| Worksheet ID: |
1225 |
| Record Location: |
220 French Landing Drive, Floor 2, Side B, Nashville, TN 37243
|
| File Arrangement: |
Alphabetical |
| Media Format Generated: |
Paper |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
2009 - Current |
| Annual Accumulation: |
paper - 0.5 cu. ft.
electronic - .52 GB |
| Current Volume: |
paper - 0.5 cu. ft.
electronic - .52 GB |
| Record Value: |
Administrative, Fiscal, Legal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
30 |
| Past Year: |
300 |
| 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: |
220 French Landing Drive, Floor 2, Side B, Nashville, TN 37243 |
| Essential Record Media Type: |
Paper |
| Confidential: |
FALSE |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
Five (5) years |
| Agency Retention - Years Active: |
Three (3) years |
| Agency Retention - Years Inactive: |
Two (2) years |
| Records Center Retention Period: |
0 |
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
None |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
Smart Search and Oracle |
| IT-ABC Number: |
|
| Hardware Description: |
The SmartSearch application resides in the VMWare shared environment at STS's Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System. Surveys - Record Series is stored on a 2012 Virtual Machine Server, located in the 220 French Landing Drive, Nashville, TN 37243 building, First Floor. The record series may be accessed via desktop computers safely stored in the Labor Standards Unit area in the same building. The record series is password protected. |
| Software Description: |
The SmartSearch application resides in the VMware shared environment at STS's Inspections - Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System. Surveys - The software used to store the data is an Oracle database, accessed via a desktop application which is only accessible from desktop computers safely stored in the Labor Standards Unit area located at 220 French Landing Drive, Nashville, TN 37243. The database is password protected. There is also a NIC interface which links directly to the Oracle database and is password protected. Additionally, the NIC application is only accessible to input data during the month of October each year. |
| System Location: |
STS Data Center South, Smyrna, TN 220 French Landing Dr, 2B, Nashville, TN |
| Backup Procedures: |
Standard STS Data Center back up procedures are in place. Backups are taken nightly and stored on-site until weekly back up is taken to Iron Mountain back up storage facility. Surveys - The data is backed up daily by the standard daily incremental process, to tape, and also has a weekly full backup on Friday each week. The backup is located in the 220 French Landing Drive Building, First Floor, Nashville, TN 37243 and is also sent off to Iron Mountain weekly. Additionally, each year's data is backed up to a separate file prior to loading the next year's data to the Oracle database. |
| Disaster Recovery: |
The SmartSearch application resides at the Data Center and is backed up nightly. Backups are stored off-site weekly. Bronze Level Disaster Recovery is used for SmartSearch. Recovery in a disaster could take between one (1) to three (3) weeks. Surveys - The data is backed up at the State Disaster Recovery site. In the event of a disaster, the data would be retrieved using standard procedures. This application has been assigned a Bronze Level for Disaster Recovery. Therefore, recovery in a disaster situation could take between one (1) and three (3) weeks. Ops Planner is now the state's sole repository for Disaster Recovery/Business Continuity (DR/BC) documentation. |
| Data Migration Description: |
The SmartSearch data resides in an SQL database located at the Data Center. If there were a need for migration, it could be done by a DBA and the SmartSearch System Administrator. Surveys - The data is not migrated; it is an insular system. There are no plans to migrate this electronic series. The data remains in a VM server, may be accessed only by secure computers, and is backed up offsite. |
| Metadata Description: |
The information does not contain PII information. It consists of business names, locations, insurance information and inspection information. The data is stored on business name, business location, insurance information and inspection information tables. These tables were created in 2009 and are updated by the application when a change is made by the Amusement Device Unit to the applicable data.
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