181is not required 0 is attached; or o has been requested.

Transcription

1 REQUEST FOR RECORDS DISPOSITION AUTHORITY. NATIONAL ARCHIVES and RECORDS ADMINISTRATION (NIR) WASHINGTON, DC DATE RECEIVED ement...".--:'-:-::-=-=-:==::~~-,----'----~' ~ In accrdance with the prvisins f 44 U.S.C 3303a, the dispsitin request, including amendments is apprved except fr items that may be marked "dispsitin nt apprved" r "withdrawn" in clumn TELEPHONE DATE THE UNITED STATES 6. AGENCY CERTIFICATION /48841 I hereby certify that I am authrized t act fr this agency in matters pertaining t the dispsitin f its recrds and that the recrds prpsed fr dispsal n the attached~age(s) are nt needed nw fr the business f this agency r will nt be needed after the retentin perids specified; and that written cncurrence frm the General Accunting Office, under the prvisins f Title 8 fthe GAO Manual fr Guidance f Federal Agencies, 181is nt required 0 is attached; r has been requested. DATE SIGNA AGENCY REPRESENTATIVE TITLE Recrds Officer, DeCA 7. ITEM NO. 9. GRSOR SUPERSEDED CITATION JOB 10. ACTION TAKEN (NARA USE ONLY) ed items fr yur review and apprval t schedule recrds that require scheduling as a ult f its Enterprise Data Warehuse (EDW). ~ ~ ~ ~ ~u.. ọ,.; Q; c OJ (ij c "E!!1 (3 E u, I:l '0 <I: s '0 C OJ (ij PREVIOUS EDITION NOT USABLE STANDARD PRESCRIBED FORM 115 (REV. 3-91) BY NARA 36 CFR 1228

2 ,I Defense Cmmissary Agency (DeCA) Enterprise Data Warehuse (EDW) System Backgrund and Purpse: The EDW is a data warehuse that prvides a single, lgical view f prduct and sales data acrss DeCA allwing end users t make infrmed business decisins. EDW btains data frm DeCA business systems and transfrms the data int an apprpriate data warehuse frmat using business rules defined by functinal experts. The transfrmed data is maintained in a Teradata database in a frmat that prvides quick access t required raw data, summary data, and reprts. EDW receives data frm the Cmmissary Advanced Resale Transactin System (CARTS), the DeCA Interactive Business System (DIBS), the Cmmissary On-Line Prduct Pricing System (COPPS), Defense Business Management System (DBMS), Manpwer Database (MDB) and the Accunting and Inventry Management System (AIMS). DeCA hsts the EDW n a set f clustered Teradata servers and the extractin, transfrmatin and lad prcesses n an HP-UX server called RP EDW prvides the ability fr end users t btain business data critical t decisin making. EDW prvides data t bth DeCA staff and business partners. Restrictins: EDW cntains infrmatin that is subject t the Privacy Act f

3 EDW TABLE OF RECORDS IternN. File Narne Descriptin Dispsal Authrity 1. Master data Files The EDW cnsists f 3,270 data elements pertaining t DeCA business transactins. The. ~ elements ill the master data files COFF: Delete: end ffy 7 years after COFF include, sales and receipt, financial, item maintenance, prduct and pricing, rdering, inventry, and reference f >'c..e pi-; 0",- 1-0 infrmatin, all which serve t perfrm, track, recncile, and cmplete DeCA business transactins. G R S' 6, -:t:+e,ft1 l; ~ Inputs Data extracted frm ther DeCA business systems pertaining t Cmmissary Operatins, GRS 20, Item 2b transactins, and functins. Other ~ business systems include: Pint- DeleteIDEST: when data - e Technlgy Refresh (POS- has been entered int the TR), C ssary Advanced master file r database and Retail Transact! ystem verified, r when n lnger (CARTS), Cmmiss n-line required t supprt prduct Pricing System (CO recnstructin f, r serve and the DeCA Interactive Business System (DillS). ~~';,;::v: ~e I rarer, ~ 3. Outputs Transfrmed data frm DeCA business systems in the frmats f raw data, summary, and reprt frmat. Outputs are prvided t POS-TR, CARTS, COPSS, DIBS, Autmated Vendr Credit Mem System (AVCM), Cmmissary Operatinal Management System (COMS), Army and Air Frce Exchange System (AAFES), Defense Finance and Accunting System (DFAS), and Cmmand Unique Tracking System (CUTS)lKrea Unique Ratins System (KURS). COFF: end f fiscal year DEST: 7 years after COFF 2

4 ,, Item N. FileName Descri tin Dis sal Authri 4. System System administratr mentatin dcumentatin, user manuals, system develpment dcuments, GRS 20, Item lla(1) rd layut cdes, and all ther dcum in pertaining t the COFF: when superseded r develpment, 1 entatin, bslete maintenance, testing 0 DW. System Backups Backup tapes maintained fr ptential system restratin in the event f system failure r ther unintentinal lss f data. a. Incremental backup tapes b. Full backup tapes GRS 24, Item4a(1) Delete/destry: when superseded by a full backup, r when n lnger needed fr system restratin, whichever is later. GRS 24, Item4a(2) elete/destry: when sec d subsequent backup is verifie s successful r when n lng eeded fr system restratin, whichever is later. Finding Aids (r Electrnic indexes, lists, register,. dexes) fr and ther finding aids used t ED lcate/prvide access t recrds ---"_.. "..rized fr destructin. GRS 20, Item 9 Delete/destry with related recrds r when n lnger needed fr administrative, legal, audit, r ther J?. nal pu~sesj WSllchevey ~+er. 3

5 Item N. File Name EDW Cpied/Extracted Data Descri tin Data files that pertain t Agency sales data, item maintenance data, financial data, prduct and pricing, and reference infrmatin extracted frm the EDW Master database. a. Derived data used fr ad hc r ne-time inspectin, analysis r r.ew, ifthe derived data is nt t supprt the results f the analysis r review. at prvide user access in lieu fhar cpy reprts that are authrized fr. sal Dis sal Authri GRS 20, Items 12a, b, and c a. Delete: when n lnger needed fr administrative, legal, audit, r ther peratinal purpses. b: Delete: when n lnger needed fr administrative, legal, audit, r ther peratinal purpses. c Metadata r reference data, such as frmat, range, r dmain specificatins which is transferred frm a hst cmputer r server t anther cmputer fr input, updating, r transactin prcessing peratins. rece.ng system r device when n nger needed fr 4