| Worksheet ID: |
211 |
| Record Location: |
Andrew Jackson Building, 15th floor |
| File Arrangement: |
alpha and numeric |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic/Film |
| Date Range: |
1980s to current |
| Annual Accumulation: |
50 Megabyte electronic |
| Current Volume: |
1 Gigabyte electronic |
| Record Value: |
Administrative, Fiscal, Legal |
| Audit Requirements: |
Both |
| Reference Frequency: |
| Current Year per Month: |
1 |
| Past Year: |
0 |
| 2 - 5 Years: |
0 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
U.S. Department of Justice |
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
essential record stored in agency in a 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); TCA 10-7-504(k) (Criminal Injuries Compensation) |
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
30 years |
| Agency Retention - Years Active: |
30 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: |
Gemini |
| IT-ABC Number: |
|
| Hardware Description: |
Gemini is a client side application. The Database is in Oracle 10g and resides in the OIR Shared Oracle environment. |
| Software Description: |
The database resided on an Oracle 10g server in the OIR Shared Oracle environment |
| System Location: |
OIR Shared Oracle environment in Data Center South |
| Backup Procedures: |
OIR will conduct backup procedures. These procedures consist of daily incremental backups and weekly total backups on the weekend. The back-up servers are Hitachi and EMC SANs. The process for Backing Up the data from OIR’s South Data Center is to mirror the information at OIR’s North Data Center, and then create a weekly backup tape that is currently stored by the Vendor: Iron Mountain Incorporated Iron Mountain Nashville 6005 Dana Way Nashville, TN 37013 800-899-4766 |
| Disaster Recovery: |
OIR conducts disaster recovery. 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 OIR’s North Data Center for both operations and data. If both OIR’s South Data Center and OIR’s North Data Center 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. 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: |
Records consist of files used by the Division of Claims Administration to determine the compensability of criminal injuries claims. Documents include, but are not limited to: claim forms, police reports, District Attorney reports, medical bills, and treatment notes. Record series also contains Sexual Assault Forensic Examination (SAFE) documents, including, but not limited to: claim forms, medical information, medical bills, reimbursement forms, and provider affidavits. This is a dynamic Oracle Database, and the data resides in an Oracle .dbf format. Content Size: 1 GB Location: South Data Center, located in Smyrna |
