| Worksheet ID: |
2440 |
| Record Location: |
TDHS State Office |
| File Arrangement: |
Program, Year, Alpha |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
2002 - Current |
| Annual Accumulation: |
10 cubic feet/.10 GB for Database and 20 MB per year for archived files |
| Current Volume: |
75 cubic feet/.57 GB of Database and 170 MB of archived file storage. |
| Record Value: |
Administrative, Legal |
| Audit Requirements: |
Both |
| Reference Frequency: |
| Current Year per Month: |
999 |
| Past Year: |
500 |
| 2 - 5 Years: |
100 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
Federal Bureau of Investigation (FBI) |
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
TDHS-Office of Inspector General (OIG)- Background Investigations Unit |
| Essential Record Media Type: |
Paper |
| Confidential: |
Yes |
| Confidential Legal Citation: |
IRS Publication 1075, TDHS Administrative Policies and Procedures: 2.06 |
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
10 years |
| Agency Retention - Years Active: |
|
| Agency Retention - Years Inactive: |
|
| Records Center Retention Period: |
|
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
IRS Publication 1075, TDHS Administrative Policies and Procedures: 2.06
|
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
BacTrak (Background Check and Tracking System) |
| IT-ABC Number: |
|
| Hardware Description: |
The electronic records are permanently stored in a schema within a database hosted by STS in their Shared Oracle environment. That environment is hosted on a physical server located in the State of Tennessee Data Center. All hardware for maintaining the records is maintained in accordance with current STS standards. |
| Software Description: |
Notifications are created during the background check process and created using various templates based on the findings returned by the background check. The BacTrak application is a Java application hosted on a JBoss/Red Hat Linux VM server. |
| System Location: |
The database schema containing all electronic records is kept on servers maintained and supported by STS at State Data Centers. |
| Backup Procedures: |
Backup procedures shall be maintained in accordance with current STS Data Center Operations policy. |
| Disaster Recovery: |
A detailed Disaster Recovery Plan for BacTrak exists in accordance with current STS standards. It is reviewed annually. The Disaster Recovery Plan for the Shared Oracle environment is maintained by the STS Database Operations team. |
| Data Migration Description: |
When the user indicates that a notification is to be printed, they select a template and based on case data the appropriate template is generated and stored in the system. The types of documents include (but not limited to): No Findings/OK to Work Letter, No Findings and OK to Drive Letter, No Findings and Not OK to Drive Letter, and Findings/Not OK to work letter. |
| Metadata Description: |
Metadata varies based on the notification template. Any data that may populate a template is located in a database table within the same database schema. Below is a list of possible data elements; Employee First Name, Employee Middle Initial, Employee Last Name, Social Security Number, Printed Date, and Findings Category. |
