| Worksheet ID: |
1942 |
| Record Location: |
Office of the Commissioner of General Services, 312 Rosa L. Parks Ave., William R. Snodgrass TN Tower |
| File Arrangement: |
Numerically by County |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic/Film |
| Date Range: |
1795- Current |
| Annual Accumulation: |
8 cubic feet of paper; 19 GB of Electronic Files.
Records will be scanned and microfilmed starting October 2014. |
| Current Volume: |
400 cubic feet of paper; 151 GB of Electronic Files.
Records will be scanned and microfilmed starting October 2014. |
| Record Value: |
Administrative, Fiscal, Historic, Legal |
| Audit Requirements: |
Both |
| Reference Frequency: |
| Current Year per Month: |
60 |
| Past Year: |
120 |
| 2 - 5 Years: |
240 |
| Over 5 Years:
|
480 |
|
| Data Update Frequency: |
Monthly |
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
Multiple Federal and State Agencies |
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
Office of the Commissioner of General Services, 312 Rosa L. Parks Ave., William R. Snodgrass TN Tower |
| Essential Record Media Type: |
Paper |
| Confidential: |
No |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Microfilm |
| Media Recommendation Other: |
|
| Agency Retention: |
Permanent |
| Agency Retention - Years Active: |
Permanent |
| Agency Retention - Years Inactive: |
Permanent |
| Records Center Retention Period: |
Permanent |
| Final Disposition after Retention Expires: |
Convert to Microfilm |
| Legal Citation: |
TCA 12-2-102, 12-2-103, 12-2-104,
12-2-105, 12-2-106, 12-2-107, 12-2-108, 12-2-109, 12-2-110, 12-2-111, 10-7-303 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
ag0319006wf525 - STREAM Shared Drive (All shared drives are backed up in this manner) |
| IT-ABC Number: |
None |
| Hardware Description: |
Solaris 10 Master Server |
| Software Description: |
Netbackup 6.5.6 backup software |
| System Location: |
Data Center North-Primary, Data Center South for secondary (copy 2 for ag0319006wf525) |
| Backup Procedures: |
Backup is conducted everyday. Full backup on Friday, Incremental backups Saturday - Thursday Data Domain disk storage is the backup media. All backups are on disk for 30 days and duplicated between the two data centers. Once a month around the last weekend of the month on a Friday the Full backup is vaulted to tape which is an LT04 tape. Media servers that backup ag0319006wf525 are Linux Red Hat. We use data domain 890 and the second copy to a data domain 890 for backups and a L700 storage tek tape library for offsite storage on Monthly backups. |
| Disaster Recovery: |
Backup media is stored at Iron Mountain "Restore" process is via a Help desk ticket. If it is older than 30 days we will have to recall a case from iron mountain for the next business day. If the restore is an emergency, then we will submit an emergency delivery from Iron Mountain. An emergency delivery can take up to 3 hrs by contract. The cost for an emergency run is $150.00. |
| Data Migration Description: |
The Real Estate records will be scanned into PDF format and will be placed into a separate, controlled folder on the DGS STREAM share drive called H:Real Estate Transactions. The folder will be restricted and will be backed up on a regular basis. In accordance with T.C.A. the paper documents will be retained permanently in agency. The electronic version of the files will be accessible and maintained by the DGS STREAM staff. DGS STREAM will follow internal procedures in creation, access and modification of the electronic records. Upon completion of each project the electronic version of the Real Estate File will be permanently retained by STREAM on the NAS Drive and in Archibus Database. |
| Metadata Description: |
The data sets related to Real Estate Files are, but not limited to Excel, Word, Text, PDF Images, MS Project files, pictures, Image files (TIFF, DWG etc.) and email exports. Any electronic file that is relevant to Real Estate Files will be stored in the folder structure. |
