| Worksheet ID: |
2001 |
| Record Location: |
Andrew Jackson Building, 15th floor |
| File Arrangement: |
alpha and numeric |
| Media Format Generated: |
Both |
| Media Format Stored: |
Electronic: Raster Image |
| Date Range: |
2011 to current |
| Annual Accumulation: |
10 Megabyte electronic |
| Current Volume: |
50 Megabyte electronic |
| Record Value: |
Administrative, Fiscal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
5 |
| Past Year: |
0 |
| 2 - 5 Years: |
0 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
essential record stored electronically in agency database |
| Essential Record Media Type: |
Electronic |
| Confidential: |
Yes |
| Confidential Legal Citation: |
TCA 4-4-125 (Dissemination of social security numbers); TCA 10-7-504 (Confidential records -- exceptions) |
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
5 years |
| Agency Retention - Years Active: |
5 years |
| Agency Retention - Years Inactive: |
0 years |
| 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: |
Interlock ImageNow Workflow |
| IT-ABC Number: |
|
| Hardware Description: |
ImageNow is running on Microsoft Server 2008 R2 Virtual Server in the Treasury Production VMWare Environment at Datacenter North – Treasury Cage). |
| Software Description: |
Images are maintained in a MS SQL Server Database. |
| System Location: |
Servers are located in the Treasury Production VMWare Environment at Datacenter North – Treasury Cage). |
| Backup Procedures: |
The server is replicated to Peak 10 - Treasury's DR site. |
| Disaster Recovery: |
Detailed DR procedures for ImageNow application and database are located in the Treasury Recovery Planner.
This procedure is a prioritized process of enabling critical and essential applications first and then continuing through the priority list to less significant applications. Disaster Recovery begins with the utilization of the Treasury's Peak 10 site for both operations and data. If both OIR’s North Data Center and Treasury's Peak 10 are out of operation, new operations will begin by acquiring appropriate hardware and software from a third party supplier, and restoring data from the offline tape backups stored with the current vendor: Iron Mountain Incorporated. |
| Data Migration Description: |
Data Migration will occur when support for the existing file format moves from Current to Twilight or Obsolete, or when software or hardware systems changes require the movement of RDA electronic data from a specified format to a different file format. Annual reviews will be conducted by the Treasury Records Officer and the Treasury IT Staff. Documents maintained within ImageNow have an associated RDA date that the Retention Policy Manager in ImageNow will utilize to generate a yearly report or all documents that have reached the RDA date. Reports will be provided to the Treasury Records Officer and Treasury IT Director for various approval levels prior to a document being set to Obsolete. In the event of system upgrade or replacements, plans will be created and executed to migrate all data and documents to the new platform. |
| Metadata Description: |
Data associated with the Interlock documents are fields including but not limited to Payee, Account Number, Claim Number, and Payor. |
