| Worksheet ID: |
198 |
| Record Location: |
Andrew Jackson Building, 15th floor |
| File Arrangement: |
numeric |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic/Film |
| Date Range: |
1979 to current |
| Annual Accumulation: |
10 Gigabyte electronic |
| Current Volume: |
600 Gigabyte electronic |
| Record Value: |
Administrative, Fiscal, Legal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
1 |
| Past Year: |
0 |
| 2 - 5 Years: |
0 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
essential record stored electronically in agency database |
| Essential Record Media Type: |
Electronic |
| Confidential: |
Yes |
| Confidential Legal Citation: |
TCA 4-4-125 (Dissemination of social security numbers); TCA 66-29-154 (Unclaimed Property -- Confidentiality of records)
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
permanent |
| Agency Retention - Years Active: |
10 years |
| Agency Retention - Years Inactive: |
0 years |
| Records Center Retention Period: |
N/A |
| Final Disposition after Retention Expires: |
Keep as Electronic |
| Legal Citation: |
N/A |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
UPS 2000 |
| IT-ABC Number: |
|
| Hardware Description: |
UPS 2000 is a client side application. The Database is in Microsoft SQL Server 2008 |
| Software Description: |
Microsoft SQL Server 2008 r2. The OS is Server 2008. |
| System Location: |
MS SQL DB in the OIR Shared SQL environment at Data Center North |
| Backup Procedures: |
OIR will conduct backup procedures. These procedures consist of daily incremental backups and weekly total backups on the weekend. The back-up servers are Hitachi and EMC SANs. The process for Backing Up the data from OIR’s South Data Center is to mirror the information at OIR’s North Data Center, and then create a weekly backup tape that is currently stored by the Vendor: Iron Mountain Incorporated Iron Mountain Nashville 6005 Dana Way Nashville, TN 37013 800-899-4766 |
| Disaster Recovery: |
OIR conducts disaster recovery. This procedure is a prioritized process of enabling critical and essential applications first and then continuing through the priority list to less significant applications. Disaster Recovery begins with the utilization of the OIR’s North Data Center for both operations and data. If both OIR’s South Data Center and OIR’s North Data Center are out of operation, new operations will begin by acquiring appropriate hardware and software from a third party supplier, and restoring data from the offline tape backups stored with the current vendor: Iron Mountain Incorporated. |
| Data Migration Description: |
Data Migration will occur when support for the existing file format moves from Current to Twilight or Obsolete, or when software or hardware systems changes require the movement of RDA electronic data from a specified format to a different file format. Annual reviews will be conducted by the Treasury Records Officer and the Treasury IT Staff. In the event of system upgrade or replacements, plans will be created and executed to migrate all data and documents to the new platform. |
| Metadata Description: |
Record series includes property claims and any provided supporting documentation, including, but not limited to: copies of driver licenses, Social Security numbers, death certificates, and wills. Holder reports contain detailed information regarding the property and to whom it belongs, and may include a verification page and copies of checks. Audit reports provide status updates. Compliance reports may include CDA requests, requests for extension of time to file, penalty calculation sheets, security statements, and stock sale documentation. This is a dynamic SQL Database, and the data resides in an SQL .dbf format. Location: South Data Center, located in Smyrna |
