| Worksheet ID: |
1936 |
| Record Location: |
24th Floor of the William R. Snodgrass Tennessee Tower. |
| File Arrangement: |
Numeric |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
1980 to Current |
| Annual Accumulation: |
Paper - 6 cu.ft. |
| Current Volume: |
Paper - 115 cu.ft. |
| Record Value: |
Administrative, Fiscal, Legal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
600 |
| Past Year: |
300 |
| 2 - 5 Years: |
150 |
| Over 5 Years:
|
75 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
24th Floor of the William R. Snodgrass Tennessee Tower or state records center |
| Essential Record Media Type: |
Paper |
| Confidential: |
No |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Microfilm |
| Media Recommendation Other: |
|
| Agency Retention: |
The Record series is to be maintained in the Agency for 1 years after the termination of the Lease (including any Lease extensions). |
| Agency Retention - Years Active: |
1 |
| Agency Retention - Years Inactive: |
0 |
| Records Center Retention Period: |
6 |
| Final Disposition after Retention Expires: |
Convert to Microfilm |
| Legal Citation: |
T.C.A. 12-2-108, 10-7-303 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
ag0319006wf525 - STREAM share (all shared drives are backed up in this manner) |
| IT-ABC Number: |
None |
| Hardware Description: |
Solaris 10 Master Server |
| Software Description: |
Netbackup 6.5.6 backup software. |
| System Location: |
Data Center North-Primary, Data Center South for secondary (copy 2 for ag0319006wf525) |
| Backup Procedures: |
Backup is conducted everyday. Full backup on Friday, Incremental backups Saturday - Thursday Data Domain disk storage is the backup media. All backups are on disk for 30 days and duplicated between the two data centers. Once a month around the last weekend of the month on a Friday the Full backup is vaulted to tape which is an LT04 tape. Media servers that backup ag0319006wf525 are Linux Red Hat. We use data domain 890 and the second copy to a data domain 890 for backups and a L700 storage tek tape library for offsite storage on Monthly backups. |
| Disaster Recovery: |
Backup media is stored at Iron Mountain "Restore" process is via a Help desk ticket. If its 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. |
| 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 Leasing data 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 structure on the STREAM Share drive and have all participating people and agencies utilize this structure on a go-forward basis. The existing electronic Leasing project files will also be worked into the new structure for completeness. Once the Leasing files have been microfilmed at the end of their Retention Period, the electronic archived files will be destroyed along with the paper files. |
| Metadata Description: |
The data sets related to Leasing Files are, but not limited to Excel, Word, Text, PDF, MS Project files, pictures, Image files (TIFF etc.) and email exports. Any electronic file that is relevant to Leasing Files will be stored in the folder structure. |
