| Worksheet ID: |
2169 |
| Record Location: |
The records are located in the DHS County office for which the referral was assigned. |
| File Arrangement: |
Alpha |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
1990-current |
| Annual Accumulation: |
102 cu ft
27 gigabytes |
| Current Volume: |
610 cu ft.
162 gigabytes |
| Record Value: |
Administrative, Legal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
999 |
| Past Year: |
500 |
| 2 - 5 Years: |
100 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Weekly |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
Adult Protective Services (APS) maintains and stores the paper documents on site. Electronic data and images are maintained and stored by Strategic Technology Solutions (STS) data center. After the required retention records are destroyed according to state approved methods. |
| Essential Record Media Type: |
Electronic |
| Confidential: |
Yes |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
6 years 0 months |
| Agency Retention - Years Active: |
|
| Agency Retention - Years Inactive: |
|
| Records Center Retention Period: |
|
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
C.F.R. 45 164.522 - 530
T.C.A. 71-6-103 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
TNAPS (Tennessee Adult Protective Services) |
| IT-ABC Number: |
N/A |
| Hardware Description: |
The electronic records are permanently stored in folders on a Strategic
Technology Solutions (STS) VMWare Server. 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 multi-function devices and scanning the document using a coversheet from TNAPS using Lexmark Document Distributor software and a DHS .net web application. Documents may also be uploaded directly into TNAPS or generated by TNAPS. |
| System Location: |
Department of Human Services uses the TNAPS System. The electronic records are kept on a VMWare server 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: |
TNAPS documents are scanned via state mfp on the state network, uploaded from the TNAPS system itself or generated by TNAPS. The documents are stored in the folders on STS servers the FARAS.net application uses. The metadata captured at the time of scan is stored in a Microsoft SQL Server database and is never deleted. |
| Metadata Description: |
Person ID, Case ID, Referral ID, Investigation ID, OGS ID |
