RECORDS RETENTION AND DISPOSITION SCHEDULEww2.nycourts.gov/sites/default/files/document/files/2018-04/OCA... · records retention and disposition schedule division of technology technology

RECORDS RETENTIONAND

DISPOSITION SCHEDULE

DIVISION OF TECHNOLOGYTECHNOLOGY SERVICES

DIVISION OF COURT OPERATIONSOFFICE OF RECORDS MANAGEMENT

January 1994

DIVISION OF TECHNOLOGYTECHNOLOGY SERVICES

DIVISION OF TECHNOLOGYTECHNOLOGY SERVICES JANUARY 1994i

TABLE OF CONTENTS

Attorney Name and Address Proof List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Attorney Retainer and Closing Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Attorney Retainer and Closing Statements B050 Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Attorney Retainer and Closing Statements BOIT Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Attorney Retainer and Closing Statements BOOO Report . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Attorney Retainer and Closing Statements Data Entry Log . . . . . . . . . . . . . . . . . . . . . . . . . . 2Attorney Retainer and Closing Statements Void Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Committee Meetings File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Communications Equipment Downtime Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Communications Equipment Downtime Report Synopsis . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Communications Equipment Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Communications Equipment Response Time Complaint Log . . . . . . . . . . . . . . . . . . . . . . . . 3Communications Service Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Communications Service Vendor History Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Communications Shipping Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Computer Access Authorizations File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Computer Access Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Computer Application Accumulator Code List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Computer Application Administrative Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Computer Application Audit Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Computer Application Change/Delete Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Computer Application Conversion Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Computer Application Data Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Computer Application Data Fixes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Computer Application On Call Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Computer Application Operational Manuals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Computer Application Program Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Computer Application Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Computer Application Training Materials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Computer Application User Meeting Notes File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Computer Application Users Manuals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Computer Backup Tapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Computer Equipment Inventory File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Computer Schedule File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Computer Transaction Counts Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Conference/Training Attendance Sheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Contract History Abstract Files - Revenue Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Contract History Abstract Files - Vendor Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Criminal History Search File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Criminal History Search Pickup Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Criminal History Search Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Criminal History Search Revenue Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Criminal History Search Tracking Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Data And Source Material Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Data Circuit Inventory File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Data Entry Batch Control Logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Data Entry Batch Extraction Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Data Entry Batch Tickets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Data Entry Edit Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Data Entry Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Data Entry Operator Identification Control Logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

DIVISION OF TECHNOLOGYTECHNOLOGY SERVICES JANUARY 1994ii

Data Entry Performance Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Data Entry Transfer Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Data Entry Transmittal Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Data Transport Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Database Diary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Database Job Schedule File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Database Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Database Library Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Database Pack Dumps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Dataset Restore Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Dataset Retention Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Dial Backup Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Disaster Recovery File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Dumpjunk Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Dumpjunk Tape . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Hard Copy Print Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Help Desk Userbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Input/Output Control Procedure Report (IOCP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Input/Output Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Jury Payroll Vouchers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Jury Post Office Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Jury Post Office Receipt Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Jury Questionnaire Mailing Schedule File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Jury Questionnaire Runs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Mainframe System Output Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Mainframe System Structure Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Memory Storage Space Change Form Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Network Change Form Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Network Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17New York City Criminal Court Violation Docketing Log . . . . . . . . . . . . . . . . . . . . . . . . . . . 17New York City Office Of General Services Work Order Request File . . . . . . . . . . . . . . . . 17New York State Department Of Correctional Services File (DOCS) . . . . . . . . . . . . . . . . . . 17Office Of New York State Comptroller Memos (OSC Memos) File . . . . . . . . . . . . . . . . . . . 18Problem Report Forms File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Production Turnover Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Project Management System (PMS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Revenue Billing (Invoices) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Revenue Delinquency Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Revenue Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Revenue Generation Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Revenue Generation Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Scratch Tape Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Shift Turnover Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Site Survey Correspondence File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Standard Operations Procedures (SOP) Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Supervisor's Log (Superlog) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20System Log (Syslog) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20System Management Facilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20System Operations Change Form Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20System Operations File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Tape Management System (TMS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Tape Management System (TMS) Procedures Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Tape Management System (TMS) Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Technical Bulletins/Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

DIVISION OF TECHNOLOGYTECHNOLOGY SERVICES JANUARY 1994iii

Technical Bulletin/User Manual Approval Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Trouble Log/Suspense Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Universal Summons Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Universal Summons Volume Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Vendor Contact Sheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Vendor Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Westlaw Procedures File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Westlaw Transmission Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

DIVISION OF TECHNOLOGYTECHNOLOGY SERVICES JANUARY 19941

RECORDS RETENTION AND DISPOSITION SCHEDULE

DIVISION OF TECHNOLOGY

TECHNOLOGY SERVICES

R.S. # RECORD SERIES

RETENTION

00000. ATTORNEY NAME AND ADDRESSPROOF LIST

Cumulative quarterly report listing names andaddresses of attorneys registered to practice law inNew York State. Also indicates the number ofnegligence cases assigned to each attorney.

a) End Of Year Report

b) All Other Quarterly Reports

a) Retain for two years, thendestroy.

b) Retain until updated, thendestroy.

