IM4670: Information Management – Information Systems Operations

Submit Feedback (CWL required) Download as PDF

Schedule Number


Primary Title

Information Systems Operations

Office of Primary Responsibility

Information Technology – Operations


The purpose of IM4670 is to document the destruction of user acceptance testing (UAT) environments, back-ups and deleted records and data from UBC software and systems. Also includes 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: 20230427

Retention Schedule Secondaries

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


Policies and Procedures

EV+90 Days, 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EV=when record is superseded or obsolete 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


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


UAT/TST Environments

EV+90 Days, D

EV= Last usage

Retain to a maximum of 1Y



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Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year