| Worksheet ID: |
2175 |
| Record Location: |
2nd Floor, Tennessee Tower, Parking Office |
| File Arrangement: |
By Year |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
2011 to current |
| Annual Accumulation: |
Electronic: 1 GB |
| Current Volume: |
Paper: 4 Cu.Ft.
Electronic: 2 GB |
| Record Value: |
Administrative, Fiscal, Legal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
30 |
| Past Year: |
15 |
| 2 - 5 Years: |
5 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
Shared State Server |
| Essential Record Media Type: |
Electronic |
| Confidential: |
No |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
5 |
| Agency Retention - Years Active: |
|
| Agency Retention - Years Inactive: |
|
| Records Center Retention Period: |
0 |
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
T.C.A. 4-3-1105 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
Parking Office (\\\\ag03sdcwf00525\\\\STREAM) |
| 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, the second copy to a data domain 890 for backups, and a L700 storage tek tape library for offsite storage on a monthly basis. |
| Disaster Recovery: |
Backup media is stored at Iron Mountain. "Restore" process is via a Help Desk Ticket. If it's 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. There is a cost for an emergency delivery. |
| Data Migration Description: |
General Services Parking Files are in Paper/ Electronic format each will remain in their respective format. The goal of this migration is to scan and convert all Paper Records to Electronic Files by January 2017 and to gather all of the Electronic Parking data files into a single location for storage, easy retrieval and to aid the archival and research process. The migration strategy is to create a common folder structure on the STREAM Share Drive and have all Parking Office Staff utilize this structure. The existing electronic Parking Office Files will be worked into the new structure. Once the Parking Office Files have met their retention period, both electronic and paper files will be destroyed. |
| Metadata Description: |
Name, Date, and File type. The data sets related to the Parking Office Files are, but not limited to Excel, Word, Text, PDF, DWG, MS Project Files, pictures, Image Files (TIFF etc.) and email exports. Any electronic file that is relevant to Parking Office Files will be in the folder structure. |