00000. ATTORNEY RETAINER AND CLOSINGSTATEMENTS

Document submitted by attorneys in the 1st, 2ndand 4th Judicial Departments to the Office of CourtAdministration Attorney Registration Unit. Document indicates: statement number, datestatement filed, client name and address, dateattorney was retained, attorney name and attorneyaddress.

To be determined at a laterdate, pending appraisal ofRetainers and ClosingStatements. (Division ofAdministrative Services -Attorney Registration Unit)

00000.

ATTORNEY RETAINER AND CLOSINGSTATEMENTS B050 REPORT

Report of missing statement numbers for Retainerand Closing documents. Also indicates duplicationof statement numbers.

Retain for one year, thendestroy.


RETENTION


00000. ATTORNEY RETAINER AND CLOSINGSTATEMENTS BOIT REPORT

Daily edit report of data entered on PC's fromAttorney Retainer and Closing Statements. Reportindicates if batch was processed, data entry errorsand errors on Attorney Retainer and ClosingStatements.

Retain for six months, thendestroy.

00000. ATTORNEY RETAINER AND CLOSINGSTATEMENTS BOOO REPORT

Monthly edit report of corrections or problems withdata entered for Attorney Retainers and ClosingStatements. Also used to verify statement numbersper month.


00000. ATTORNEY RETAINER AND CLOSINGSTATEMENTS DATA ENTRY LOG

Document indicating the starting date and endingdate for each batch of statement numbers on amonthly basis by Judicial Departments.


00000. ATTORNEY RETAINER AND CLOSINGSTATEMENTS VOID RECORDS

Records of missing statement numbers (voids). Indicates Attorney Retainer and Closing Statementsreturned to the Office of Court Administration -Attorney Registration Unit that are not processeddue to inaccurate or incomplete information.


00000. COMMITTEE MEETINGS FILE

File containing internal office correspondence oncommittee meetings. Committees include:standards, data query, request for proposals,strategic planning, security and response time.



RETENTION

*No longer created.


00000. COMMUNICATIONS EQUIPMENTDOWNTIME REPORT*

Report indicating downtime of communicationsequipment located in the Courts and Office ofCourt Administration Offices. Report includes: information on date of occurrence, equipmentaffected, type of device, teleo circuit number,vendor ticket number, names of users affected,indication of whether users were notified, contactnames and phone number, date vendor wasnotified, description of problem resolution andoperators' initials.


00000. COMMUNICATIONS EQUIPMENT DOWNTIME REPORT SYNOPSIS*

File indicating the number of timescommunications equipment had experienceddowntime within a year.


00000. COMMUNICATIONS EQUIPMENTREQUEST FILE

File containing correspondence from the New YorkCity Courts and Office of Court AdministrationUnits requesting communications equipment. Filemay include: Technology ServicesEquipment/Services Request Form, name of personmaking request, date of request, equipmentrequested, model number, name of vendor, cost ofequipment, services requested, name ofManager/Supervisor/Director and additionalcomments.

Retain until communicationsequipment is installed andoperational, then destroy.

00000. COMMUNICATIONS EQUIPMENTRESPONSE TIME COMPLAINT LOG

Log used to keep track of all complaints filed bycommunication equipment users. Indicates: timeof complaint, name of user, location, computerapplication/routine being run when problem arose,complaint and resolution (if any).



RETENTION

*No longer created.


00000. COMMUNICATIONS SERVICE REQUESTFILE

File containing correspondence from New YorkCity Courts, Nassau and Suffolk Courts, and Officeof Court Administration Units requesting thatcommunications equipment be established indesignated areas. File may also indicate whetherthe rooms are pre-wired or will require wiring forcommunications equipment.


00000. COMMUNICATIONS SERVICE VENDORHISTORY REPORT*

Report generated by vendors indicating theirresponse to problems reported withcommunications equipment. Report indicates: original order number, serial number of unit(equipment), problem code, name and number offield engineer, corrective action taken, failure codeand name and address of customer (Court/Office ofCourt Administration).


00000. COMMUNICATIONS SHIPPINGREQUEST FILE

Memorandum sent to the Office of CourtAdministration - Court Operational Services Unitrequesting mailroom staff to pickup/delivercommunications equipment.

Retain until requested action iscompleted, then destroy.

