| Worksheet ID: |
2458 |
| Record Location: |
400 Deaderick Street, Citizens Plaza Building,15th Floor |
| File Arrangement: |
Numeric and program |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
1986-current |
| Annual Accumulation: |
12 cu. ft.
2 GB
|
| Current Volume: |
400 cu. ft. paper
14.3 GB |
| Record Value: |
Administrative, Legal |
| Audit Requirements: |
Both |
| Reference Frequency: |
| Current Year per Month: |
2 |
| Past Year: |
5 |
| 2 - 5 Years: |
2 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
US Department of Agriculture; US Department of Justice; US Department of Health and Human Services.
|
| Essential Record: |
No |
| Essential Record Stored: |
|
| Essential Record Media Type: |
|
| Confidential: |
Yes |
| Confidential Legal Citation: |
10-7-504 |
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
5 years |
| Agency Retention - Years Active: |
|
| Agency Retention - Years Inactive: |
|
| Records Center Retention Period: |
|
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
Tenn. Code Ann. § 4-5-319 (2016) |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
OGC (Office of General Counsel) FileNet system. |
| IT-ABC Number: |
|
| Hardware Description: |
Strategic Technology Solutions' (STS) FileNet system
|
| Software Description: |
FileNet is STS’ electronic storage/retrieval system. All software for maintaining the records series is maintained in accordance with the current standards of the Strategic Technology Solutions (STS). |
| System Location: |
Strategic Technology Solutions Data Center. |
| Backup Procedures: |
Daily. Backup procedures are reviewed and tested annually. |
| Disaster Recovery: |
The Agency has a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS; reviewed annually. |
| Data Migration Description: |
OGC documents are scanned via state FileNet Capture station and by uploading them via the FileNet interface. As the document is processed in FileNet Capture it uses a SQL Server database that is in sync with the metadata database in FileNet itself to ensure data is valid.
|
| Metadata Description: |
Program; Subject Matter; Document Type; Date Created; Plaintiff First Name; Plaintiff Last Name; Defendant First Name; Defendant Last Name; Case Docket Number; TCSES / Legal Control Number; DHS Attorney Assigned; External Attorney Assigned; County; OGC security access level; Historical (yes or no); audit elements such as date added, added by.
|
