| Worksheet ID: |
25 |
| Record Location: |
Capitol Building |
| File Arrangement: |
Alpha numeric |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
1995 to current |
| Annual Accumulation: |
25 cu ft - Paper
37 GB - Electronic |
| Current Volume: |
136 cu ft - Paper
204 GB - Electronic |
| Record Value: |
Administrative, Historic, Legal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
0 |
| 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: |
No |
| Essential Record Stored: |
|
| Essential Record Media Type: |
|
| Confidential: |
No |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
4 to 8 years depending on administration |
| Agency Retention - Years Active: |
4 to 8 |
| Agency Retention - Years Inactive: |
0 |
| Records Center Retention Period: |
0 |
| Final Disposition after Retention Expires: |
Transfer to TSLA |
| Legal Citation: |
Tennessee Constitution Article III Section 17 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
Keyfile/govtrak Correspondence System |
| IT-ABC Number: |
|
| Hardware Description: |
NT Server 4.0/Keyfile Software v3.22/Optical Jukebox for 1.2GB/4GB Fixed Storage Access 2. Medium recording capacity and density is 1.2 gigabytes. Fixed disks (3-38.9G) utilizing fault tolerance RAIS 5.Medium capacity is approximately 30G with 6G currently in use. I. For document imaging: FileNet Document services v4.3 running Oracle v7.3 backend. This is all currently running on a Compaq Proliant 5500 server running NT Server 4.0 Service Pack 5 operating system. Access is available by one of two methods: a. Document services IDM desktop program b. Web access via IDM Web server running on an HP Netserver LH Pro running NT Server 4.0 Service Pack 5 operating system and Internet Information Server. II. For data management: Custom written application (written by OIR/SDS) running on the state\'s standard Oracle servers and Sun web servers at the data center. this application is the front end for logging the receipt of correspondence and tracking the flow of a response. |
| Software Description: |
Intranet Quorum (IQ) software. Active = fixed magnetic disk. Archival = Disk Cartridge. Database software is Oracle version # 7.3. Supporting information is maintained in GCS DOcs in OIR/SDS - Filenet Manuals on CD in Caitol & Phone/Internet support. Document Imaging: FileNet Document Services v4.3 running Oracle v7.3 backend. NT Server 4.0 Service Pack 5. Database: Custom written running with state\'s standard Oracle and Net Dynnamics Web servers. |
| System Location: |
Capitol Building G-10 server room. Backup is stored offsite with vendor, Iron Mountain. |
| Backup Procedures: |
Backup is performed 4 times daily with weekly and monthly (5 times)backups taken offsite to vendor. |
| Disaster Recovery: |
Disaster recovery plan is in place with building management and STS. |
| Data Migration Description: |
Transfer to Library & Archives. |
| Metadata Description: |
I. For document imaging: FileNet Document services v4.3 running Oracle v7.3 backend. This is all currently running on a Compaq Proliant 5500 server running NT Server 4.0 Service Pack 5 operating system. Access is available by one of two methods: a. Document services IDM desktop program b. Web access via IDM Web server running on an HP Netserver LH Pro running NT Server 4.0 Service Pack 5 operating system and Internet Information Server. II. For data management: Custom written application (written by OIR/SDS) running on the state's standard Oracle servers and Sun web servers at the data center. this application is the front end for logging the receipt of correspondence and tracking the flow of a response. |