00000. COMPUTER ACCESS AUTHORIZATIONSFILE

File containing authorizations for computer access. Retain until access is denied,then destroy.

00000. COMPUTER ACCESS FILES

File established to control the accessibility ofcomputer information. File may contain: accesscodes, passwords, user ID's and security codes.

Retain until updated, thendestroy.


RETENTION


00000. COMPUTER APPLICATIONACCUMULATOR CODE LIST

List of computer application codes used in allrevenue and vendor files to accumulate costs for aspecific area of data processing.


00000. COMPUTER APPLICATIONADMINISTRATIVE FILES

Files supporting the creation and development of acomputer application program. Contents mayinclude: documentation, correspondence, memos,start-up materials, background notes, planningmaterials, program logic, specifications,enhancements, bugs, modifications, system walk-throughs, committee files, file structures, approvals("sign-offs"), design justification, legislativespecifications and changes, diaries, standards,program listings, requests for system changes, testsystem of current computer application and relatedmaterials.

Retain until computerapplication is superseded, orno longer in use, then destroy.

00000. COMPUTER APPLICATION AUDIT FILES

a) Non-Financial Records

b) Financial Records

Records used to capture a before or after view ofchanged records. May contain: details on who,what, when and where record was changed.

a) Retain Non-FinancialRecords for one year, thendestroy.

b) Retain Financial Recordsfor ten years provided a subsequent audit of thesame programs has beenconducted, then destroy.

00000. COMPUTER APPLICATION CHANGE/DELETE REQUEST FILE

File containing requests for changes in databasetables from Computer Application Groups toDatabase Groups. File contains: changes tosystem, table, library, fields, keys or dataview inthe production or test mode of the system.



RETENTION


00000. COMPUTER APPLICATION CONVERSION RECORDS

File containing the materials used and created toconvert data to a new computer applicationprogram. Records may include: documentation,program specifications, data in various forms ofconversion, test results, parallel testing of new andold computer applications, notes, memos, planningfiles, tapes, special data runs and related materials.

Retain current computerapplication and immediatepredecessor computerapplication until all data isloaded, converted, and haspassed quality control testing.

00000. COMPUTER APPLICATION DATA FILES

Files containing raw data obtained from computerapplication users to create electronic files.

See appropriate Office ofCourt Administration/CourtRecords Retention andDisposition Schedule.

00000. COMPUTER APPLICATION DATA FIXES

File of corrections made by the TechnologyServices Division to correct data entry errors and/ordata corruption.


00000. COMPUTER APPLICATION ON CALLSCHEDULE

Monthly schedule provided to computer operatorsindicating name and telephone number of computer programmers on call in case of anemergency or problem.

Retain for one year or until nolonger needed, whichever isshorter, then destroy.

00000. COMPUTER APPLICATION OPERATIONAL MANUALS

Manuals detailing the technical programmingspecifications. Manuals may include: overview ofsystem, file structures, programming conventionsand standards that must be maintained.

Retain current computerapplication manual andimmediate predecessorcomputer application manual.


RETENTION


00000. COMPUTER APPLICATION PROGRAMFILES

Electronic records management tool used toconvert information into useable means. Files maycontain: specifications, modifications, filestructures, program documentation, deletedmodules, programmers notes, control numbers,dictionaries, screens, report layouts, file formats,utilities, transaction files and program listings.

Retain current computerapplication program files andimmediate predecessorcomputer application programfiles.

00000. COMPUTER APPLICATION REPORTS

Reports generated from computer application datafor quality control and management tools.

See appropriate Office ofCourt Administration/CourtRecords Retention andDisposition Schedule.

00000. COMPUTER APPLICATION TRAININGMATERIALS

Materials used to train users on computerapplications. Materials may contain: coursematerials, training schedules and training seminarnotes.


00000. COMPUTER APPLICATION USERMEETING NOTES FILE

File containing notes taken at computer applicationuser meetings.


00000. COMPUTER APPLICATION USERSMANUALS

Instructional manuals for the users of computerapplications. Manuals may include: data entryroutines, explanation of reports, and instructions onhow to run the report.



RETENTION


00000. COMPUTER BACKUP TAPES

a) Current Computer System

b) Immediate Predecessor Computer System

Tool created as a safeguard mechanism to restore acomputer system when necessary. Includes:computer operating system, computer applicationsystem, computer applications and computerapplication data.

a) Retain Current ComputerSystem until updated, thendestroy.

b) Retain final version of Immediate Predecessor Computer System until Current Computer Systemis replaced, then destroy.

