| Worksheet ID: |
2357 |
| Record Location: |
500 James Robertson Parkway
Davy Crockett Tower, Nashville, TN 37423
Nashville, TN 37243 |
| File Arrangement: |
Numeric and Alpha |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic/Film |
| Date Range: |
1976-present |
| Annual Accumulation: |
2 terabytes
|
| Current Volume: |
1250 rolls of microfilm, 50 cubic ft, 254 GB
|
| Record Value: |
Administrative, Legal |
| Audit Requirements: |
Both |
| Reference Frequency: |
| Current Year per Month: |
5 |
| Past Year: |
4 |
| 2 - 5 Years: |
3 |
| Over 5 Years:
|
2 |
|
| Data Update Frequency: |
Yearly |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
NAS drive |
| Essential Record Media Type: |
Electronic |
| Confidential: |
Yes |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
One (1) year in paper format, and 20 (20) years in electronic format |
| Agency Retention - Years Active: |
N/A |
| Agency Retention - Years Inactive: |
20 years |
| Records Center Retention Period: |
19 |
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
Only certain records are confidential. Plans for government buildings and schools are confidential by T.C.A. § 10-7-504 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
Records are stored digitally on Enterprise Content Management (FileNet) and also on the 10700 GS NASCodesEnforcement NAS drive. |
| IT-ABC Number: |
Check with General Services for this information |
| Hardware Description: |
Records are stored on a NAS (Network Attached Storage) device and the FileNet storage device. The NAS device is accessed via a Network drive controlled by AD group policy. FileNet is accessed via a web interface along with a defined userid and password. |
| Software Description: |
The NAS device is accessed via a Network drive controlled by AD group policy. FileNet is accessed via a web interface along with a defined userid and password. Both are accessed via the state’s local area network (LAN). |
| System Location: |
Records are located in the State of Tennessee Data Center(s) and controlled by STS. |
| Backup Procedures: |
Daily Incremental tape backups (An incremental backup is a type of backup that only copies files that have changed since the last full backup.)Weekly Full-Backup – done once a week
o Monthly-Backup – once completed tape is sent to offsite storage
|
| Disaster Recovery: |
Restore from Incremental-Backup
Restore from weekly Full-Backup
Restore from monthly Full-Backup
|
| Data Migration Description: |
We have many rolls of microfilmed plans that have been digitized and are stored on an NAS drive. Once we have this RDA established, we should be able to destroy the microfilm and delete many of the old digitized scans. |
| Metadata Description: |
the digitized data is saved as a pdf, jpg, png, giif of variable length as a digitized document. |
