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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10006
Database ID: 1288
Record Series Title: Vehicle and Asset Management Inventory Control
Record Series Abstract: This Record Series includes, but not limited to Inventory Reports, Spreadsheets, Letters, and Property Reports. This series covers all Records Relating to the Control of Inventory at Vehicle and Asset Management Locations.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The Inventory Records will be maintained in Agency for 5 years then destroyed. Paper and Electronic files will be kept in their respective format until the end of the Retention Period then destroyed.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1288
Record Location: Vehicle and Asset Management, 6500 Centennial Blvd. Nashville, TN 37243
File Arrangement: State Fiscal Year
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2015 to current
Annual Accumulation: Paper: .5 cu.ft. Electronic: approx. 8.5 GB
Current Volume: Paper: 1 cu.ft. Electronic: approx. 17 GB
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 5
Past Year: 10
2 - 5 Years: 2
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies: Federal GSA - General Services Administration
Essential Record: Yes - Original
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 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: In-Circuit is the application provided by AssetWorks and the application is hosted at Amazon Web Services (AWS)
IT-ABC Number: No IT-ABC Number available
Hardware Description: The Wayne, Pennsylvania datacenter operation is presently responsible for servers supporting the inscope technology solutions. The in-scope managed services are hosted on virtual servers. Firewalls ‐ AssetWorks deploys firewalls monitored by out‐sourced entities (Arraya Solutions, Cisco SourceFire Security). All critical infrastructure firewalls are high redundant pairs running on a Secure Platform. These units protect local assets as well as provide a secure VPN back to the corporate office. Remote users accessing critical systems inside the AssetWorks firewalls are required to authenticate through a VPN connection using IPSEC to the firewall. The authentication is currently done through strong local username/password combinations on the firewall itself. Network and computer systems are monitored using several software packages and methods. Network traffic is monitored through the use of automated alerts in firewall logs as well as content filtering packages such as Cisco IronPort. Network devices are scanned monthly for vulnerabilities. AssetWorks utilizes IBM-centric Technology within its data center with all major platforms supported, including Windows, UNIX and Linux, with database support from Oracle, MS SQL Server and DB2. The data center operates 24/7 and provides diverse and fully redundant ISPs and UPS with dedicated generator and firewall protection of all system
Software Description: Software used by AssetWorks to manage and support the System includes: Monitoring tools – network, server, application, security and device: • SolarWinds • Nagios • Webmetrics • Arraya Manager 365 (monitors network 24x7) • Service Wise (Incident/Problem tracking) • Argent Change management and help desk: • Confluence System management: • VCenter Operations Manager Vulnerability management, remediation management, risk analysis reporting, change control, security information and event management (SEIM), investigation and log management: • Tenable Nessus • IBM Security Appscan Enterprise Network protection – firewall, network intrusion prevention, and authentication: • FishNet (disc 2/7/16) • Cisco ASA 5585-X Email and Web – gateways and filtering: • Cisco IronPort (site filtering) • ProofPoint • Cisco ACS Desktop Protection – virus protection, desktop firewall, host IPS, web filtering, mobility management, application control, and virtualization: • Trend Micro Office Scan/Malware Bytes Data Protection – disk and data encryption, device control, and network data loss prevention (DLP): • Trend Micro Datacenter Protection – host intrusion prevention, change control, and database security: • Trend Micro/Firewalls Network Protection – Firewall, network intrusion prevention and authentication: • Cisco SourceFire IDS/IPS • UltraDNS- DNS Management
System Location: The Wayne, Pennsylvania datacenter operation is presently responsible for servers supporting the inscope technology solutions. The in-scope managed services are hosted on virtual servers
Backup Procedures: For data stored in the entity's server room, backups are conducted daily to local disk storage and then replicated into the cloud.
Disaster Recovery: The Disaster Recovery plans are tested annually in accordance with AssetWorks' system availability policies
Data Migration Description: System and development changes are reviewed and approved by the Manager of Development prior to implementation in production. Separate environments are used for development, testing, staging and production. Developers do not have access to promote code into production. The QA Manager performs post implementation procedures on development changes to ensure the operation of system changes after implementation in production.
Metadata Description: Data The service organization manages datacenter and data communications operations within the IT infrastructure environment. Access to data is limited to authorized personnel in accordance with AssetWorks security policies. The service organization is also responsible for the overall availability of data, including system backups, monitoring of data processing and file transmissions as well as identifying and resolving problems.
Contact Information
Contact Name: Erin Haywood
Job Title: Administrative Services Assistant 3, Records Coordinator
Address 1: Vehicle and Asset Management
Address 2: 6500 Centenial Blvd
City: Nashville
Zip: 37243
Phone: 615-741-6598
Email: erin.haywood@tn.gov
Agency: Dept. of General Services
Agency Head: Robert E. Oglesby, Commissioner
Director: Bob Williams, Assistant Commissioner
Allotment Code: 32118
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-10-2017 No recommended changes.
Tennessee State Libary and Archives: 08-10-2017 No recommended changes.
Comptroller Audit Review: 2017-08-10 We have reviewed RDA 10006 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-11-2017 Agency concurs with no changes needed for RDA. Thank you
RMD Director Recomendations: 08-17-2017 RDA 10006 is a request to revise an RDA. The retention period will remain five years and destroy. The format will change to paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 10006.
Signed Form Received: 2017-08-16
PRC Meeting Date: 09-07-2017
PRC Comments: PRC approves RDA 10006.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1288 10006 2017-09-07 Approved