00000. COMPUTER EQUIPMENT INVENTORYFILE

File containing itemized list of all computerhardware equipment owned and used by theTechnology Services Unit. File may contain: information on site, county, district, name of ChiefClerk/Supervisor, type of communicationsequipment, serial numbers, Office of CourtAdministration I.D. numbers, type of IBMsoftware, type of circuit, location of equipment,dial backup information, controller information,name of vendor and computer operating systemnumber.


00000. COMPUTER SCHEDULE FILE

File containing production schedules of JOBs runon a daily, nightly, weekly, biweekly, monthly andannual basis. Included are: operators' instructions,computer application and program class, JOBname, JOB number, run time and exceptions toJOB.

Retain for three months, thendestroy.

00000. COMPUTER TRANSACTION COUNTSLOG

Daily counts of activity on the computer operatingsystems.

Retain for three years, thendestroy.


RETENTION


00000. CONFERENCE/TRAININGATTENDANCE SHEETS

Document indicating date of conference or trainingseminar, purpose of conference or training seminar,names of attendees and affiliations.

Retain for two years, thendestroy.

00000.

CONTRACT HISTORY ABSTRACT FILES - REVENUE ACCOUNTS

Summary of revenue contracts held by theTechnology Services Division. Informationincludes: client's name, client's address, client'stelephone number, client's contact name, costcenter, accumulator code, nature of inquiry,contract period and item purchased.


00000. CONTRACT HISTORY ABSTRACT FILES - VENDOR INFORMATION

Summary of vendor contracts held by theTechnology Services Division. Informationincludes: contract number, company name andaddress, company telephone number, equipmentcovered by the contract period, payment historyand contract renewal date.


00000. CRIMINAL HISTORY SEARCH FILE

Administrative file on the activity of CriminalHistory Searches. File includes: correspondenceand memos from search companies and monthlysummary statistical report.


00000. CRIMINAL HISTORY SEARCH PICKUPLOG

Log recording the receipt of Criminal HistorySearch Requests by a client. Information includes: date, receipt number, company name and recipientof documents.


00000. CRIMINAL HISTORY SEARCHPROCEDURES

Instructions for computer operators on how toconduct a Criminal History Search.



RETENTION


00000. CRIMINAL HISTORY SEARCH REVENUELOG

Log tracking the revenues deposited from CriminalHistory Searches and Technology Services revenuecontracts. Information includes: contract,statement period, and deposits made to the NewYork State Treasury from the Office of CourtAdministrations' Technology Services Division.


00000. CRIMINAL HISTORY SEARCHTRACKING STATISTICS

Statistical records of Criminal History Searches. Includes: date, name of client making request, number of searches for each company and countiessearched.


00000. DATA AND SOURCE MATERIALREQUEST FILE

File containing data requests made by theTechnology Services Division to other agenciesand data requests made by other agencies to theTechnology Services Division. File may include: request letter, source materials, transmittal records,and comparison transaction tapes.

Retain until data is loaded,converted and passes qualitycontrol testing, then destroy.

00000. DATA CIRCUIT INVENTORY FILE

File detailing all data circuits and dialups with theircorresponding billing telephone numbers.Information includes: billing account number(telephone number), circuit or dialup number,transmit/receive number, location, status(active/inactive), monthly costs, communicationcarrier, installation date, termination date of circuit,accumulator code and comments.



RETENTION


00000. DATA ENTRY BATCH CONTROL LOGS

Document used to monitor the progress of worksubmitted to the Office of Court Administrations'Technology Services Division - Data Entry Unit.Information captured on these logs may include butis not limited to the following: name of documentbeing keypunched, batch number of work to beentered onto the PC's, date documents werereceived, number of documents in each batch,number of documents returned to submitting party,total number of documents keypunched, totalnumber of documents processed, number ofrejected documents, number of accepted documentsand cumulative total.


00000.

DATA ENTRY BATCH EXTRACTIONREPORT

Report used to monitor the transfer of data enteredonto the PC's to the mainframe. Report indicates: name of computer application, description ofcomputer application, batch number, data set name,and count of data extracted by computerapplication name.


00000. DATA ENTRY BATCH TICKETS

Document used to monitor batch numbers of dataentry work.


00000. DATA ENTRY EDIT REPORTS

Report of data entered by data entry staff. Utilizedby staff to identify incorrect data and to verify dataentered.


00000. DATA ENTRY INSTRUCTIONS

Data entry instructions for data entry operators. Instructions indicate: fields to be keyed, number ofcharacters to be keyed and whether the fields arealpha, numeric, or alpha and numeric. Instructionsmay include code sheets.

Retain one master copy withall subsequent updates forpresent computer applicationand immediate predecessorcomputer application. Allothers, retain until updated.


