| Worksheet ID: |
2131 |
| Record Location: |
The records are located in all 95 Statewide DHS county offices and with any State approved contracted Third Party Vendor. |
| File Arrangement: |
Alpha |
| Media Format Generated: |
Both |
| Media Format Stored: |
PAPER/ELECTRONIC |
| Date Range: |
Current |
| Annual Accumulation: |
3120 cbt ft
996 gigabytes |
| Current Volume: |
15,000 cbt ft
1 terabyte |
| Record Value: |
Administrative, Legal |
| Audit Requirements: |
Both |
| Reference Frequency: |
| Current Year per Month: |
999 |
| Past Year: |
500 |
| 2 - 5 Years: |
100 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Monthly |
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
USDA |
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
Eligibility records are maintained and stored on site. Electronic images are maintained and stored by Strategic Technology Solutions (STS) data center. After the required retention, records are destroyed according to sate approved methods. |
| Essential Record Media Type: |
Electronic |
| Confidential: |
Yes |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
5 years 0 months |
| Agency Retention - Years Active: |
|
| Agency Retention - Years Inactive: |
|
| Records Center Retention Period: |
|
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
45 CFR 92.42
7 CFR 272.1
DHS Rules Chapter 1240-01-13 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
FARAS (Family Assistance Document System ) |
| IT-ABC Number: |
|
| Hardware Description: |
The electronic records are permanently stored in folders on a Strategic
Technology Solutions (STS) VMWare server using SAN storage and also on an STS NAS device. Metadata is stored in a database on an STS server. All hardware for maintaining the records series shall be maintained in accordance with the current standards of STS.
|
| Software Description: |
Documents and their metadata are captured by using a monthly extract file from ACCENT (DHS system that has appointment and other client information), multi-function devices and scanning the document with a barcoded cover sheet or pressing the appropriate button on the multi-function device using Lexmark Document Distributor software, and a DHS .net web application. |
| System Location: |
Department of Human Services uses the FARAS Document System. The electronic record is kept on servers maintained and supported by STS at their Data Center. |
| Backup Procedures: |
Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually. |
| Disaster Recovery: |
The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually. |
| Data Migration Description: |
FARAS documents are scanned via state mfp on the state network to a folder on an STS server that the FARAS application uses. The metadata captured at the time of scan is stored in a Microsoft SQL Server database and is never deleted. The types of documents used by FARAS are:
Re-Application, Re-Application Verification, 6 Month No Change, 6 Month Change, 6 Month Change, Verification, Initial Application, Initial Application Verification, Change Report, Change Report Verification, Declination Claim Referral Form (COTS), COTS Verification
|
| Metadata Description: |
Metadata varies based on the document type. Below is a list a list of all possible
data elements; Client First Name, Client Middle Initial, Client Last Name, Social Security Number, ARAD, Recipient ID,
Case Number, Claim Number, Signed Date, Received Date, Appointment Datetime, Case Worker First Name, Case Worker Last Name, Case Worker, RACFID, Document Group, Document Type, County, District, FileName, TotalPages, FileSize, RacfID (required), Audit elements such as userid, varied by, date created, active, deleted, etc.
|
