| Worksheet ID: |
1988 |
| Record Location: |
220 French Landing, field offices, |
| File Arrangement: |
Alpha |
| Media Format Generated: |
Both |
| Media Format Stored: |
Electronic: Other |
| Date Range: |
July 1st 2014 - present |
| Annual Accumulation: |
Estimated amount is 150GB elec. files and 12 cu ft paper |
| Current Volume: |
54.5 GB elec files
7 cu. ft. paper |
| Record Value: |
Fiscal, Legal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
2 |
| Past Year: |
24 |
| 2 - 5 Years: |
0 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Weekly |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
No |
| Essential Record Stored: |
Electronic files and copies of paper documents are stored in the Division\\\\\\\'s Document Management System. |
| Essential Record Media Type: |
Electronic |
| Confidential: |
No |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
5 years |
| Agency Retention - Years Active: |
5 years |
| Agency Retention - Years Inactive: |
0 |
| Records Center Retention Period: |
N/A |
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
N/A |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
SmartSearch by Square-9 v 4.0.0.0 |
| IT-ABC Number: |
CG13WC001 |
| Hardware Description: |
Electronic content software is running on a Windows Server 2012 R2 server virtual guest on VMWare. The VMWare server is connected via fiber optic cable to a storage area network where all data resides. The virtual server and SAN storage are replicated for business continuity in the event of a disaster or outage. |
| Software Description: |
SmartSearch by Square-9 v 4.0.0.0 |
| System Location: |
Data Center South (92 Weakley Lane, Smyrna, TN) |
| Backup Procedures: |
The Office for Information Resources uses Symantec’s Enterprise Netbackup Server version 7.5 currently to backup systems. The latest and last update to version 7.5 is release update 7 (version 7.5.0.7) All core operating systems, applications, databases and data are backed up unless otherwise instructed by the System Administrator. All servers unless requested otherwise, receive a backup directive in Netbackup termed ‘All local disks’ which backs up all local drives except for those that use removable media. The following drives are not backed up: floppy disks, CD-ROMs, and any drives that are located on remote systems but mounted on a system through the network.
All files are selected to be backed up on the servers, however in certain cases some files cannot be (such as files that are in use by users, open and active databases, etc). If the server is Windows based, we have the ability to enable an open file backup option for the server. This functionality uses Microsoft’s Volume Shadow Copy Service (VSS) to create a disk volume snapshot to backup open files. The open file agent works well for office files such as spreadsheets and documents, but still cannot completely backup items such as active databases. If the OIR hosted server is a database server, please make sure you are backing up your databases to flat files which can be picked up easily by Symantec Netbackup.
The standard OIR backup policy schedule instructs all servers to run incremental backups daily. This incremental backup is smaller in size and backs up all files that have changed since the previous night’s backup. On the last Friday of the month, all servers perform a Full system backup. This full backup backs up all files on the server regardless of when the files were last modified or previously backed up. The timeframe for both daily and monthly backup jobs occurs no earlier than 6:00pm daily.
The daily incremental backup policy is followed every day (Monday through Sunday) until the last weekend of the month. During the last Friday of every month – a full backup is done which we refer to as the ‘Monthly backup’. This monthly (full) backup is a normal full system backup that is kept offsite on tape for seven (7) years at Iron Mountain. Incremental backups are only kept for a period of 30 days since most restores usually occur from that time period. Since all backups within 30 days are kept onsite on faster disk storage, restores can be completed very quickly. If a restore is needed from 3 weeks ago, the data is from that particular day and the data is onsite at the datacenter. If a restore is requested from 3 months ago, we will recall that server’s monthly backup tape and the data will be from the last full (Friday) from that particular month. |
| Disaster Recovery: |
For disaster recovery purposes, both daily incremental and weekly full backup images stored locally on fast disk storage systems for 30 days are replicated to the alternate datacenter. So, when a backup occurs overnight to a server at the north datacenter – that same backup image is replicated to the fast disk storage units at datacenter south (and vise versa). |
| Data Migration Description: |
These electronic records will remain on the state network in the SANS shared environment until which time the software would be replaced. At that time, a conversion plan would be outlined and the records would be migrated to a new system prior to the sunset of the existing system. |
| Metadata Description: |
There are 115 different searchable fields within the Smart Search application. A few examples would be claimant name, company name, injury date, document type, and document format. |
