IM4670: Information Management – Information Systems Operations

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Schedule Number


Primary Title

Information Systems Operations

Office of Primary Responsibility

Information Technology – Operations


Records relating to the operation of computer-based information systems. This involves installation and management of software, equipment and infrastructure, user management and support, etc. It also covers user acceptance testing (UAT) environments, backups, deleted records and data from UBC software and systems and routine LOG files. 

  • For log files associated with a security event see ER2550-10
  • For log files associated with discrimination or sexual misconduct see ER2600
  • For log files associated with student misconduct see ST6750
  • For log files associated with Internal Audit and Investigations see FM3250

Vital: Yes



GA4: Records Management

SC14: Acceptable Use and Security of UBC Electronic Information and Systems

SCM8: Logging and Monitoring of UBC Systems

Date Approved: 20240306

Retention Schedule Secondaries

Secondary No. Secondary Title, Scope & Content Retention, Destruction & Disposition


Policies and Procedures


EV=Date superseded or obsolete 

FR=UA will fully retain records from this series


Copy and Printing

Includes records relating to the management of copy and printing services and equipment.

EV+3Y, D

EV=when record is superseded or obsolete


Back-up Data

Includes copies of data created for the sole purpose of restoring data after a system failure or disaster. Includes virtual server backups and migration data.

90 Days, D

D=Automated destruction


Deleted Data

Includes data deleted manually then held by the system for a further time period before unrecoverable deletion.

30 Days, D

D=Automated destruction



Equipment and Software

Includes records relating to the management and installation of equipment and software including software guides, equipment manuals, setup instructions, source codes, etc.

EV+3Y, D

EV=When the software or equipment are substituted or decommissioned.



Includes records relating to the sourcing, development, deployment, and ongoing maintenance of technological infrastructures.


EV=when record is superseded or obsolete

SR=UA will selectively retain records from this series


LOG Files

Includes application, server, website, system, audit, event, and similar logs.

Note: See cross references for LOG files that are part of an investigation.

1Y, D, (Enterprise Resource Planning System ERPs)

90 days, D (all other log files)

D=Automated destruction


Reported incidents and user help and support

Covers end user service statistics, help desk alerts/exception reports, and incident reports, typically managed through ServiceNow.

EV+8Y, D

EV = upon resolution of incident or provision of help and support, and when no longer required to support the application, server, or system


UAT/TST Environments

EV+90 Days, D

EV= Last usage

Retain to a maximum of 1Y


User and Profiles Management

Includes all records relating to the administration of users and profiles, typically managed through ServiceNow.

EV+2Y, D

EV = When the employee or student leaves or account is terminated”



CY+5Y, D




SR=UA will selectively retain records from this series

Acronym Key: AY = Academic Year; CY = Calendar Year; D = Destroy; EV = Event; FY = Fiscal Year; FR = Full Retention by University Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year