and components;
  3. Models representing different system views, such as processes, data flows and data entities;
  4. Data migration plans for the conversion, verification, and validation of existing data and electronic information into another system or systems; and,
  5. Records of oversight boards regarding the requirements.

Requirements development files for basic infrastructure systems are covered under Classification 319U18 - IT Infrastructure Design and Implementation.  These files include:

  1. Descriptions of Requirements. This can include implementation of functions such as maintaining network servers, desktop computers, and other hardware, installing and upgrading network operating systems and shared applications, and providing data telecommunications;
  2. Design and Implementation Files
  3. Infrastructure development and maintenance information, such as acceptance/accreditation of infrastructure components, analysis of component options, feasibility, costs and benefits, and work associated with implementation, modification, and troubleshooting;
  4. Models, diagrams, schematics, and technical documentation;
  5. Data migration plans for the conversion, verification, and validation of existing data and electronic information into another system or systems; and
  6. Quality assurance reviews and test plans, data, and results.

Handling Instructions for Records Created During the Requirements Development Phase

CLASSIFICATION 242 - AUTOMATION MATTERS.   Development records related to IT systems that directly support Bureau' mission goals:
  • System Specification documents
  • External Interface Control documents
Please contact the Records Disposition Unit, Records Policy and Administration Section to initiate appraisal action.
Classification 319Y2 - Executive Committees.  Records of the Investment Management/-Project Review Board (IMPRB) documenting the system concept review. Please contact the Records Disposition Unit, Records Policy and Administration Section to initiate appraisal action.
319O3 - Records Disposition Background Material.   Documentation of the definition phase and written notice to the Records Management Division of proposed approach to achieving Electronic Recordkeeping Certification (ERKC). Destroy 6 years after the related records are destroyed or after the related records are transferred to the National Archives of the United States, whichever is applicable.
319U18a. Records for projects that are not implemented. Destroy/delete 1 year after final decision is made.
319U18b. Records for projects that are implemented. Destroy/delete 5 years after project is terminated.
319U18c. Installation and testing records. Destroy/delete 3 years after final decision on acceptance is made.

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Life Cycle Phase: Acquisition Planning

The Acquisition Planning Phase allocates the requirements among development segments, researches and apply lessons learned from previous projects, identifies potential product and service providers, and secures funding.  Records associated with the Acquisition Planning Phase may also be covered under:

NOTE: Copies of all records needed to support contracts should be in procurement files, which are filed under categories found in 319B - Procurement, Supply, and Grant Records.

Handling Instructions for Records Created During the Acquisition Planning Phase

Classification 319Y2 - Executive Committees.  Records of the Investment Management/-Project Review Board (IMPRB) documenting the Acquisition Plan Review (APR).  Includes documentation of the approval of:
  • the systems specification and interface control documents;
  • approach and resources required to acquire the system as defined in the acquisition plan;
  • Electronic Recordkeeping (ERK) approach to be taken. (High level draft of ERK requirements for the system.)
Please contact the Records Disposition Unit, Records Policy and Administration Section to initiate appraisal action.
Classification 319B12 - Procurement Approved Bidders- Lists or card files of acceptable bidders. Destroy when superseded or obsolete.
Classification 319U14 - Financing of IT Resources and Services - Agreements formalizing performance criteria for quantity and quality of service, including definition of responsibilities, response times and volumes, charging, integrity guarantees, and non-disclosure agreements. Destroy/delete 3 years after agreement is superseded or terminated.
319U15 -  IT Contracts with Third Party Providers - Files related to managing third-party services, including records that document control measures for reviewing and monitoring contracts and procedures for determining their effectiveness and compliance. Destroy/delete 3 years after control measures or procedures are superseded or terminated.
Classification 319U16 - IT Allocation of Charges and Payment Tracking - Records generated in IT management and service operations to identify and allocate charges and track payments for computer usage, data p and other IT services EXCLUDING records that are part of the Bureau's cost accounting system, which are covered in  319B - Procurement, Supply, and Grant Records. Destroy/delete records with no outstanding payment issues when 3 years old.

