| Worksheet ID: |
2761 |
| Record Location: |
Records Officer has a listing of all records locations for these records |
| File Arrangement: |
alpha and numeric |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
1940 to current |
| Annual Accumulation: |
10 GBs
400 cu. ft. |
| Current Volume: |
40 GBs
1200 cu. ft |
| Record Value: |
Administrative |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
99 |
| Past Year: |
99 |
| 2 - 5 Years: |
99 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Yearly |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
No |
| Essential Record Stored: |
|
| Essential Record Media Type: |
Electronic |
| Confidential: |
Yes |
| Confidential Legal Citation: |
|
| Media Recommendation: |
|
| Media Recommendation Other: |
|
| Agency Retention: |
|
| Agency Retention - Years Active: |
|
| Agency Retention - Years Inactive: |
|
| Records Center Retention Period: |
|
| Final Disposition after Retention Expires: |
|
| Legal Citation: |
TCA 49-6-5002 and Family Educational Rights and Privacy Act (FERPA) |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
Education Information System (EIS) Production |
| IT-ABC Number: |
|
| Hardware Description: |
TN Department of Education uses both the frontend webserver to host the EIS web application named the K12 Web, IP: 10.15.76.29, box names ca01ndcww00005 and ca01sdcww00005. This uses Intel(R) Xeon(R) CPU E7- 8837 @ 2.67GHz, Quad Core processers. 32.0GB of RAM and a 64-bit Operating System, x64-based processor. And backend database Oracle Server known as EIS (Education Information System) This is a 2-node Oracle RAC cluster 11.2.0.3 using EL5: 5.X (Build:2.6.18.128) ASM, ASM rpms. |
| Software Description: |
TN Department of Education K12 server runs Windows Server 2012 Enterprise 64- Bit R2 or later with these software packages for each portion of the enterprise software application. The Oracle database currently runs Red Hat Enterprise Linux. |
| System Location: |
Both systems are in Strategic Technology Solutions (formerly Office of Information Resources) South Data Center located in Smyrna Tennessee hosts the servers that will be utilized for the storage to comply with Statewide and TDOE Electronic Records Policy. |
| Backup Procedures: |
The K12 frontend web server is backed up between the north and south Strategic Technology Solutions (formerly Office of Information Resources) data centers, as well as, Strategic Technology Solutions (formerly Office of Information Resources) backups. These procedures consist of daily incremental backups, and weekly total backups on the weekend. The process for backing up data from Strategic Technology Solutions (formerly Office of Information Resources) South Data Center is to mirror the information at the Strategic Technology Solutions (formerly Office of Information Resources) North data Center, and then create a monthly back up tape that is then transported to Iron Mountain. The NetBackup module for Oracle is integrated with Oracle native backup tool RMAN (Recovery Manager) to perform Oracle database backup/recovery function and is backed up nightly. |
| Disaster Recovery: |
"Data replication. All data components are backed up nightly via EMC Avamar provided by STS: file level and VM and VMDK. Then monthly all contents are transferred to a tape drive and transported to a secondary site. Another type of replication is the more common case, the data is replicated continuously as needed. Disaster recovery begins with the utilization of the Strategic Technology Solutions (formerly Office of Information Resources) North Data Center for both operations and data. If both Strategic Technology Solutions (formerly Office of Information Resources) north and south data centers are out of operation, new operations will begin by acquiring appropriate hardware and software from a third party supplier and restoring data from the offline tape backups stored. " |
| Data Migration Description: |
Migrate the data from the source environment. Analyze the converted deployment data set for potential errors that could occur during the import and for the impact on the destination environment. Backing up data is necessary during this process |
| Metadata Description: |
Contains documents related to, but not limited to requisitions for regular diplomas and equivalencies filed by system, school, then date. Information required is graduation date, school, district, city, county and name of student. |
