| Worksheet ID: |
2721 |
| Record Location: |
State Data Center North
State Data Center South |
| File Arrangement: |
Alphabetic |
| Media Format Generated: |
Both |
| Media Format Stored: |
Electronic: Sconpreadsheet/Database |
| Date Range: |
March 24, 2014 - current. |
| Annual Accumulation: |
3.3 Gigabytes |
| Current Volume: |
30 Gigabytes |
| Record Value: |
Administrative, Legal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
353 |
| Past Year: |
4238 |
| 2 - 5 Years: |
0 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
Yes - Duplicate |
| Essential Record Stored: |
The original is scanned and returned to the customer upon filing. The image is stored in the TN-BEAR system permanently. |
| Essential Record Media Type: |
Electronic |
| Confidential: |
No |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
Permanent |
| Agency Retention - Years Active: |
0 |
| Agency Retention - Years Inactive: |
0 |
| Records Center Retention Period: |
0 |
| Final Disposition after Retention Expires: |
Keep as Electronic |
| Legal Citation: |
Pursuant to the Hague Convention of 5 October 1961 Abolishing the Requirement of Legalization for Foreign Public Documents. |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
TN-BEAR (Tennessee Business Entity & Annual Report) System |
| IT-ABC Number: |
|
| Hardware Description: |
The database and application server are hosted on virtual servers hosted in the State's data centers. |
| Software Description: |
The Software is built using current Microsoft technologies, to collect and record details, generate and store a digital image of records, monitor the status and history of records and provide search/reporting/correspondence capabilities relating to the stored records. |
| System Location: |
State Data Center North
State Data Center South |
| Backup Procedures: |
The database is backed up to disk and then backed up to tape. The tape is stored off-site. The database log is backed up every five minutes, the database is backed up every hour. |
| Disaster Recovery: |
The database is restored from the most recent known good backup. |
| Data Migration Description: |
Records are maintained permanently in the TN-BEAR system. |
| Metadata Description: |
All details entered on an Apostille or Authentication Request are stored in a data table, along with record specific details like a record identification number, image locator number, filing date. A digital image of the request is also stored. |
