AGENCY: Department of Government Operations. Division of Technology Services

SERIES: 8308
TITLE: Data security management files
DATES: 1985-2015.
ARRANGEMENT: Alphabetical by type of system

DESCRIPTION: These are working reports that are used to decide whether an employee should be granted access to a system/file/program. The files also document authority by which the employee is granted access. It is useful as proof that the state is using security measures to protect the data on computers. This would be essential information to prove that the state followed proper procedures in protecting sensitive data. This is considered a vital record and is backed-up on magnetic disk. Includes access rosters for system/file/program usage, log-on IDs, passwords, access authorities, accounting data, and the name of the accountable employee authorized to grant access within each agency.

RETENTION

Retain for 7 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Working files, GRS-1684

AUTHORIZED: 06/08/2015

FORMAT MANAGEMENT

Paper: Retain in Office for 1 month and then transfer to State Records Center. Retain in State Records Center for 6 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

It is useful as proof that the state is using the proper security measures to protect the data on computers. This is essential information to prove that the state followed proper procedures in protecting sensitive data. UCS 78-12-24 has a six-year statute of limitations on bringing suit against a public employee. These records are also needed for audit purposes.

PRIMARY DESIGNATION

Private. Utah Code 63G-2-302(2015)

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