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Life Cycle Phase:  Source Selection

The Source Selection Phase solicits and evaluates proposals and selects the product and service providers.  The records created or obtained during the Source Selection Phase may include:

Handling Instructions for Records Created During the Source Selection Phase

Source Selection Authorization Review. Documentation of the technical progress review to approve the results of the source selection process and to authorize proceeding with contract negotiations.  Generic lists of approved bidders would be filed under 319B12 - Procurement Approved Bidders.  File with the appropriate contract file.
319B4 - Purchases Exceeding the Simplified Acquisition Threshold - Also includes construction contracts exceeding $2,000* dated on or after July 3, 1995.  Contract, requisition, purchase order, lease, and bond and surety records, including correspondence and related papers pertaining to award, administration, receipt, inspection and payment.   Procurement or purchase organization copy, and related papers.
*This is the effective date of the Federal Acquisition Regulations (FAR) rule defining "simplified acquisition threshold".
Destroy 6 years and 3 months after final payment.
319B5 - Purchases At or Below the Simplified Acquisition Threshold.   Also includes construction contracts at or below $2,000. dated on or after July 3, 1995. Destroy 7 years after final payment.
[Note: This is longer than the General Records Schedule authorizes, but meets the needs of the Inspection Division (INSD) and the Finance Division (FD).]
319B3 - Procurement Matters. Correspondence files of operating procurement units concerning internal operation and administration matters not covered elsewhere in this schedule. Included in this file is information regarding use of the government purchase card program. Destroy when 2 years old.
319B8 - Unsuccessful Bids Related to Small Purchases. Solicited and unsolicited unsuccessful bids and proposals relating to small purchases as defined in the Federal Acquisition Regulation, 48 CFR Part 13. Destroy 1 year after date of award or final payment, whichever is later.
319B9 - Unsuccessful Bids Above Small Purchase Limitations. Relating to transactions above the small purchase limitations in 48 CFR Part 13, when they are filed separately from contract case files. Destroy when related contract is completed.
319B19 - Canceled Contract Solicitations. Formal solicitations of offers to provide products or services (e.g., Invitations for Bids, Requests for Proposals, Requests for Quotations) which were canceled prior to award of a contract. The files include presolicitation documentation on the requirement, any offers that were opened prior to the cancellation, documentation on any Government action up to the time of cancellation, and evidence of the cancellation. Destroy 5 years after date of cancellation.
319B11 - Unopened Bids. Return to bidder.

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Life Cycle Phase: Design

The Design Phase creates detailed designs for system components, products, and interfaces and initiates test planning.  Records associated with the Design Phase may include:

  1. Detailed specifications to build or acquire technological components such as software or hardware,
  2. File plans,
  3. Data migration plans for the conversion, verification, and validation of existing data and electronic information into another system or systems,
  4. Plans showing how the design will integrate with existing systems and processes,
  5. Initial training and testing plans,
  6. A system implementation plan, and
  7. Technical Review Board (TRB) Records.  Includes TRB  Final Design Reviews (FDR) documenting approvals of the build-to and code-to documentation, associated draft verification procedures, and assurance that the designs presented can be produced and that when built can be expected to meet design-to specification at verification.

