| Worksheet ID: |
1254 |
| Record Location: |
Central Procurement Office |
| File Arrangement: |
Other- Order Received |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
1999- Current |
| Annual Accumulation: |
1 Cu. Ft./5MB |
| Current Volume: |
4 Cu. Ft./30MB |
| Record Value: |
Administrative, Fiscal, 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: |
Monthly |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
No |
| Essential Record Stored: |
Central Procurement Office |
| Essential Record Media Type: |
Paper |
| Confidential: |
No |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
6 Years |
| Agency Retention - Years Active: |
|
| Agency Retention - Years Inactive: |
|
| Records Center Retention Period: |
0 |
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
|
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
CPO (ag0319006wf525) |
| IT-ABC Number: |
|
| Hardware Description: |
Solaris 10 Master Server |
| Software Description: |
Netbackup 6.5.6 backup software |
| System Location: |
Data Center North-Primary, Data Center South for secondary (copy 2 for ag0319006wf525) |
| Backup Procedures: |
Backup is conducted everyday. Full Backup on Friday, Incremental backups Saturday-Thursday. Data Domain disk storage is the backup media. All backups are on disk for 30 days and duplicated between the two data centers. Once a month, around the last weekend of the month, on a Friday, the full backup is vaulted to tape which is an LT04 tape. Media servers that backup ag0319006wf525 are Linux Red Hat. We use data domain 890, the second copy to a data domain 890 for backups, and a L700 storage tek tape library for offsite storage on a monthly basis. |
| Disaster Recovery: |
Drives are the same process. Backup media is stored at Iron Mountain. "Restore" process is via a Help Desk Ticket. If it's older than 30 days we will have to recall a case from Iron Mountain for the next business day. If the restore is an emergency, then we will submit an emergency delivery from Iron Mountain. An emergency delivery can take up to 3 hrs by contract. There is a cost for an emergency delivery. |
| Data Migration Description: |
Central Procurement Office Files are in Paper/ Electronic format each will remain in their respective format. The goal of this migration is to gather all of the Electronic CPO data files into a single location for storage, easy retrieval and to aid the archival and research process. The migration strategy is to create a common folder structure on the CPO Share Drive and have all CPO Staff utilize this structure. The existing electronic CPO Files will be worked into the new structure. Once the CPO Files have met their retention period, both electronic and paper files will be destroyed. |
| Metadata Description: |
Name, Date, and File type. The data sets related to CPO Files are, but not limited to Excel, Word, Text, PDF, DWG, MS Project Files, pictures, Image Files (TIFF etc.) and email exports. Any electronic file that is relevant to CPO Files will be in the folder structure. |
