Re: Data Retention for IDM

[Hiram Wong <hiram.wong () DOMAIL MARICOPA EDU>]

Hey David,

Looking at the Illinois Records Management Manual, I couldn't really find
much...only the following excerpt seemed relevant to you:

*"Appraising Records*
*Creating a records inventory tells an agency what records it has. The next
step of the  process is to appraise these records to help determine the
minimum amount of time they *
*must be kept (retained). An effective records management program requires
a realistic appraisal of existing records. The appraisal process includes
reviewing an agency’s *
*functional process to define the records used in support of those
functional processes. *
*The appraisal process:*
*• Establishes reasonable retention periods;*
*• Identifies records for immediate disposal;*
*• Identifies records for immediate transfer to the State Records Center;
and*
*• Identifies records of lasting value for transfer to the Illinois State
Archives (hereafter *
*called the Archives).*

*The appraisal process assigns a value to the records. Terms related to
this process are explained below.*

*Administrative Value – The primary administrative use for most records is
exhausted when all the transactions related to them are completed. From
that point they begin to lose their *
*value quickly; however, records that contain the basic facts of an
agency’s origin, policies, functions, organization and significant
administrative decisions are preserved long-term to *
*provide a historical perspective to understand the agency’s operations. "*



So I went to the AZ state government site:
https://apps.azlibrary.gov/records/general_rs/GS-1064.pdf .

There are 2 sections that may be relevant: *Record Series Number 20785
which deals with logs (they can be disposed of after administrative value
has been served) and 20790 which deals with Security Records, Records
related to maintaining the security of systems and data which is for 1
year.*

Again, I am not exactly giving you what you need, but I hope this helps!

Hiram


On Tue, Sep 14, 2021 at 10:55 AM David Broucek <dbroucek () harpercollege edu>
wrote:

> Hiram,
>
>
>
> Thank you for your research and information.   I do need to clarify is
> that I am just looking at the IDM system account management transactions
> and what that retention might be.   I am not really finding any strong
> guidance with that scope, and I was curious as to how long other
> institutions would retain the IDM information.
>
>
>
>
>
> Regards,
>
> Dave Broucek
>
>
>
> *We are here to serve you. **Learn more*
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> about coming to Harper College and how we are rebuilding our vibrant campus
> community.*
>
>
>
> *From:* The EDUCAUSE Security Community Group Listserv <
> SECURITY () LISTSERV EDUCAUSE EDU> *On Behalf Of *Hiram Wong
> *Sent:* Tuesday, September 14, 2021 12:16 PM
> *To:* SECURITY () LISTSERV EDUCAUSE EDU
> *Subject:* Re: [SECURITY] Data Retention for IDM
>
>
>
> External Email.
>
>
>
> Hi David,
>
>
>
> Here at Maricopa, we try to follow our state guidelines for records
> retention.  I tried to look up any Illinois state records retention and
> found https://www.ilsos.gov/publications/pdf_publications/ard_pub5.pdf
> <https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.ilsos.gov%2Fpublications%2Fpdf_publications%2Fard_pub5.pdf&data=04%7C01%7Cdbroucek%40HARPERCOLLEGE.EDU%7C975c2b08614c48905e4208d977a36bf4%7C41791c41ffcb45e49c1d11a6b502a6d7%7C0%7C0%7C637672366195996683%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=bazzn8py5av4fMoMkd606TFcTUIiH9WYJN%2F5ZWg7fPo%3D&reserved=0>
> .
>
>
>
> I also found records retention policies for higher education institutions
> in your area.
>
>
>
>
> https://elgin.edu/about-ecc/college-administration/college-procedures/records-retention-disposal-policy/
> <https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Felgin.edu%2Fabout-ecc%2Fcollege-administration%2Fcollege-procedures%2Frecords-retention-disposal-policy%2F&data=04%7C01%7Cdbroucek%40HARPERCOLLEGE.EDU%7C975c2b08614c48905e4208d977a36bf4%7C41791c41ffcb45e49c1d11a6b502a6d7%7C0%7C0%7C637672366195996683%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=DHfe40UWzFS%2FdtG2noTrg5xOeCfdjHXJRf%2BjOoQlWvo%3D&reserved=0>
>
>
> https://www.aits.uillinois.edu/services/professional_services/rims/records_retention/records_retention_schedules/student_records_retention_schedule/
> <https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.aits.uillinois.edu%2Fservices%2Fprofessional_services%2Frims%2Frecords_retention%2Frecords_retention_schedules%2Fstudent_records_retention_schedule%2F&data=04%7C01%7Cdbroucek%40HARPERCOLLEGE.EDU%7C975c2b08614c48905e4208d977a36bf4%7C41791c41ffcb45e49c1d11a6b502a6d7%7C0%7C0%7C637672366196006640%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=KsXuVTCxib8YbK0aRddxQw3H0eB42JIKWZfrLwUMaF0%3D&reserved=0>
>
>
>
> I'm not quite sure if this answers your question, but I hope this helps.
>
>
>
> Hiram
>
>
>
> On Tue, Sep 14, 2021 at 8:27 AM David Broucek <dbroucek () harpercollege edu>
> wrote:
>
> I am looking for information on data retention policies, or guidelines,
> that others have been using as it pertains to their IDM system for students
> and employees.  Also of consideration is the retention for an older IDM
> that is no longer in use.   We are currently in transition to a newer IDM
> and trying to determine how long we would need to maintain the transaction
> data in the old IDM along with how long to maintain data in the new system.
>
>
>
>
>
> Regards,
>
> Dave Broucek
>
> Harper College
>
> (847)925-6000
>
>
>
> *We are here to serve you. **Learn more*
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> about coming to Harper College and how we are rebuilding our vibrant campus
> community.*
>
>
>
>
>
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> *Hiram Wong, CISA, CISM, CDPSE*
>
> Internal Audit
>
> 2411 West 14th Street, Tempe AZ 85281
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-- 
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Hiram Wong, CISA, CISM, CDPSE
Internal Audit
2411 West 14th Street, Tempe AZ 85281
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