| Worksheet ID: |
1844 |
| Record Location: |
404 James Robertson Parkway, Parkway Towers, office and basement file room |
| File Arrangement: |
alpha; date |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
2009-2012 |
| Annual Accumulation: |
|
| Current Volume: |
25 cu ft/2 gigabytes |
| Record Value: |
Administrative, Fiscal, Legal |
| Audit Requirements: |
Both |
| Reference Frequency: |
| Current Year per Month: |
1 |
| Past Year: |
1 |
| 2 - 5 Years: |
0 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
|
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
Housing and Urban Development |
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
Paper - same location as above with electronic copy at back up center in Madison |
| Essential Record Media Type: |
Electronic |
| Confidential: |
No |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
agency does not need to retain in house - ready for archive |
| Agency Retention - Years Active: |
|
| Agency Retention - Years Inactive: |
|
| Records Center Retention Period: |
5 years |
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
24 CFR 85.42, 91.105(h), 91.115(g) |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
THDA Sharepoint |
| IT-ABC Number: |
|
| Hardware Description: |
THDA maintains its own separate LAN/WAN infrastructure on-site at Parkway Towers, the systems are installed there on Dell servers in a VMware virtual environment. All images reside on a SQL (structured query language) back-end with the database housed on a Storage Area Network, which is replicated in real-time to the agency's DR (disaster recovery) warm-site located at S8RA Field office in Madison, TN. |
| Software Description: |
Microsoft SharePoint platform using Knowledge Lake -a document imaging, document capture and workflow solution designed specifically for Microsoft SharePoint. These software systems extended the agency's existing SharePoint environment into a comprehensive ECM (enterprise content management) solution that have enabled THDA to streamline operations, maintain regulatory compliance, and move towards the ultimate goal of complete content management. |
| System Location: |
404 James Robertson parkway, Parkway Towers, Nashville, TN and the Disaster Recovery warm-site location at S8RA Field office in Madison, TN. |
| Backup Procedures: |
THDA’s data protection routine consists of differential backups each Monday-Thursday, and full application and data backups performed each Friday. Two backup sets are created daily using the disk-to-disk-to-tape (D2D2T) methodology. The first backup set is stored on a SAS (serial attached scsi) direct-attached disk array (disk-to-disk) and the second is a duplication of the first set to a tape library equipped with dual LTO-5 (linear tape open) drives (disk-to-tape). The Information Technology department retains the disk-based copy for a period of one month, and the tapes are transported offsite daily by a third party, Iron Mountain. Additionally, THDA employs a one month tape rotation schedule to correspond with THDA’s business processes. An end-of-month full backup set is also archived at Iron Mountain facilities for a period of 12 months. |
| Disaster Recovery: |
THDA’s IT division employs a Certified Business Continuity Specialist who maintains and executes the agency’s Business Continuity Plan, which has been established and in place since 2008. |
| Data Migration Description: |
Overseen and conducted by THDA according to the agency's Business Continuity Plan. |
| Metadata Description: |
In SharePoint all index fields as well as division, program, and scan date, are identified by bar code in the scanning process, to effectively reduce the possibility of error. THDA captures metadata relative to an individual and/or business, i.e. SSN or Tax ID, as well as the month and date of the file relative to the business function. Additional index fields are sometimes defined and collected depending on business need or program specific information that the agency has determined is needed for accurate and timely document retrieval. IT ECM determined and designed the SharePoint taxonomy per division based on individual business processes and includes site collections, site columns, content types, and document libraries. |
