| Worksheet ID: |
1237 |
| Record Location: |
2745 Broce Drive Norman, OK 73072
|
| File Arrangement: |
Alphabetical |
| Media Format Generated: |
Electronic |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
1940 - Ongoing |
| Annual Accumulation: |
2GB |
| Current Volume: |
1032 Cu. Ft.; 20GB |
| Record Value: |
Administrative |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
50 |
| Past Year: |
30 |
| 2 - 5 Years: |
10 |
| Over 5 Years:
|
5 |
|
| Data Update Frequency: |
|
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
Individuals |
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
2745 Broce Drive Norman, OK 73072 |
| Essential Record Media Type: |
Electronic |
| Confidential: |
Yes |
| Confidential Legal Citation: |
MTAS Q38 - Permanent |
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
Permanently |
| Agency Retention - Years Active: |
|
| Agency Retention - Years Inactive: |
|
| Records Center Retention Period: |
|
| Final Disposition after Retention Expires: |
|
| Legal Citation: |
MTAS Q-38 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
Diploma Sender |
| IT-ABC Number: |
|
| Hardware Description: |
Web Server: Dual Core 64 bit 2.5 GHz processor with 32 GB of RAM, hard drive is a RAID 5
Database Server: Dual Core 64 bit 2.5 GHz processor with 32 GB of RAM, there are 3 hard drive each is in separate RAID 1 group.
Both servers are hosted by RackSpace, which is a third party which specializes hardware and network management, while providing 24-7 support and experts to assist should any issue arise. |
| Software Description: |
Both servers are running Windows Server 2008 R2 with Sophas Anti-Virus and are behind a VPN (required for direct access) which is managed by RackSpace. The web server is running Internet Information Services (IIS) and all websites are secured using an SSL certificate. The web server is also running FileZilla server for file transfers between jurisdictions and publishers. The database server is running Microsoft SQL Server 2008 R2 which is used for the database storage and processing of import and export files. All products are kept up to date with any available software updates. All code, scripts, and other programmatic files are stored in GitHub. |
| System Location: |
We use the level 3 data center located in Virginia. I have been to or heard of data centers like what we use, and they are unmarked buildings where most of the hardware is stored in underground concrete rooms with raised floors for ventilation and water damage prevention. The facility I have visited previously was an old Federal Reserve building in Dallas, which was truelly designed as a large bank vault and then converted for IT purposes. They have fully redundant systems so that if the power is lost, generators kick on; if cables are cut, backups are already available and are switched out and so on. https://en.wikipedia.org/wiki/Data_center#Data_center_tiers |
| Backup Procedures: |
Daily backups of the MS SQL database are taken at noon every day. All of the code is managed in GitHub which is a repository tool for scoring projects, scripts, and other types of programmatic files and a history of all changes that occur on them. An updated or within a day or two of updated version of all code is also locally available on the development computers. A daily backup of all files on both servers going back 14 days is also available. |
| Disaster Recovery: |
Due to the hardware and network disaster recovery solutions offered by RackSpace and described already, I am assuming this question pertains to recovering the database. In the event of multiple simultaneous hard drive failures, RackSpace would replace our hard drives and we could then restore a database backup which would not be any older than 24 hours. In the event we did not have the database backup, we would move to the historical file system backup which would then have a copy of the database backups on it.
The RackSpace data center would have to be completely destroyed for there to be any risk of data loss (multiple concurrent failures across multiple servers, or the - typically concrete and underground - building leveled). |
| Data Migration Description: |
Files are provided by the publishers, typically around 2am, 4am or 6am to the Diplomasender FTP which is on the web server. Those files are then pulled across by the database server for archiving and processing at 6:30am. In processing the file, once we know we have successfully received it, the original is removed from the FTP server, and a backup is stored on the DB server for archiving. |
| Metadata Description: |
We do not store very much meta data because most of the data is not used to make decisions or suggestions, rather just present a list of options. The only "metadata" that comes to mind is we track the IP address of agents and the test takers they view. This is stored in the database.
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