| Worksheet ID: |
2388 |
| Record Location: |
Administrative Office of the Courts
511 Union Street, Suite 600
Nashville, TN 37219 |
| File Arrangement: |
Alpha |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
January 1, 1960 to current |
| Annual Accumulation: |
8 cubic feet and 0.5 gigabytes |
| Current Volume: |
25 cubic feet and 7 gigabytes
22 cubic feet of separated files |
| Record Value: |
Administrative, Legal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
40 |
| Past Year: |
230 |
| 2 - 5 Years: |
1000 |
| Over 5 Years:
|
3000 |
|
| Data Update Frequency: |
Yearly |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
Yes - Duplicate |
| Essential Record Stored: |
Original court system employee records are maintained in paper format for as long as the employee is actively serving the state. Upon separation from the state, the files are kept for 5 years in the Human Resource Managers office. After those 5 years, the file is scanned. An electronic duplicate is made and stored on the AOC server. The original is then destroyed. The records are kept on the server for 65 years and are then electronically purged from the system. |
| Essential Record Media Type: |
Electronic |
| Confidential: |
No |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
65 years |
| Agency Retention - Years Active: |
|
| Agency Retention - Years Inactive: |
|
| Records Center Retention Period: |
|
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
|
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
HRIS |
| IT-ABC Number: |
|
| Hardware Description: |
Windows Server 2008 R2, Standalone HP Server |
| Software Description: |
Oracle DB, .Net Windows application |
| System Location: |
Administrative Office of the Courts Data Center 511 Union Street, 5th Floor
Nashville, TN 37219 |
| Backup Procedures: |
Employing Veritas Netbackup data is backed up on the following schedule: complete backups occur on Fridays, differential backups are run Monday through Thursday, each week. Back up data is stored on EMC Data Domain disc storage. Data is replicated to remote second Data Domain nightly. |
| Disaster Recovery: |
Sufficient hardware and virtual capacity exists in both locations in order to redeploy stored data and permit continuity of operations in accordance with our disaster recovery plan. |
| Data Migration Description: |
HRIS data resides in an Oracle database and will be migrated, as needed, to other environments by the Administrative Office of the Courts Database Administration staff using Data Pump Export and Import. |
| Metadata Description: |
193 total fields for HR system data. Critical data elements include ssn, pos_num, last_name, first_name, mid_init, addr_line_1, city, state, zip, birth_date, anniv_date, hire_date, home_phone, office_phone, srvc_grp_code, emp_status, racf_id, person_class, marital_status, us_citizen, resign_date, term_date,sic_leave_bank_ind, ever_contact, emer_phone, ann_bal, sick_bal, comp_bal, parent_ssn, email, employee_id, tran_id, tran_type, hours, begin_time, end_time, request_date, requested_by, approved_by, approval_date, reason, disapprove_reason, status, class_code, pos_class, title, ot_type, grade |
