Library: Records Disposition Schedules
OKDHS
Enterprise Program Management Office
Consolidated Records Disposition Schedule 2009-03
Oct. 29, 2009
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General Records
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1-5
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EPMO Project Documentation
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| Description: |
Files consist of information used by the Enterprise Program Management Office to document each project, including, but not limited to: charter, vision, status reports, research documents, vendor comparisons, contracts, business case, requirements, business and technical readiness plans, change management plan, communication plan, implementation plan, project management plan, quality management plan, risk management plan, staffing plan, test plan, training plan, detail design, functional design, meeting notes, correspondence, security, formal acceptance, lessons learned, project summary, and close-out documentation.
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two (2) cubic feet per project per year
| | Disposition: |
Retain in office five (5) years after the close-out of the project, then destroy, provided all audits have been completed; all applicable audit reports have been accepted and resolved by all applicable federal and state agencies; no legal actions are pending; and approval to destroy documents has been received from the State Records Administrator. If legal action is pending, destroy two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
OR
Retain in office until the end of the current fiscal year, then transfer to records storage. Retain records until five (5) years after the close-out of the project, then destroy, provided all audits have been completed; all applicable audit reports have been accepted and resolved by all applicable federal and state agencies; no legal actions are pending; and permission to destroy records has been received from the State Records Administrator. If legal action is pending, destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.
OR
Transfer records to an electronic format. Destroy hard copy documents, except those that cannot be reproduced in a legible and readable condition, upon certification that all records have been successfully entered into an electronic format, after storing an electronic back-up copy in an off-site storage area that meets manufacturer’s recommendations for temperature and humidity controls, and after obtaining approval from the State Records Administrator to destroy the hard copy documents.
Delete electronic records and destroy all below standard documents five (5) years after the close-out of the project, provided all audits have been completed; all applicable audit reports have been accepted and resolved by all applicable federal and state agencies; no legal actions are pending; and approval to destroy records has been received from the State Records Administrator. If legal action is pending, delete two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements and approval has been received from the State Records Administrator.
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