| Worksheet ID: |
14 |
| Record Location: |
12th Floor of Andrew Johnson Tower |
| File Arrangement: |
Indexed by date completed/notified |
| Media Format Generated: |
Paper |
| Media Format Stored: |
Paper/Electronic/Film |
| Date Range: |
1960 to current |
| Annual Accumulation: |
400-500 cubic feet/39 rolls/9gb |
| Current Volume: |
456 cu. ft./1950 rolls/9gb |
| Record Value: |
Administrative |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
4000 |
| Past Year: |
3000 |
| 2 - 5 Years: |
1000 |
| Over 5 Years:
|
500 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
Other colleges |
| Essential Record: |
Yes - Duplicate |
| Essential Record Stored: |
Onsite, Andrew Johnson Tower, 12th Floor |
| Essential Record Media Type: |
Paper |
| Confidential: |
No |
| Confidential Legal Citation: |
NO |
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
50 years |
| Agency Retention - Years Active: |
|
| Agency Retention - Years Inactive: |
|
| Records Center Retention Period: |
|
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
NO |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
Filenet/Network |
| IT-ABC Number: |
|
| Hardware Description: |
The TDOE uses FileNet server which is housed in a Clustered Enterprise SQL 2012 Environment utilizing these devices: FileNet Content Engines – 2 farmed VM boxes against the F5 load balancer FileNet Applications Engines – 2 farmed VM boxes against the F5 load balancer with a Hitachi HDI/HCAP Content Platform for data replication to the South Data Center. |
| Software Description: |
The TDOE uses FileNet servers which run Windows Server 2012 Enterprise 64-Bit R2 or later with thee software packages for each portion of the enterprise software application: FileNet Content Engine 5.2 Fix pack 7 FileNet Process Engine 5.2 Fix Pack 2 FileNet Application Engine/WorkplaceXT 115.2 FileNet InfoSphere Enterprise Records 5.2 Fix pack 2 IBM Websphere 7.0 Fix Pack 27 IBM HTTP Server 7.0 |
| System Location: |
OIR’s South Data Center, located in Smyrna Tennessee, hosts the servers that will be utilized for the storage to comply with both the Statewide and TDOE Records Policy |
| Backup Procedures: |
FileNet is load Balanced between North and South Data Centers as well as OIR backups. These procedures consist of daily incremental backups and weekly total backups on the weekend. The back-up servers are Hitachi and EMC SANs. The process for Backing Up the data from OIR’s South Data Center is to mirror the information at OIR’s North Data Center, and then create a weekly backup tape that is currently stored by the Vendor: Richards & Richards. |
| Disaster Recovery: |
Data Migration will occur when support for the existing file format moves from Current to Twilight to Obsolete, or when software or hardware systems changes require the movement of RDA electronic data from a specified format to a different file format. Annual reviews will be conducted by the TDOE Records Office and the TDOE IT Director in accordance with the Section 3 of the TDOE ERP. Additionally, the TDOE IT Director will provide information and guidance to the TDOE Records Officer at the time of discovery regarding functional and operational performance of software and hardware that will change the status of file formats from Current to Twilight or Obsolete. The annual review process of the file formats status and the level of in those file formats confidence, with regards to specific RDA retention requirements, will result in the generation of a File Type Confidence Report. Time for measuring the required 3 year limit for migration completion of affected data will begin at the time of discovery of the file format status change to solution to move the data to a Current file format that is appropriate to the RDA retention requirement for the specific data. This may include translation of the data to a Current file format, conversion to an acceptable Current File format to preserve the integrity of the information of the data or movement of the data to a legacy architecture that maintains the environment where the file format is considered Current as long as this effort has full functional and operational support. |
| Data Migration Description: |
Data Migration will occur when support for the existing file format moves from Current to Sunset to Obsolete, as defined by the Office Of Information Resource Software/Hardware Standards. The IT Dept. will advise the Records manager and develop a solution to move the data to a Current file format that is appropriate to the RDA retention requirement for the specific data. |
| Metadata Description: |
FileNet – Contains documents relating to life cycle of educator licensing (Teachers, Administrators, Special Groups) Data created 2009 Format: .pdf, .tif |