Handling Instructions for Records Created During the Design Phase

319U18 - IT Infrastructure Design and Implementation. Records of individual projects designed to provide and support new agency IT infrastructure, systems, and services.  Includes records documenting:
  1. Requirements for and implementation of functions such as:
    1. maintaining network servers, desktop computers, and other hardware,
    2. installing and upgrading network operating systems and shared applications, and
    3. providing data telecommunications;
  2. Infrastructure development and maintenance such as:
    1. acceptance/ accreditation of infrastructure components,
    2. analysis of component options, feasibility, costs and benefits, and
    3. work associated with implementation, modification, and troubleshooting;
  3. Models, diagrams, schematics, and technical documentation; and
  4. Quality assurance reviews and test plans, data, and results.
  5. Final description of the high level electronic recordkeeping requirements for the system.
Destroy/delete 5 years after project is terminated.
319U18 - IT Infrastructure Design and Implementation. Records for projects that are not implemented. Records for projects that are not implemented should be destroyed within 1 year after final decision is made.
319U19 - IT Installation and Testing. Records of individual projects designed to provide and support new agency IT infrastructure, systems, and services. Includes records documenting:
  1. Requirements for and implementation of functions such as:
    1. maintaining network servers, desktop computers, and other hardware,
    2. installing and upgrading network operating systems and shared applications, and
    3. providing data telecommunications;
  2. Infrastructure development and maintenance such as:
    1. acceptance/ accreditation of infrastructure components,
    2. analysis of component options, feasibility, costs and benefits, and
    3. work associated with implementation, modification, and troubleshooting;
  3. Models, diagrams, schematics, and technical documentation; and
  4. Quality assurance reviews and test plans, data, and results.
  5. Installation and testing records, including test plan for electronic recordkeeping certification.
Destroy/delete 3 years after final decision on acceptance is made.
CLASSIFICATION 242 - AUTOMATION MATTERS.   Design records relating to specific systems that directly support or document mission goals. Please contact the Records Disposition Unit, Records Policy and Administration Section to initiate appraisal action.
CLASSIFICATION 1 - Training Matters. File initial training and testing plans in Classification 1, under Item (5) "0" Administrative Files Opened after 12/31/77 DISPOSAL NOT AUTHORIZED.  Please contact the Records Disposition Unit, Records Policy and Administration Section to initiate appraisal action.
319U5 - IT System and Application Implementation.   Records created and retained for asset management, performance and capacity management, system management, configuration and change management, and planning, follow-up, and impact assessment of operational networks and systems.  Includes, but is not limited to:
  • Data and detailed reports on implementation of systems, applications and modifications;
  • Application sizing, resource and demand management;
  • Documents identifying, requesting, and analyzing possible changes, authorizing changes, and documenting implementation of changes;
  • Documentation of software distribution and release or version management.
Destroy/delete 1 year after termination of system.
Classification 319Y2 - Executive Committees - Technical Review Board (TRB) Records.  Includes TRB  Final Design Reviews (FDR) documenting approvals of the build-to and code-to documentation, associated draft verification procedures, and assurance that the designs presented can be produced and that when built can be expected to meet design-to specification at verification. Please contact the Records Disposition Unit, Records Policy and Administration Section to initiate appraisal action.

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Life Cycle Phase: Develop & Test

The Develop & Test Phase produces and tests all system components, assembles and tests all products, and plans for system testing.  Records created during the Develop & Test Phase may include:

Handling Instructions for Records Created During the Develop & Test Phase

319U19 - IT Installation and Testing. Records of individual projects designed to provide and support new agency IT infrastructure, systems, and services. Includes records documenting:
  1. Requirements for and implementation of functions such as maintaining network servers, desktop computers, and other hardware, installing and upgrading network operating systems and shared applications, and providing data telecommunications;
  2. Infrastructure development and maintenance such as acceptance/ accreditation of infrastructure components, analysis of component options, feasibility, costs and benefits, and work associated with implementation, modification, and troubleshooting;
  3. Models, diagrams, schematics, and technical documentation; and
  4. Quality assurance reviews and test plans, data, and results.
  5. Installation and testing records
Destroy/delete 3 years after final decision on acceptance is made.
CLASSIFICATION 242 - AUTOMATION MATTERS.    Develop and test records relating to specific systems that directly support or document mission goals. Please contact the Records Disposition Unit, Records Policy and Administration Section to initiate appraisal action.
Classification 319Y2 - Executive Committees - Change Management Board (CMB) Records.  Records of the CMB approval of the deployment readiness review,  system test readiness review, and test plan for Electronic Recordkeeping Certification. Please contact the Records Disposition Unit, Records Policy and Administration Section to initiate appraisal action.

Life Cycle Phase:  Implementation & Integration

The Implementation & Integration Phase executes functional, interface, system, and integration testing, provides user training, and accepts and transitions the product to operations.  Records created during the Implementation & Integration Phase may include:

Handling Instructions for Records Created During the Implementation & Integration Phase

319U19 - IT Installation and Testing. Records of individual projects designed to provide and support new agency IT infrastructure, systems, and services. Includes records documenting:
  1. Requirements for and implementation of functions such as:
    1. maintaining network servers, desktop computers, and other hardware,
    2. installing and upgrading network operating systems and shared applications, and
    3. providing data telecommunications;
  2. Infrastructure development and maintenance such as:
    1. acceptance/ accreditation of infrastructure components,
    2. analysis of component options, feasibility, costs and benefits, and
    3. work associated with implementation, modification, and troubleshooting;
  3. Models, diagrams, schematics, and technical documentation; and
  4. Quality assurance reviews and test plans, data, and results.
  5. Installation and testing records
Destroy/delete 3 years after final decision on acceptance is made.
CLASSIFICATION 242 - AUTOMATION MATTERS. Installation and testing records relating to specific systems that directly support or document mission goals, including completion of electronic recordkeeping certification testing and completion of a risk mitigation plan (if needed). Please contact the Records Disposition Unit, Records Policy and Administration Section to initiate appraisal action.
319U13 - IT Operations Reports and Benchmark Indicators. Reports on operations, including:
  1. measures of benchmarks, performance indicators, and critical success factors,
  2. error and exception reporting,
  3. self-assessments, performance monitoring; and
  4. management reports.
Destroy/delete when 3 years old.
CLASSIFICATION 1 - Training Matters. File  training records in Classification 1, under Item (5) "0" Administrative Files Opened after 12/31/77 DISPOSAL NOT AUTHORIZED.  Please contact the Records Disposition Unit, Records Policy and Administration Section to initiate appraisal action.
Classification 319Y2 - Executive Committees - Change Management Board (CMB) Records.  Records of the CMB approval of OAR and certification that the system meets electronic recordkeeping requirements, including the Electronic Recordkeeping Certification Report. Please contact the Records Disposition Unit, Records Policy and Administration Section to initiate appraisal action.