RETENTION


00000. DATA ENTRY OPERATOR IDENTIFICATION CONTROL LOGS

Document used to monitor batches entered andverified by data entry operators. This documentindicates: name of document to be data entered,batch number, initials of data entry clerk, initials ofperson verifying work, tape number work wasloaded on, release date tape was sent from DataEntry Unit to Operations Unit and date tape wasreturned from Operations Unit to Data Entry Unit.


00000. DATA ENTRY PERFORMANCE REPORTS

Weekly cumulative report indicating data entryperformance for an operator, JOB, hours and keystrokes. Indicates the average number of keystrokes by data entry operator by JOB for totalweek.

a) Final Report Of Fiscal Year

b) All Others

a) Retain for one year, thendestroy.

b) Retain until updated, thendestroy.

00000. DATA ENTRY TRANSFER LOG

Log recording the completion of data entry that isready for transfer. Information includes: transferdate, abbreviated computer application name, description and remarks, batch number, designationcode, volume and JOB number.

Retain for three months, thendestroy.

00000. DATA ENTRY TRANSMITTAL MEMOS

Copies of memos sent to and from the Office ofCourt Administrations' Technology ServicesDivision - Data Entry Unit regarding work to bedata entered.


00000. DATA TRANSPORT LOG

Log recording the release of a tape to an office oragency outside of Technology Services Division.



RETENTION


00000. DATABASE DIARY

Log detailing the daily activity of the computerapplication database group. Diary includes: allinformation on software problems, progress andresults, comments and notes.

Retain until computerapplication software issuperseded, or no longer inuse, then destroy.

00000. DATABASE JOB SCHEDULE FILE

File containing schedules of Database JOBs runnightly, weekly and monthly.


00000. DATABASE LIBRARIES

Collections of JOBs and Utility Programs thatmonitor the growth of datasets to enhance theefficiency of the system.


00000.

DATABASE LIBRARY REPORTS

Reports generated by JOB Libraries and/or UtilityLibraries to analyze changes in datasets. Information includes: growth, allocation, numberof databases per computer application, volume offiles and data.


00000. DATABASE PACK DUMPS

Output tapes created to back up packed datasets. Retain until superseded, thendestroy.

00000.

DATASET RESTORE REQUEST FILE (alsoknown as REQUESTS TO RESTOREDATASETS)

File containing requests to restore datasets thathave been taken offline.

Retain for one month, thendestroy.

00000. DATASET RETENTION REQUEST FILE(also known as REQUESTS TO ASSIGNPERMANENT TAPE RETENTION)

File containing requests by a computer programmerto extend the retention period of datasets.

Retain until extended retentionperiod has expired, thendestroy.


RETENTION

*No longer created.


00000. DIAL BACKUP LOG*

Log of direct long distance calls made to re-establish computer connections when leasedcircuitry line goes down.


00000. DISASTER RECOVERY FILE

File containing procedures and tape log listingtapes required for the recovery of a computersystem in the event of a disaster.

Retain until superseded, thendestroy.

00000. DUMPJUNK REPORT

Report listing items on DUMPJUNK tape. Retain until updated, thendestroy.

00000. DUMPJUNK TAPE

Computer tape of files not accessed for at least 30days to 6 months.


00000. HARD COPY PRINT REQUEST FILE

File containing requests for printing of reports. Information includes: report name, computerapplication, compiled program name, queue name,operating system region, spool file, any existingproblems and comments.

Retain until requested report isprinted, then destroy.

00000. HELP DESK USERBOOKS

List of site specific information about a computeruser. Information includes: equipment type,address, site, contacts, circuits, computer operatingsystem network, number, ID's of devices, devicetype, computer application used and relatedmaterials.



RETENTION


00000. INPUT/OUTPUT CONTROL PROCEDUREREPORT (IOCP)

Report generated after a device has been added ordeleted from the computer system.


00000. INPUT/OUTPUT DOCUMENTATION (also known as RUNBOOKS)

Log created for a JOB in production. Informationincludes: system, name of programmer, overview,setup date, revision date, frequency, conflictingJOBs, run time, estimated lines of code, number oftapes, number of scratch tapes, conditions to notifyprogrammer, special circumstances, notes, steps ofJOB, report disposition, specifics of each step asoutlined by the programmer and supportingdocumentation.

Retain until JOB is no longerin production, then destroy.

00000. JURY PAYROLL VOUCHERS

Document authorizing payment for jury duty. Contains original authorizing signature,transportation mileage, number of jurors, paymentamount, days attended, days served and days paid,batch transmittal form (from district officeverifying jury information entered online at thelocal level) and special charge voucher from thecounty.

Return to Commissioners ofJurors when no longer needed.

00000. JURY POST OFFICE LEDGER

Ledger used to reconcile the number ofquestionnaires sent out against post office charges.


