ITEC Policy 6200 - Date Data Policy

1.0 TITLE: Date Data Policy

1.1 EFFECTIVE DATE: July 26, 2007

1.2 TYPE OF ACTION: New Policy

1.3 KEY WORDS: 

2.0 PURPOSE: To establish a statewide policy concerning date data standards.

3.0 ORGANIZATIONS AFFECTED: All Branches, Boards, Commissions, Departments, Divisions and Agencies of state government, hereafter referred to as entities.

4.0 REFERENCES:

4.1 K.S.A. 2005 Supp. 75-7201-7212

4.2 K.S.A. 2005 Supp. 75-7203 authorizes the ITEC to: Adopt information resource policies and procedures and provide direction and coordination for the application of the state's information technology resources for all state agencies.

5.0 DEFINITIONS/BACKGROUND:

5.1  In the past, some computer software was created using a two digit year, such as 98 to represent 1998. This software assumed a century of 19 as in 1998.  Software using this approach can fail to perform date calculations or worse, perform them and produce erroneous results.

6.0 POLICY:

6.1 Four-digit year elements will be used for the purpose of date data in any recorded form among all entities and the public. The year shall encompass a two digit century that precedes, and is contiguous with, a two digit year-of -century (e.g. 1999, 2011). Applications that require day and month information will be coded in the following format: CCYYMMDD. Additional representations for week, hour, minute and second, if required will comply with the international standard ISO 8601:1988, "Data elements and interchange formats - Information interchange - Representation of dates and times".

6.2 Date and time data used in state entities must meet the following criteria:

  • General Integrity: No value for current date or time will cause interruptions in the desired operation of the programs, applications or systems using date and time data elements.
  • Date and Time Integrity: All manipulations of time related data (dates, durations, days of week, etc.) will produce accurate and correct results for all valid date and time values within the application domain.
  • Date and Time Calculation: All date and time calculations within programs, applications and system functions should use the operating system date and time as absolute reference for establishing current date and time.
  • Date Format: The date elements in interfaces and data storage shall require a 4 digit year.
  • Time Format: Except where explicitly required for duration calculation across standard time and daylight time changes, all time formats should not use a time stamp format requiring capture of the standard or daylight time measure.

6.3 If two or more state entities agree to exchange month and day information based on ordinal dates, the ISO standard format of CCYYDDD will be used.

6.4 The owner of a system is responsible to coordinate the mitigation and testing for that system with all stakeholders whose systems provide electronic input to, or utilize electronic output from, the system.

6.5 Entities shall include language in all contracts for software, hardware, systems, services and any equipment containing date data consistent with this policy.

6.6 All applications which were allowed windowed Y2K repairs shall be reported to the Chief Information Technology Officer, Executive Branch. Detailed information about those applications shall be reported in each entity’s annual 3 Year IT Management and Budget Plan submittal.

7.0 PROCEDURES:

7.1 Assets or services supported under contract:

The following language shall be included in all solicitations and contracts for software, hardware, systems, services and any equipment containing date data:

  • The contractor warrants fault-free performance in the processing of date and date-related data (including, but not limited to, calculating, comparing, and sequencing) by all goods and services delivered.  Fault-free performance includes, but is not limited to, the manipulation of data with correct results when using dates prior to, through, and beyond January 1, 2000, and shall be transparent to the user.
  • Hardware and software products, individually and in combination, shall provide the correct system date and correct calculations which utilize or refer to the date data, without human intervention, including leap year calculations. Hardware and software products, individually and in combination, shall also provide correct results when moving forward or backward across the year 2000.

7.2 Assets or services not supported by contract:

For assets or services determined not to be compliant with the date data policy entities should make arrangements to correct, replace or de-activate the asset or service prior to the onset of any date data associated problem. 

8.0 RESPONSIBILITIES:

8.1 Heads of entities are responsible to establish procedures for their organizations to comply with the requirements of this policy.

8.2 The Chief Information Technology Officer, Executive Branch, is responsible for the maintenance of this policy.

9.0 CANCELLATION: Replaces ITEC Policiy 2412 titled, “Year 2000 Date Data Interchange” and ITEC Policy 2414 titled, “Year 2000 Readiness Warranty.”