Legacy Data Preservation Recommendations
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- Former user (Deleted)
The following cites minimum recommendations for preserving legacy data for all districts served by an Information Technology Center (ITC) when Classic State Software is retired. This list contains the names of reports a small subcommittee – formed specifically for this purpose in September 2019 – believes should be archived in Portable Document Format (PDF) and made available to districts in a manner chosen by each ITC. Members of this subcommittee included Matt Calmes, Jeff Culwell, Jill Griffith, Mary Meyers and Rhonda Zimmerly. All have deep expertise with Classic State Software. Some also have extensive experience with the underlying OpenVMS operating system and additional software applications that reside on it.
An open comment period was held between 12-19-19 and 1-29-20 to solicit feedback on these recommendations. Submissions can be seen below.
Update 3-16-2021: Responding to recent concerns about the preservation of service credit data expressed by ITC Directors, the Legacy Data Preservation Committee reconvened on 3-10-21. At this meeting committee members reviewed the guidance they provided in 2019, considering the need for additional recommendations. One key recommendation *was* added—running the CALRPT (Calendar Report) in Classic and permanently storing discrete results in a manner chosen by each ITC for all the districts it has served.
The primary reason to run and preserve the CALRPT is to verify service credit for non-timesheet (contracted) employees. Results from this report could potentially be stored manually in Redesign’s file archive or elsewhere, but only after these reports are manually generated. This additional step is recommended because CALRPT is not part of Classic’s PAYROLLCD and a separate hard-coded copy would be a useful safeguard if calendars are ever removed from Redesign. Normally calendars are archived, not deleted, however, if at some point in the future the ability to purge archive data becomes available and is used a CALRPT snapshot would preserve a separate copy.
Reports | Resource | Additional Content | Functions/ Use Cases | Additional Recommendations/Caveats |
|---|---|---|---|---|
Payroll | PAYROLL CD | Payroll | Review for any gaps and regenerate if necessary. Keep all available. | |
MONTHLY CD | Accounting | Review for any gaps and regenerate if necessary. Keep all available. | ||
FISCAL CD | Review for any gaps and regenerate if necessary. Keep all available. | |||
EIS CD | Inventory | Review for any gaps and regenerate if necessary. Keep all available. | ||
ABS 101 | PAYROLL CD | Attendance | Was available in Payroll CD in 2004. Keep all available. | |
STRS AD | PAYROLL CD | STRS | Keep all available. | |
W2 Mast | W2 Mast | Sent to Feds and State | Master back six years. | |
W2s | PAYROLL CD | Can generate from Payroll CD | Personal W2s | Go back six years. |
W2 CCA | W2 CCA | Similar to RITA | Go back six years. | |
1099 Files | 1099 Submission Files | 1099 wages, salaries, and tips | Go back six years. | |
Calendar Report | CALRPT | This report is not in the PAYCD and would be useful/needed to verify contract or attendance days. The ABS101 has the absence but not attendance (for regular employees) so if someone was looking for attendance the only way to verify would be to look at the calendar. Keep all available. | ||
Job History | JOBHIS | Need to preserve Job History. Keep all available. | ||
Workman's Comp | Work Comp and Work Comp1 files | Work Comp and Work Comp1 files | Used to calc district workers comp liability; Calc FY payables on wages paid since Jan. but no paid out. Not sure if ever asked to go back to these files. Only current. | No need to preserve beyond current year. |
RITA | RITA Submission Files | Go back six years. | ||
City Tax | City Tax Submission Files | Go back six years. | ||
EMIS | EMIS | Per diem and excess costs (only ones not in data collector) | EMIS preservation | Go back seven years; in data collector after 2015. Districts would have to download any report they wish to preserve. Be sure to include per diem and excess costs. |
Accounts Receivable | ARF's ARTRAN and ARDETL | ARF's ARTRAN and ARDETL | Keep all available. Data from these are part of the Redesign extract/export. Reports should be run. | |
Recommendation is to preserve this data for all districts served by the ITC. Need to consider districts that have ceased to exist. | ||||
System | Description | Recommendation |
|---|---|---|
Classic LPDC Program in OECN menu (NOTE: This is not the LPDC/IPDP application found in Kiosk) | Standalone LPDC Program in Classic | This application will be completely retired when Classic is sunset in December 2022. Extracts are available. Please contact support if assistance is needed. |
Distribution Lists/UMP | Email distribution lists | No need to maintain this information after retirement of Classic. Must be migrated prior to retirement. |
INFOhio | Library automation system | No need to maintain this information after retirement of Classic. Option to use Solaris server instead of Open VMS coming soon (cited on 12-16-19) |
No need to maintain this information after retirement of Classic. Must be migrated prior to retirement. | ||
Poise/SIS | Student Information System Data | Data should be preserved in PDF in perpetuity (i.e., transcripts). Ultimate responsibility rests with district. |
Vehicle Information System (VIS) | Standalone program intended to hold vehicle information | This application will be completely retired when Classic is sunset in December 2022. |
Recommendation is for each ITC to review these systems before Classic is retired/sunset in December 2022. | ||