| Worksheet ID: |
267 |
| Record Location: |
Tennessee State Library & Archives, 403 7th Ave. N., Nashville, TN 37243 |
| File Arrangement: |
Chronological |
| Media Format Generated: |
Electronic |
| Media Format Stored: |
Electronic: Text |
| Date Range: |
2017-current |
| Annual Accumulation: |
Email files: 3.3GB; QuestionPoint: 2GB |
| Current Volume: |
Email files: 1.1GB; QuestionPoint: 2GB |
| Record Value: |
Administrative |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
350 |
| Past Year: |
12 |
| 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: |
Yes |
| Confidential Legal Citation: |
TITLE 10
CHAPTER 8
CONFIDENTIALITY OF LIBRARY RECORDS
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
5 years |
| Agency Retention - Years Active: |
1 year |
| Agency Retention - Years Inactive: |
4 years |
| Records Center Retention Period: |
|
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
TITLE 10
CHAPTER 8
CONFIDENTIALITY OF LIBRARY RECORDS
|
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
QuestionPoint; IE1819008WN001 |
| IT-ABC Number: |
|
| Hardware Description: |
Cloud-based system; HP SAN/NAS, HP DL Servers (Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server) |
| Software Description: |
Cloud-based system hosted by OCLC; File folder structure stored on TSLA shared drive(O). |
| System Location: |
OCLC, Dublin, Ohio; TN Tower, 7th Floor Server Room – Replicated to Secretary of State Disaster Recovery Site |
| Backup Procedures: |
Real-time replication to disk at data centers and near real-time replication to disaster recovery site; Incremental backup daily, full weekly backup, full monthly backup (all to tape). Backup tapes sent off site to Iron Mountain Vault. |
| Disaster Recovery: |
Near real-time data replication between the production data center and the disaster recovery site. Sensitive data transmitted across dedicated links. Disaster recovery testing verifying project recovery times and integrity of customer data; In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers. If this is not an option due to the scope of the disaster, data would be retrieved from backup tapes previously sent to Iron Mountain. |
| Data Migration Description: |
Data can be exported to XML file with fields; The Information Technology Division maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available from the Information Technology Division. |
| Metadata Description: |
Date and time received, date and time of resposne, librarian assigned, transcript of transaction, request ID, patron ID, patron name (optional) if provided, IP address, browser used, state/country, language, descriptive codes. Note: information specific to the patron (IP address etc.) is deleted after 90 days; Date Received, Sender Name, Subject, File Size, Date reply sent. |
