| Worksheet ID: |
1275 |
| Record Location: |
1240 Foster Avenue. Nashville, TN 37243 |
| File Arrangement: |
Chronologically |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
2011- Current |
| Annual Accumulation: |
38-40 cubic feet, 10 gigs of electronic storage |
| Current Volume: |
38 cubic feet; 9 gigs |
| Record Value: |
Administrative, Fiscal, Legal |
| Audit Requirements: |
Both |
| Reference Frequency: |
| Current Year per Month: |
7 |
| Past Year: |
84 |
| 2 - 5 Years: |
168 |
| Over 5 Years:
|
420 |
|
| Data Update Frequency: |
Monthly |
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
United States Department of Agriculture (USDA) |
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
1240 Foster Avenue. Nashville, TN 37243 |
| Essential Record Media Type: |
Paper |
| Confidential: |
Yes |
| Confidential Legal Citation: |
7 CFR PART 210.15, 210.20, 210.18, 210.23 |
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
5 years |
| Agency Retention - Years Active: |
|
| Agency Retention - Years Inactive: |
|
| Records Center Retention Period: |
|
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
7 CFR PART 210 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
Tennessee Meals, Accounting and Claims (TMAC) |
| IT-ABC Number: |
|
| Hardware Description: |
Web Based System is hosted on 2 VM’s (Virtual Machine’s) with 4 CPU’s (Central Processing Unit), 8GB RAM (Random Access Memory), and 200 GBs (GigaBytes) of Storage. |
| Software Description: |
Windows Server 2012R2, IIS (Internet Information Services), MS SQL (MicroSoft Structured Query Language) 2012 |
| System Location: |
Colyar Technology Solutions, formerly known as, Colyar Consulting Group , 22420 N. 18th Drive, Phoenix, AZ 85027 |
| Backup Procedures: |
Colyar Technology Solutions, formerly known as, Colyar Consulting Group maintains documentation for 4 years plus the current year including books, records, and documents and they can be retrieved upon reasonable notice by the State. Full DB (DataBase) backups are performed nightly and stored on the VM (Virtual Machine). VM (Virtual Machine) backups are also performed nightly and stored in the backup system storage. |
| Disaster Recovery: |
Colyar Technology Solutions, formerly known as, Colyar consulting Group maintains documentation for 4 years plus the current year including books, records, and documents and they can be retrieved upon reasonable notice by the State. The VMs (Virtual Machines) are hosted across 3 physical hosts with sufficient capacity to endure any single physical host failure. In the event of any physical failure, the VM(Virtual Machine) can be migrated to a new physical host. For any other VM (Virtual Machines)-based failures, VM (Virtual Machine) images can be restored from backup. |
| Data Migration Description: |
The delivery depends on the circumstances requiring a data migration. The vendor would provide our data in whatever media we desire. The data could be transferred to physical media that would be mailed to us, the data could be transferred to another web server electronically, or the data could be uploaded to a secure file server. |
| Metadata Description: |
TMAC-Tennessee Meals, Accounting and Claims contains documents related to the life cycle of the School Nutrition Program, including but not limited to records pertaining to training, compliance, administrative reviews, meal counting and claiming and reporting. Data is submitted and retrievable using Excel, Word and PDF format. Data includes but is not limited to information regarding schools, parents, students, addresses, demographics, financial and personal identifying information. |
