| Worksheet ID: |
2145 |
| Record Location: |
Davy Crockett |
| File Arrangement: |
Alpha |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
2008 - current |
| Annual Accumulation: |
1 cu. ft.
Electronic scanning will begin June 2016 |
| Current Volume: |
28 cu. ft.
Electronic scanning will begin June 2016 |
| Record Value: |
Administrative, Fiscal, Legal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
60 |
| Past Year: |
30 |
| 2 - 5 Years: |
10 |
| Over 5 Years:
|
5 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
Davy Crockett/State Records Center |
| Essential Record Media Type: |
Paper |
| Confidential: |
No |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
5 |
| Agency Retention - Years Active: |
1 |
| Agency Retention - Years Inactive: |
0 |
| Records Center Retention Period: |
4 |
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
NO |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
MVM (\\\\\\\\AG03SDCWF00525) (H:) |
| IT-ABC Number: |
none |
| Hardware Description: |
Solaris 10 Master Server |
| Software Description: |
Netbackup 6.5.6 backup software |
| System Location: |
Data Center North-Primary, Data Center South for secondary (copy 2 for ag03SDCWF00525) |
| Backup Procedures: |
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 ag03SDCWF00525 are Linux Red Hat. We use data domain 890 and the second copy to a data domain 890 for backups and a L700 storage tek tape library for offsite storage on Monthly backups. |
| Disaster Recovery: |
Backup media is stored at Iron Mountain \"Restore\" process is via a Help desk ticket. If it is 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. The cost for an emergency run is $150.00. |
| Data Migration Description: |
The MVM Vehicle Files will be scanned into PDF format and will be placed into a separate, controlled folder on the MVM shared drive. The folder will be restricted and will be backed up on a regular basis. The electronic version of the files will be accessible and maintained by the MVM staff. MVM will follow internal procedures in creation, access and modification of the electronic records. At the end of the Cutoff period the Electronic MVM Vehicle files will be retained for the said retention period, then destroyed.
|
| Metadata Description: |
The data sets related to MVM Vehicle Files are, but not limited to Excel, Word, Text, PDF Images, MS Project files, pictures, Image files (TIFF, DWG etc.) and email exports. Any electronic file that is relevant to MVM Files will be stored in the folder. |