00000. JURY POST OFFICE RECEIPT BOOKS

Books containing Post Office receipts for chargesincurred in Juror Questionnaire mailings.


00000. JURY QUESTIONNAIRE MAILINGSCHEDULE FILE

File containing proposed schedule and volumecount of questionnaires and summonses of Juryprint JOBs to be run by Technology Services asrequested by each Commissioner of Jurors.



RETENTION


00000. JURY QUESTIONNAIRE RUNS

File containing details of the printing of JuryQuestionnaires for each Commissioner of Jurors. Information includes the number of questionnairessent out in order to be able to compute the amountof postage to charge to each Commissioners'account.


00000. MAINFRAME SYSTEM OUTPUTREPORTS

Computer generated reports of JOBs transferred totape and classified to be kept offline for adesignated time period.

Retain for designated timeperiod, then destroy.

00000. MAINFRAME SYSTEM STRUCTURELISTING

Weekly listing of all computer system structures. Listing indicates the general format of all datasetsand disc packs.

Retain for two months, thendestroy.

00000. MEMORY STORAGE SPACE CHANGEFORM REQUEST FILE (also known as DISKPACK CHANGE FORM REQUESTS)

File containing requests to change theresponsibility of monitoring the memory storagespace (disk packs) on the computer system. Information includes: volume, serial number,owner, requester's name, date of request andchecklist.

Retain until requested changehas been made, then destroy.

00000. NETWORK CHANGE FORM REQUESTFILE

File containing requests to add, delete or updatedevices to computer network. Informationincludes: device type, port number, network name,computer operating system name, computerapplications, location, line speed, line number,requester's name, date of request, checklistinstructions, date of change and JOBs affected.



RETENTION


00000. NETWORK LISTING

Listing of computer terminals by machineryidentification number. Indicates systemconfiguration at a particular point in time (whenNetwork Listing is generated).


00000. NEW YORK CITY CRIMINAL COURTVIOLATION DOCKETING LOG

Document sent as a cover sheet along withUniversal Summonses (Violations) to TechnologyServices Division - Data Entry Unit from NewYork City Summons Control System. Logindicates: high number and low number of eachbatch, basic issue date of the summonses, date ofdocketing, borough of occurrence, type of violation(traffic or non traffic) and which summonses havebeen made returnable to the borough criminal courtrather than to New York City Summons ControlSystem.


00000. NEW YORK CITY OFFICE OF GENERALSERVICES WORK ORDER REQUESTFILE

File containing work orders submitted by theOffice of Court Administrations' TechnologyServices Division to the New York CityDepartment of General Services requestingelectrical work.


00000. NEW YORK STATE DEPARTMENT OF CORRECTIONAL SERVICES FILE (DOCS)

a) Policy Documents

b) Administrative and Procedural Documents

Records relating to computer access between theOffice of Court Administrations' TechnologyServices Division and the New York StateDepartment of Correctional Services. File mayinclude, but is not limited to, procedures for AppealCourts, memos and related items.

a) Retain permanently forresearch.

b) Retain until updated or nolonger needed, thendestroy.


RETENTION


00000. OFFICE OF NEW YORK STATECOMPTROLLER MEMOS (OSC MEMOS)FILE

File containing memos between TechnologyServices and the Office of the State Comptrollerpertaining to computer access and procedures.


00000. PROBLEM REPORT FORMS FILE

File reporting problems to the system operationsvendor. Information includes: support centernumber, date of problem, vendor contact number,vendor's name, site identification number, CentralProcessing Units serial number, operating system,software item, severity of problem, problemdescription, problem resolution and tapeinformation.

Retain for one year or until nolonger needed, whichever islonger, then destroy.

00000. PRODUCTION TURNOVER REQUESTFILE

File containing requests from computerprogrammers to change, delete, revise or put acomputer program into input/output production.


00000. PROJECT MANAGEMENT SYSTEM (PMS)

Tracking system for changes made to a computerapplication. System includes: proposed change,programs affected, programmer, date of request,status of change and comments.


00000. REVENUE BILLING (INVOICES)

Invoices sent to clients who have requested Officeof Court Administration computer data. Information includes: invoice numbers, invoicedates, ship to date and address and description ofshipment.

Retain for three years afterreceipt of funds, then destroy.

00000. REVENUE DELINQUENCY LOG

Log of outstanding invoices. Information includes: client, invoice number, invoice date, amount pastdue, date delinquent, remittance date and actiontaken.



RETENTION


00000. REVENUE FILES

Records of all clients who have contracts with theOffice of Court Administration to purchasecomputer data. File may contain: contract,invoices, dunning letters, correspondence andrelated items.

Retain for six years afterexpiration of contract or finalpayment, whichever is later,then destroy.

