| Worksheet ID: |
1405 |
| Record Location: |
ON SERVER LOCATED AT STS DATA CENTER NORTH, NASHVILLE, TN |
| File Arrangement: |
Alphabetically, Searched By Name Using Search Engi |
| Media Format Generated: |
Both |
| Media Format Stored: |
ELECTRONIC |
| Date Range: |
2012 - CURRENT |
| Annual Accumulation: |
13.5GB |
| Current Volume: |
54GB |
| Record Value: |
Administrative, Legal |
| Audit Requirements: |
Both |
| Reference Frequency: |
| Current Year per Month: |
15 |
| Past Year: |
15 |
| 2 - 5 Years: |
20 |
| Over 5 Years:
|
20 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
CDC, CLINICS, AND OTHER HEALTH AGENCIES |
| Essential Record: |
TRUE |
| Essential Record Stored: |
ELECTRONICALLY WITHIN THE EHARS SYSTEM |
| Essential Record Media Type: |
Electronic |
| Confidential: |
Yes |
| Confidential Legal Citation: |
TCA 68-10-113; 68-10-101 |
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
Permanent |
| Agency Retention - Years Active: |
|
| Agency Retention - Years Inactive: |
|
| Records Center Retention Period: |
|
| Final Disposition after Retention Expires: |
Keep as Electronic |
| Legal Citation: |
TCA 68-10-113; 68-10-101 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
HIV/AIDS Reporting System/EHARS |
| IT-ABC Number: |
|
| Hardware Description: |
VMWARE VIRTUAL SERVER |
| Software Description: |
JAVA WEBSITE, SQL DATABASE |
| System Location: |
ST DATA CENTER NORTH, NASHVILLE, TN |
| Backup Procedures: |
NIGHTLY BACKUPS; RESTORED AS NEEDED |
| Disaster Recovery: |
STS Silver Level DR Services |
| Data Migration Description: |
Electronic Data Transfer Module Of EHARS Facilitates The Transfer Of Data From State Site To The Center For Disease Control. The Data Transfer Module Also Enables Satellite Sites To Transfer Data To Their State’s Central Site. Data Entered In System Must Be Transferred From Central Sites To Center For Disease Control Typically Three Days Before The End Of The Month. If State Enters A Large Number Of Records, Transfers May Take Place More Often, Such As The Fourteenth And Twenty-Eighth Of Each Month. |
| Metadata Description: |
Electronic Files Stored In The System Contain All Related Information For An Individual Diagnosed With Aids. The System Uses A Relational Database Consisting Of Tables Linked By Unique Identifiers Common To Each Table, To Collect, Store, And Organize Data. Search For Person In Database Using Criteria, Such As Name, Diagnosis, Document Identifier, Birth Date, And Vital Status. |
