| Worksheet ID: |
230 |
| Record Location: |
312 Rosa Parks Avenue 15th floor Nashville |
| File Arrangement: |
Numerical |
| Media Format Generated: |
Paper |
| Media Format Stored: |
Electronic: Text |
| Date Range: |
1970 to current |
| Annual Accumulation: |
42 cu ft |
| Current Volume: |
1,100 cu ft |
| Record Value: |
Administrative, Fiscal, Legal |
| Audit Requirements: |
Both |
| Reference Frequency: |
| Current Year per Month: |
150 |
| Past Year: |
100 |
| 2 - 5 Years: |
20 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
|
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
Federal Environmental Protection Agency |
| Essential Record: |
No |
| Essential Record Stored: |
|
| Essential Record Media Type: |
|
| Confidential: |
No |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Other |
| Media Recommendation Other: |
Electronic Oracle Database |
| Agency Retention: |
15 years |
| Agency Retention - Years Active: |
|
| Agency Retention - Years Inactive: |
|
| Records Center Retention Period: |
0 years |
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
Rules Chapter 1200-03-09-.02(11)(a) 10 years active and 40 CFR SECTION 70.6(a)(3)(ii)(B)5 years inactive. |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
Division of Air Pollution Control - Smog Log |
| IT-ABC Number: |
BGABG-6 |
| Hardware Description: |
Oracle NAS (Networked Attached Storage) managed by OIR. Raid 6 system with 40 TerraBytes of space. OIR Fiber SAN managed by OIR. This is the OIR mandated storage medium and backed up through Enterprise Backups. |
| Software Description: |
Oracle Database Enterprise 11.2.3 NAS mounted and managed through Windows CIFS (Common Internet File System) Expected to use PDF and TIFF file formats. Oracle Exports and Hot online backups are used to backupthe data SAN storage from where it is backed up to the Enterprise backups. Expected to use DOC, DOCX, XLS, XLX, PDF, and TIFF file formats. |
| System Location: |
OIR Data Center South |
| Backup Procedures: |
NAS stores 31 daily snapshots. In addition, full backups are taken monthly with incremental backups taken daily. The monthly backups are stored off-site for seven years. With both methods considered, we can restore to any of the past 31 days if the file(s) existed during the time of either the snapshot or the backup, to one of the full monthly backups from up to seven years prior.
Oracle Database is run in archive log mode and all redo logs are backed up daily. Hot backup of all data files are done on weekends. |
| Disaster Recovery: |
Recovery Procedure: Helpdesk tickets to OIR as "Priority 1" can restore file(s) in 2 hours time if restoring to a point within the past 31 days. If later (as tapes must come from off-site) expected "Priority 1" recovery time is 5 hours.
Major Disaster Recovery: OIR has a written policy on how to handle major disaster recovery. In summary: Order new hardware if required. Receive, configure and verify setup and connect ability. Install required software to restore from image files and/or tapes. Inventory media and image files, restore. |
| Data Migration Description: |
Select users in each agency, along with (temporarily) General Services personnel, have the ability to scan and write documents to the NAS. Managed by Active Directory Groups. |
| Metadata Description: |
Windows Extended Attributes: filename, format, creation time and date, last modified time and date, and owner/creator are all available. |
