| Worksheet ID: |
208 |
| Record Location: |
TDOC Central Office: 320 6th avenue north, Nashville, TN 37243 and TSP Archive Building, 100 Bomars Nashville, TN 37219 |
| File Arrangement: |
TDOC TOMIS ID # |
| Media Format Generated: |
Paper |
| Media Format Stored: |
Paper/Electronic/Film |
| Date Range: |
1900 - current |
| Annual Accumulation: |
860 cu ft, 170GB, 0 microfilm rolls |
| Current Volume: |
5100 cu ft, 1731GB, 60 microfilm rolls |
| Record Value: |
Administrative, Legal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
999 |
| Past Year: |
999 |
| 2 - 5 Years: |
500 |
| Over 5 Years:
|
300 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
Any prison or correctional facility; State or Federal Department; Probation or Parole offices; County jails; Background Investigation Agencies; and in compliance with public recrods requests |
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
Original paper is kept in agency until imaged. Digital Image is uploaded to Filenet electronic content management system creating an electronic record. |
| Essential Record Media Type: |
Electronic |
| Confidential: |
Yes |
| Confidential Legal Citation: |
TCA 10-7-504 (8) |
| Media Recommendation: |
Other |
| Media Recommendation Other: |
Scan to Filenet |
| Agency Retention: |
50 years |
| Agency Retention - Years Active: |
|
| Agency Retention - Years Inactive: |
50 years |
| Records Center Retention Period: |
0 |
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
TCA 10-7-504 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
Filenet |
| IT-ABC Number: |
|
| Hardware Description: |
SQL Server |
| Software Description: |
Word based program; Capture |
| System Location: |
OIR |
| Backup Procedures: |
a job is run nightly that creates a backup of the individual databases. Two days of backups are kept on the Server. OIR backs up the server on nightly bases which includes the current two days of backups for each database |
| Disaster Recovery: |
Back up data will be used to restore application information to server. |
| Data Migration Description: |
The records within the database will be migrated to another electronic application when it is determined the existing system no longer meets the requirements of the Tennessee Department of Correction and another electronic application is developed or purchased. At that time, TDOC IT staff will coordinate with the vendor/software supplier to map data exchanges between the current application and the new application. Data conversion will be required in order to format the current data values into the format required by a replacement software system. Preserving the data integrity is the highest priority when migrating the information from one application to another, to ensure the value of the data is not lost in the process.
|
| Metadata Description: |
Content Subject/Title: Filenet applicaton consists of electronic offender information data. Format: Filenet data is stored in an electronic database. |