Operations & Maintenance

The Operations and Maintenance phase maintains and supports the product, and manages and implements necessary modifications. The records created or obtained during the Operations and Maintenance phase may include:

Handling Instructions for Records Created During the Operations & Maintenance Phase 

IT Operations Reports and Benchmark Indicators
319U5 - IT System and Application Implementation - Records created and retained for asset management, performance and capacity management, system management, configuration and change management, and planning, follow-up, and impact assessment of operational networks and systems. Includes, but is not limited to:
  • Data and detailed reports on implementation of systems, applications and modifications;
  • Application sizing, resource and demand management;
  • Documents identifying, requesting, and analyzing possible changes, authorizing changes, and documenting implementation of changes;
  • Documentation of software distribution and release or version management; and,
  • Documentation of data migrations conducted during the life of the system, showing: conversion, verification, and validation of existing data and electronic information.  Data migration is required in order to maintain access in human readable form for the life of the records contained within the system.

NOTE:  The Bureau is required by law to maintain official records for the length of time authorized by the National Archives and Records Administration.  Case files typically have a 25 year retention beyond close of case; some case files are permanent historical material.  Please contact the Records Management Division to discuss requirements.

Destroy/delete 1 year after termination of system.
319U2 - Other IT Oversight and Compliance Records.   Records in offices with responsibility for managing IT operations relating to compliance with IT policies, directives, and plans including:
  • recurring and special reports,
  • responses to findings and recommendations, and
  • reports of follow-up activities.
All other oversight and compliance records, including:
  • certification and accreditation of equipment,
  • quality assurance reviews and reports,
  • reports on implementation of plans,
  • compliance reviews, and
  • data measuring or estimating impact and compliance.
Destroy/delete when 3 years old or 1 year after responsible office determines that there are no unresolved issues, whichever is longer.
319U11 - IT Workload Schedules.  Workload schedules, run reports, and schedules of maintenance and support activities. Destroy/delete when 1 year old.
319U12 - IT Problem Reports. Problem reports and related decision documents relating to the software infrastructure of the network or system. Destroy/delete 1 year after problem is resolved.
IT Customer Service Records
319U17 -  IT Customer Service. Records related to providing help desk information to customers, including pamphlets, responses to "Frequently Asked Questions," and other documents prepared in advance to assist customers. Destroy/delete 1 year after record is superseded or obsolete.
319X - Program Reviews. Weekly, monthly, semi-annual, bi-annual, or annual reviews of critical areas within programs to evaluate performance and progress in achieving initiatives and goals, including Quality Assurance matters. DISPOSAL NOT AUTHORIZED.
319O13 - IRM Triennial Review. Reports required by the GSA concerning reviews of information resources management (IRM) practices.  Included are associated correspondence, studies, directives, feeder reports, and monitoring surveys and reports. Destroy when 7 years old.
319U20 - IT Automation and Access Requests. Communications pertaining to automation and access requests. This includes requests for access to FBI computer systems by non-FBI employees, access to the Internet, and related automated systems access requests. DISPOSAL NOT AUTHORIZED.
IT Facility, Site Management, and Equipment Support
319U4 - IT Configuration Management Inventories. Inventories of IT assets, network circuits, and building or circuitry diagrams, including equipment control systems such as databases of barcodes affixed to IT physical assets. Destroy/delete 1 year after completion of the next inventory.
319U6 - IT Routine Network Maintenance. Records of routine IT maintenance on the network infrastructure documenting preventative, corrective, adaptive and perfective enhancement) maintenance actions, including requests for service, work orders, service histories, and related records.
NOTE: If any maintenance activities have a major impact on a system or lead to a significant change, those records should be maintained as part of the item 319U5 - IT System and Application Implementation.
Destroy/delete when 3 years old or 1 year after termination of system, whichever is sooner.
 