00000. REVENUE GENERATION LOG

Logs used to track invoices sent to users of Officeof Court Administration computer data. Information includes: invoice number, paymentdate, check number received and balance due.


00000. REVENUE GENERATION REPORTS

Weekly and monthly status reports listingoutstanding and paid invoices. Informationincludes: name of client, accumulation code, yearto date invoice amount, year to date receivedamount and balance due.


00000. SCRATCH TAPE REQUEST FILE

File containing requests to delete a computerdataset.


00000. SHIFT TURNOVER REPORT (also known asDAILY MESSAGE LOG)

Narrative of exceptions to regularly scheduledcomputer operating procedures.


00000. SITE SURVEY CORRESPONDENCE FILE

Correspondence sent to and from New York CityCourts, Nassau and Suffolk County Courts, andOffice of Court Administration offices requestingcommunications hardware and software. Correspondence may indicate what materials willbe provided for by the Office of CourtAdministration and what additional work may berequired by other parties.



RETENTION


00000. STANDARD OPERATIONS PROCEDURES(SOP) MANUAL

Manual detailing the daily routines of the computeroperators and their responsibilities. Informationincludes: daily routines, production JOBs, JOBscheduling, review of schedules, procedures,restoring datasets, disaster recovery, memos onissues, libraries and their contents, computerapplication information and notes.


00000. SUPERVISOR'S LOG (SUPERLOG)

Log of all environmental, hardware, software andpersonnel activities in the computer room.


00000. SYSTEM LOG (SYSLOG)

Daily log of all Central Processing Unit activity. Retain for three months, thendestroy.

00000. SYSTEM MANAGEMENT FACILITIES

Management tool used to analyze computeroperation statistics for trends, planning and futureprojections.


00000. SYSTEM OPERATIONS CHANGE FORMREQUEST FILE

File containing requests to add, delete or updatedevices to the computer application programs. Information includes: device type, deviceidentification, regions of operating system used,computer application need, requester's name, dateof request, computer language, transactionidentification, transaction class, operatoridentification, user identification and password.



RETENTION


00000. SYSTEM OPERATIONS FILE

File containing computer program codes whichgenerate the machine-language instructions used tooperate an automated information system.

Retain until replacementoperating system has beentested and is operational andall computer applicationprogram files and all data hasbeen converted and qualitycontrol has been conducted.

00000. TAPE MANAGEMENT SYSTEM (TMS)

Library system of tapes utilized by the computersystem. Information includes tape activity: add,check-in, clean, scratch, delete, expire, extend,label and retain.

Retain until system issuperseded, or no longer inuse, then destroy.

00000. TAPE MANAGEMENT SYSTEM (TMS)PROCEDURES MANUAL

Manual of operations and procedures for the TapeManagement System. Information includes:instructions on initializing tapes, tape transfer,clean tapes, equipment, shipments, receipts oftapes, logs and offsite storage.


00000. TAPE MANAGEMENT SYSTEM (TMS)REPORTS

Reports generated from Tape Management System. Retain until superseded, thendestroy.

00000. TECHNICAL BULLETINS/MEMOS

a) Updates Applicant User Manuals

b) Does not update Applicant User Manuals

Bulletins used to inform computer application usersof informational and technical changes made tocomputer applications.

a) Retain until Computer Application User Manual is updated, then destroy.

b) Retain until computer application is superseded,or no longer in use, then destroy.


RETENTION


00000. TECHNICAL BULLETIN/USER MANUAL APPROVAL FORM

Document attached to draft Technical Bulletin/UserManual submitted to Director and Deputy Directorof Technology Services Division for final reviewand approval. Document indicates: applicationname, bulletin number, year, signature of preparerand date signed, signature of Systems Analyst anddate signed, signature of programmer and datesigned, effective date, signature of Deputy Directorand date signed, projected release date of bulletin,signature of Director and date signed, distributiondate and time and means of distribution.

Retain for one year or until nolonger needed, whichever isshorter, then destroy.

00000. TROUBLE LOG/SUSPENSE LOG

Log documenting a user's problem with thecomputer application. Information may include: user's name, nature of problem, documentation,resolution, resolution date and project leader signoff.


00000. UNIVERSAL SUMMONS LOG

Document used to track the Universal Summonsessubmitted by the New York City Summons Part tothe Office of Court Administrations' TechnologyServices Division - Data Entry Unit for data entry. This document indicates: date summonses wereissued, date summonses were received by DataEntry Unit, batch number, keypuncher's initials,initials of person verifying completed work,number of summonses in batch, batch number byborough and first and last docket number ofsummons in batch.


