| Worksheet ID: |
2058 |
| Record Location: |
312 Rosa L. Parks Avenue, 3rd Floor, DGS-STREAM File Room and State Record Center |
| File Arrangement: |
Numeric |
| Media Format Generated: |
Electronic |
| Media Format Stored: |
Electronic/Film |
| Date Range: |
1930 to current |
| Annual Accumulation: |
Microfilm 85 rolls, Electronic 5 gigabytes |
| Current Volume: |
Microfilm 1,786 rolls, Electronic 21 gigabytes |
| Record Value: |
Administrative, Fiscal, Legal |
| Audit Requirements: |
Both |
| Reference Frequency: |
| Current Year per Month: |
2 |
| Past Year: |
1 |
| 2 - 5 Years: |
1 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Yearly |
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
Veterans Affairs, FCC, EPA-TDEC, Forestry-Department of Interiors, TOSHA, OSHA, Labor & Workforce. |
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
State Record Center |
| Essential Record Media Type: |
Microfilm |
| Confidential: |
No |
| Confidential Legal Citation: |
|
| Media Recommendation: |
|
| Media Recommendation Other: |
|
| Agency Retention: |
1 |
| Agency Retention - Years Active: |
0 |
| Agency Retention - Years Inactive: |
0 |
| Records Center Retention Period: |
permanent |
| Final Disposition after Retention Expires: |
Keep as Electronic |
| Legal Citation: |
|
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
(A) GS_STREAM (\\\\\\\\10.172.13.229)(N:) NAS Drive, (B) STREAM (\\\\\\\\ag0319006wf525)(H:) |
| IT-ABC Number: |
|
| Hardware Description: |
(A) Oracle NAS storage,
(B) Solaris 10 Master Server |
| Software Description: |
(A) Oracle NAS appliance,
(B) Netbackup 6.5.6 backup software |
| System Location: |
(A) Data Center North-Primary,
(B) Data Center North-Primary, Data Center South for secondary (copy 2 for ag0319006wf525) |
| Backup Procedures: |
(A) An incremental backup is taken once a day and maintained for one month. A full backup is taken once a month and sent offsite for 7 years. Backups are straight to tape.
(B) 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, the second copy to a data domain 890 for backups, and a L700 storage tek tape library for offsite storage on a monthly basis.
|
| Disaster Recovery: |
Both (A) and (B) Drives are the same process.
Backup media is stored at Iron Mountain. "Restore" process is via a Help Desk Ticket. If it's 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. There is a cost for an emergency delivery.
|
| Data Migration Description: |
Record Documents are in Electronic/Microfilm format each will remain in their respective format. The goal of this migration is to convert all existing and future Microfilm in to Digital Format and to gather into a single location for storage, efficient retrieval and to aid the archival and research process. The migration strategy is to create a common folder structure on the STREAM Share Drive and have all Capital Project Staff utilize this structure. Record Documents both electronic and microfilm will be retained permanently. |
| Metadata Description: |
Name, Date, and File type. The data sets related to Record Documents are, but not limited to PDF, .DWG, AutoCAD, pictures, Image Files (TIFF etc.). |