319U7 - IT Electronic Media Control Records.  Electronic media control records including automated files and manual records used to control the location, maintenance, and disposition of magnetic and optical media including list of holdings and control logs. Destroy/delete when superseded or obsolete.
IT Security
319U8 - IT Systems Security and Disaster Recovery Plans. System Security Plans and Disaster Recovery Plans. Destroy/delete 1 year after system is superseded.
319U9 - IT Systems Security Risk Analyses. Documents identifying IT risks and analyzing their impact, risk measurements and assessments, actions to mitigate risks, implementation of risk action plan, service test plans, test files and data. Destroy/delete 1 year after system is superseded.
319U1 - Security Certification & Accreditation Records.  Certification and accreditation of equipment, quality assurance reviews and reports, reports on implementation of plans, compliance reviews, and data measuring or estimating impact and compliance. Destroy/delete when 3 years old or 1 year after responsible office determines that there are no unresolved issues, whichever is longer.
319U1 - Electronic Recordkeeping Certification Records.  Certification and accreditation of equipment, quality assurance reviews and reports, reports on implementation of plans, compliance reviews, and data measuring or estimating impact and compliance.   Includes reports of the routine, periodic (every three years) reviews of the status of systems granted authority to operate to ensure that such systems continue to meet all electronic recordkeeping criteria. Destroy/delete when 3 years old or 1 year after responsible office determines that there are no unresolved issues, whichever is longer.
IT Budget and Finance
319U14 - IT Financial Agreements. Agreements formalizing performance criteria for quantity and quality of service, including definition of responsibilities, response times and volumes, charging, integrity guarantees, and non-disclosure agreements. [Note: Copies of records needed to support contracts should be in procurement files, which are scheduled under  319B - Procurement, Supply, and Grant Records.] Destroy/delete 3 years after agreement is superseded or terminated.
319U15 - IT Contracts with Third Party Providers. Files related to managing third-party services, including records that document control measures for reviewing and monitoring contracts and procedures for determining their effectiveness and compliance.
[Note: Copies of records needed to support contracts should be in procurement files, which are scheduled under  319B - Procurement, Supply, and Grant Records.]
Destroy/delete 3 years after control measures or procedures are superseded or terminated.
319U16 - IT Allocation of Charges and Payment Tracking. Records generated in IT management and service operations to identify and allocate charges and track payments for computer usage, data processing and other IT services EXCLUDING records that are part of the Bureau's cost accounting system, which are covered in 319G - Stores, Plant, and Cost Accounting Records.
[Note: Copies of records needed to support contracts should be in procurement files, which are scheduled under  319B - Procurement, Supply, and Grant Records.]
Destroy/delete records with no outstanding payment issues when 3 years old.

Life Cycle Phase: Disposal

The Disposal Phase shuts down system operations and arranges for the orderly disposition of system assets.   The records created or obtained during the Disposal phase may include:

Handling Instructions for Records Created During the Disposal Phase

Classification 319Y2 - Executive Committees - Change Management Board (CMB) Records.  Records of the CMB approval of the Operational Acceptance Review. Please contact the Records Disposition Unit, Records Policy and Administration Section to initiate appraisal action.
319O3 - Records Disposition Background Material. Descriptive inventories, disposal authorizations, schedules, and reports. Other records. Destroy 6 years after the related records are destroyed or after the related records are transferred to the National Archives of the United States, whichever is applicable.
319O8 - Records Holdings Other Offices.  Statistical reports of agency holdings, including feeder reports from all offices and data on the volume of records disposed of by destruction or transfer. Also includes indexing instructions, filing systems, file plans, consolidation/destruction of files, etc. Destroy when 1 year old.
319U5 - IT System and Application Implementation - Records created and retained for documentation of data migrations conducted during the life of the system, showing: conversion, verification, and validation of existing data and electronic information.  Data migration is required in order to maintain access in human readable form for the life of the records contained within the system.

NOTE:  The Bureau is required by law to maintain official records for the length of time authorized by the National Archives and Records Administration.  Case files typically have a 25 year retention beyond close of case; some case files are permanent historical material.  Please contact the Records Management Division to discuss requirements.

Destroy/delete 1 year after termination of system.

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