| Worksheet ID: |
1290 |
| Record Location: |
Vehicle and Asset Management, 6500 Centennial Blvd., Nashville, TN. 37243 |
| File Arrangement: |
Numerical |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
2015 to current |
| Annual Accumulation: |
Paper: 10 cu.ft. Electronic: 1/2 gigabyte
|
| Current Volume: |
Paper: 20 cu.ft. Electronic: 1 gigabyte |
| Record Value: |
Administrative, Fiscal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
1 |
| Past Year: |
12 |
| 2 - 5 Years: |
0 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Monthly |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
Vehicle and Asset Management, 6500 Centennial Blvd., Nashville, TN. 37243 |
| Essential Record Media Type: |
Paper |
| Confidential: |
FALSE |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
5 |
| Agency Retention - Years Active: |
|
| Agency Retention - Years Inactive: |
|
| Records Center Retention Period: |
|
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
|
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
Ba_gs_propUtl (\\\\\\\\fosmb.nas01.tn.gov) (P:) NAS Drive |
| IT-ABC Number: |
|
| Hardware Description: |
Oracle NAS storage |
| Software Description: |
Oracle NAS appliance |
| System Location: |
Data Center North-Primary |
| Backup Procedures: |
An incremental backup is taken once a day and maintained for one month. A full backup is taken once a month and sent offsite for 7 years. Backups are straight to tape. |
| Disaster Recovery: |
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: |
Currently, the electronic data files reside in diverse locations. Additionally, some of the files are in paper format and some are in electronic format each will remain in their native format. The goal of this migration is to gather all of the relevant electronic Waste Product Files into a single location for storage, easy retrieval, completeness and to aid the archival and research processes. The migration strategy is to create a common folder on the NAS drive and have all participating people utilize this folder on a go-forward basis. The existing electronic Waste Product Files will also be worked into the new folder for completeness. Once the Waste Product Files have reached their Retention Period, the electronic files will be destroyed along with the paper files. |
| Metadata Description: |
The data sets related to Waste Product Files are, but not limited to Excel, Word, Text, PDF, MS Project files, pictures, and email exports. Any electronic file that is relevant to Waste Product Files will be stored in the folder. |