00000. UNIVERSAL SUMMONS VOLUMEREPORT

Document used as a management tool to monitorthe volume of Violations and Dispositions beingdata entered by the Office of CourtAdministrations' Technology Services Division -Data Entry Unit. Report indicates monthly volumeof Violations and Dispositions.



RETENTION


00000. VENDOR CONTACT SHEETS

Document used to relay and record problems ofcomputer application software to vendor. Information includes: date of contact, name ofcontact, problem and resolution.


00000. VENDOR FILES

File of all vendors that have entered into contractswith the Office of Court Administrations'Technology Services Division. File may include: contract, correspondence, warranty and relateditems.

Retain until expiration ofcontract, then destroy.

00000. WESTLAW PROCEDURES FILE

File detailing the procedures for administering theWestlaw Project. File contains: correspondence,memos, notes and related materials.


00000. WESTLAW TRANSMISSION LOG

Record of data transmissions from the AppellateCourts, the Court of Appeals, AdministrativeJudges' Offices and New York State Law Librariesto the State Reporter and Westlaw.



INDEX

Attorney Name and Address Proof List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Attorney Retainer and Closing Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Attorney Retainer and Closing Statements B050 Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Attorney Retainer and Closing Statements BOIT Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Attorney Retainer and Closing Statements BOOO Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Attorney Retainer and Closing Statements Data Entry Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Attorney Retainer and Closing Statements Void Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Committee Meetings File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Communications Equipment Downtime Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Communications Equipment Downtime Report Synopsis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Communications Equipment Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Communications Equipments Response Time Complaint Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Communications Service Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Communications Service Vendor History Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Communications Shipping Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Computer Access Authorizations File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Computer Access Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Computer Application Accumulator Code List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Computer Application Administrative Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Computer Application Audit Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Computer Application Change/Delete Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Computer Application Conversion Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Computer Application Data Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Computer Application Data Fixes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Computer Application On Call Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Computer Application Operational Manuals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Computer Application Program Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Computer Application Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Computer Application Training Materials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Computer Application User Meeting Notes File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Computer Application Users Manuals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Computer Backup Tapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Computer Equipment Inventory File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Computer Schedule File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Computer Transaction Counts Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Conference/Training Attendance Sheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Contract History Abstract Files - Revenue Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Contract History Abstract Files - Vendor Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Criminal History Search File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Criminal History Search Pickup Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Criminal History Search Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Criminal History Search Revenue Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Criminal History Search Tracking Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Daily Message Log: see Shift Turnover Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Data And Source Material Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Data Circuit Inventory File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Data Entry Batch Control Logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Data Entry Batch Extraction Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Data Entry Batch Tickets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Data Entry Edit Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11


Data Entry Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Data Entry Operator Identification Control Logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Data Entry Performance Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Data Entry Transfer Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Data Entry Transmittal Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Data Transport Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Database Diary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Database Job Schedule File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Database Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Database Library Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Database Pack Dumps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Dataset Restore Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Dataset Retention Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Dial Backup Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Disaster Recovery File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Disk Pack Change Form Requests: see Memory Storage Space Change

Form Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Dumpjunk Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Dumpjunk Tape . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Hard Copy Print Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Help Desk Userbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Input/Output Control Procedure Report (IOCP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Input/Output Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Jury Payroll Vouchers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Jury Post Office Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Jury Post Office Receipt Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Jury Questionnaire Mailing Schedule File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Jury Questionnaire Runs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Mainframe System Output Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Mainframe System Structure Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Memory Storage Space Change Form Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Network Change Form Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Network Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17New York City Criminal Court Violation Docketing Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17New York City Office Of General Services Work Order Request File . . . . . . . . . . . . . . . . . . . . . . 17New York State Department Of Correctional Services File (DOCS) . . . . . . . . . . . . . . . . . . . . . . . . 17Office Of New York State Comptroller Memos (OSC Memos) File . . . . . . . . . . . . . . . . . . . . . . . . . 18Problem Report Forms File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Production Turnover Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Project Management System (PMS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Requests To Assign Permanent Tape Retention: see Dataset Retention Request File . . . . . . . . . . 13Requests To Restore Datasets: see Dataset Restore Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Revenue Billing (Invoices) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Revenue Delinquency Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Revenue Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Revenue Generation Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Revenue Generation Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Runbooks: see Input/Output Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Scratch Tape Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Shift Turnover Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Site Survey Correspondence File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Standard Operations Procedures (SOP) Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Supervisor's Log (Superlog) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20System Log (Syslog) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20


System Management Facilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20System Operations Change Form Request File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20System Operations File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Tape Management System (TMS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Tape Management System (TMS) Procedures Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Tape Management System (TMS) Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Technical Bulletins/Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Technical Bulletin/User Manual Approval Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Trouble Log/Suspense Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Universal Summons Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Universal Summons Volume Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Vendor Contact Sheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Vendor Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Westlaw Procedures File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Westlaw Transmission Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23