| Worksheet ID: |
373 |
| Record Location: |
404 James Robertson Parkway Suite 1320
Nashville, TN 37243 Board Operation. |
| File Arrangement: |
Numeric |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
Current |
| Annual Accumulation: |
1 megabytes, 1 cu ft paper |
| Current Volume: |
10 megabytes, 4 cu ft paper |
| Record Value: |
Administrative, Historic, Legal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
4 |
| Past Year: |
0 |
| 2 - 5 Years: |
0 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Weekly |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
TRUE |
| Essential Record Stored: |
Records are stored electronically in Filenet at Board of Parole, Division of Board Operations, 404 James Robertson Parkway Suite 1300 Parkway Towers Building, Nashville, TN. Original paper record is sent to TN State Library and Archives after expiration of Governor term and after verifying electronic record. |
| Essential Record Media Type: |
Electronic |
| Confidential: |
Yes |
| Confidential Legal Citation: |
Rule 1100-01-01-15 of the TN Board of Parole; T.C.A. 40-28-119 AND 40-28-505. |
| Media Recommendation: |
Other |
| Media Recommendation Other: |
ECM Filenet |
| Agency Retention: |
Permanent(electronic) |
| Agency Retention - Years Active: |
|
| Agency Retention - Years Inactive: |
|
| Records Center Retention Period: |
|
| Final Disposition after Retention Expires: |
Transfer to TSLA |
| Legal Citation: |
TCA 40-27-101 through 40-27-110, 40-28-104, 40-28-106(c), 40-28-114, 40-28-126 and 40-28-128, 40-28-119 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
Enterprise Content Management (ECM) Filenet |
| IT-ABC Number: |
|
| Hardware Description: |
Utilize OIR Electronic system and data is stored on servers located at OIR Data Center North. Includes Content Engines, Process Engines and Application Engines |
| Software Description: |
Windows IBM Filenet Software, SQL Server and Websphere |
| System Location: |
South Data Center, 92 Eakley Avenue, Smyrna, TN 37167. |
| Backup Procedures: |
Hitachi device is located at the North Data Center and replicates to the South Data Center. North Data Center, 901 5th Avenue North, Nashville, TN 37243 Backups are conducted by OIR and takes place nightly. |
| Disaster Recovery: |
Board of Parole has a Disaster Recovery Plan. It is on file with OIR-Department of Finance & Administration Disaster plan to restore operations. |
| Data Migration Description: |
Electronic records will be transferred into OIR Enterprise Content Management's latest version according to OIR policy and guidelines. |
| Metadata Description: |
The Executive Clemency Application contains the offender name, number, and supporting documents. The length of the application is 598 MB and the format is high confidence level, but in Microsoft Word. |
