| Worksheet ID: |
1986 |
| Record Location: |
312 Rosa L. Parks Avenue |
| File Arrangement: |
Alpha/Numeric |
| Media Format Generated: |
Electronic |
| Media Format Stored: |
Electronic: Other |
| Date Range: |
October 2000-Current |
| Annual Accumulation: |
1 TB |
| Current Volume: |
1.5 TB
|
| Record Value: |
Administrative, Historic |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
60 |
| Past Year: |
60 |
| 2 - 5 Years: |
60 |
| Over 5 Years:
|
60 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
No |
| Essential Record Stored: |
|
| Essential Record Media Type: |
|
| Confidential: |
No |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
0 years after cutoff |
| Agency Retention - Years Active: |
|
| Agency Retention - Years Inactive: |
|
| Records Center Retention Period: |
|
| Final Disposition after Retention Expires: |
Transfer to TSLA |
| Legal Citation: |
TCA 10-7-502 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
IE1819008WN001 |
| IT-ABC Number: |
|
| Hardware Description: |
HP SAN/NAS, HP DL Servers |
| Software Description: |
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server. Images are stored in jpeg and png format. Videos are stored in mp4 format. |
| System Location: |
TN Tower, 7th Floor Server Room – Replicated to Secretary of State Disaster Recovery Site |
| Backup Procedures: |
Incremental backup DAILY, full WEEKLY backup, full MONTHLY backup (all to tape). Backup tapes sent off site to Iron Mountain Vault |
| Disaster Recovery: |
In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers. If this is not an option due to the scope of the disaster, data would be retrieved from backup tapes previously sent to Iron Mountain. |
| Data Migration Description: |
The Information Services Division maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with the Information Services Division. |
| Metadata Description: |
File Name, Date Created, Format and Content Size
-Tags: People in photo, event, keywords
-File Location
-'Location' field (Nashville, State Capitol, Legislative Lounge/Library)
-Drop-down selector for Division
-Description field for more complete information
-Image/data type drop-down (picture, video, etc.)
Differentiate between images and graphics
-Check box of "Potential Blue Book Photo"
-"Duplicate" button
-'Need/Has/Doesn't Need Release' field
-'Pre-Approved' checkbox
'Used in ___' with check boxes for website, brochure, project, etc.
-Check box for 'Tre' if he is in photo
|
