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

REQUEST FOR RECORDS DISPOSITION AUTHORITY

.NATIONAL ARCHIVES and RECORDS ADMINISTRATION (NIR)

WASHINGTON, DC 20408 ement ...".--:'-:-::-=-=-:==::~~-,----'----~'---~ 5.TELEPHONE 734-8000/48841 6. AGENCY CERTIFICATION DATE RECEIVED

Inaccordance withtheprovisions of44U.S.C 3303a, the disposition request, including amendments isapproved except for itemsthatmay bemarked "disposition not approved" or"withdrawn" incolumn 10.

DATE THE UNITED STATES

Ihereby certify that Iamauthorized toact forthis agency inmatters pertaining tothedisposition ofitsrecords and thatthe records proposed fordisposal ontheattached~age(s) arenotneeded nowforthe business ofthis agency orwill not be needed after theretention periods specified; and thatwritten concurrence from theGeneral Accounting Office, under the provisions ofTitle8ofthe GAO Manual forGuidance ofFederal Agencies,

181

0

o

DATE SIGNA AGENCY REPRESENTATIVE

..

06-29-2009 Records Officer, DeCA

7.ITEM NO.

9.GRSOR SUPERSEDED

CITATION JOB

ed items for your review and approval to schedule records that require scheduling as a

ultof its Enterprise Data Warehouse (EDW).

10.ACTION TAKEN (NARA USEONLY)

o .,.; Q; c OJ (ij Q) c "E !!1 (3 E

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s

,

•

Defense Commissary Agency (DeCA)

Enterprise Data Warehouse (EDW)

System Background and Purpose: The EDW is adata warehouse that provides a single,

logical view ofproduct and sales data across DeCA allowing end users to make informed

business decisions. EDW obtains data from DeCA business systems and transforms the data into

an appropriate data warehouse format using business rules defined by functional experts. The

transformed data ismaintained in aTeradata database ina format that provides quick access to

required raw data, summary data, and reports. EDW receives data from the Commissary

Advanced Resale Transaction System (CARTS), the DeCA Interactive Business System (DIBS),

the Commissary On-Line Product Pricing System (COPPS), Defense Business Management

System (DBMS), Manpower Database (MDB) and the Accounting and Inventory Management

System (AIMS).

DeCA hosts the EDW on aset ofclustered Teradata servers and the extraction, transformation

and load processes on anHP-UX server called RP 8400.

EDW provides the ability for end users to obtain business data critical to decision making. EDW

provides data toboth DeCA staff andbusiness partners.

EDW TABLE OFRECORDS

IternNo.

File

Narne

Description

Disposal

Authority

1. Master data Files The EDW consists of 3,270 data Temporary:

elements pertaining to DeCA

business elements

transactions. The

.

illthe master data files

COFF: Delete:

end ofFY

7years after COFF

include, sales and receipt, financial, item maintenance, product and pricing, ordering,

inventory, and reference

f

>'c..e

pi-;

1-0

information, allwhich serve to

perform, track, reconcile, and

G

R

S'

6,

-:t:+e,ft1

lo;

complete DeCA business

transactions.

~ Inputs Data extracted from other DeCA

business systems pertaining to

Temporary:

Commissary Operations, GRS 20, Item 2b

transactions, and functions. Other

~ business systems include: Point- DeleteIDEST: when data

o - eTechnology Refresh (POS- has been entered into the

TR), Co ssary Advanced master file or database and

Retail Transact! ystem verified, or when nolonger

(CARTS), Commiss n-Line required to support

product Pricing System (CO

and the DeCA Interactive Business

System (DillS).

reconstruction of,or serve

~~';,;::v:

I

3. Outputs Transformed data from DeCA

business systems in the formats of

raw data, summary, and report

format. Outputs areprovided to

POS-TR, CARTS, COPSS, DIBS,

Automated Vendor Credit Memo

System (AVCM), Commissary

Operational Management System

(COMS), Army andAir Force

Exchange System (AAFES),

Defense Finance and Accounting

System (DF AS), and Command

Unique Tracking System

(CUTS)lKorea Unique Rations

Temporary:

COFF: end offiscal year

,

_,

Item No. FileName Descri tion Dis osal Authori

4. System System administrator Temporary:

mentation documentation, user manuals,

system development documents, GRS 20, Item lla(1)

ord layout codes, and allother

do cum ion pertaining tothe COFF: when superseded or

development, 1 entation, obsolete

maintenance, testing 0 DW.

System Backups Backup tapes maintained for

potential system restoration inthe event of system failure or other unintentional loss ofdata.

a. Incremental backup tapes

b. Full backup tapes

Finding Aids (or Electronic indexes, lists, register,

. dexes) for and other finding aids used to

ED locate/provide access torecords

---"_..·"..orized for destruction.

Temporary: Temporary:

GRS 24, Item4a(1)

Delete/destroy: when

superseded by a full backup,

orwhen nolonger needed

for system restoration, whichever islater.

GRS 24, Item4a(2)

elete/destroy: when

sec d subsequent backup

isverifie ssuccessful or

when no long eeded for

system restoration, whichever islater.

GRS 20, Item 9

Temporary:

Delete/destroy with related

records orwhen no longer

needed for administrative, legal, audit, orother

oJ? . nal pu~osesJ

•

Item No. File Name

EDW

Copied/Extracted Data

•

Descri tion

Data files that pertain toAgency sales data, item maintenance data, financial data, product and pricing, and reference information

extracted from the EDW Master

database.

a. Derived data used for adhoc or

one-time inspection, analysis or r .ew, ifthe derived data is not

to support the results ofthe analysis orreview.

atprovide user

access in lieu ofhar copy reports

that are authorized for . osal

c Metadata orreference data, such

asformat, range, ordomain specifications which is transferred

from ahost computer or server to

another computer for input,

updating, ortransaction processing operations.

Dis osal Authori

GRS 20, Items 12a,b, and c

Temporary:

a.Delete: when no longer needed for administrative, legal, audit, orother operational purposes.

b: Delete: when no longer

needed for administrative, legal, audit, orother operational purposes.

rece .ng system or device