| Worksheet ID: |
2816 |
| Record Location: |
Central Office |
| File Arrangement: |
Alpha Numeric |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
1950 to Current |
| Annual Accumulation: |
2 cu. ft, 5MB |
| Current Volume: |
72 cu ft. 75MB |
| Record Value: |
Administrative |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
25 |
| Past Year: |
15 |
| 2 - 5 Years: |
10 |
| Over 5 Years:
|
5 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
Central Office |
| Essential Record Media Type: |
Paper |
| 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: |
|
| Legal Citation: |
|
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
TDOC Policies |
| IT-ABC Number: |
|
| Hardware Description: |
WINDOWS VIRTUAL SERVER PROVIDED BY STS |
| Software Description: |
WINDOWS SERVER 2012 R2 |
| System Location: |
STS SOUTH DATA CENTER |
| Backup Procedures: |
Data on server is backed up nightly, Filelevel and VMDK backups are backed up locally and replicated to the other datacenter for 30days |
| Disaster Recovery: |
Once a week agency does VMDK backup. BI01SDCWF00001 gets its VMDK backup on Sunday morning at 7pm. If agency needs the complete server restored due to a server failure or software failure, agency can restore the server from the VMDK backup back to how the server was on the following Sunday |
| Data Migration Description: |
The records within the database will be migrated to another electronic application when it is determined the existing system no longer meets the requirements of the Tennessee Department of Correction and another electronic application is developed or purchased. At that time, TDOC IT staff will coordinate with the vendor/software supplier to map data exchanges between the current application and the new application. Data conversion will be required in order to format the current data values into the format required by a replacement software system. Preserving the data integrity is the highest priority when migrating the information from one application to another, to ensure the value of the data is not lost in the process. |
| Metadata Description: |
Content Subject/Title: TDOC Policies Consists of PDFs indexed by policy number with links to each policy. STS South Data Center |
