| Worksheet ID: |
603 |
| Record Location: |
The records are located at statewide Vocational Rehabilitation offices and facilities. |
| File Arrangement: |
Alpha and Numeric |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
1990 to Current |
| Annual Accumulation: |
288 cu. ft.
50 gigabytes |
| Current Volume: |
1444 cu. ft.
4.17 gigabytes. |
| Record Value: |
Administrative, Legal |
| Audit Requirements: |
Both |
| Reference Frequency: |
| Current Year per Month: |
999 |
| Past Year: |
500 |
| 2 - 5 Years: |
100 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Weekly |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
VR maintains the paper documents. Electronic data and images are maintained at Strategic Technology Solutions (STS) Data Center. After the required retention period, records are destroyed according to state approved methods. |
| Essential Record Media Type: |
Electronic |
| Confidential: |
Yes |
| Confidential Legal Citation: |
T.C.A. 49-11-13 and 34C.F.R. 341.38 |
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
5 years 0 months |
| Agency Retention - Years Active: |
|
| Agency Retention - Years Inactive: |
|
| Records Center Retention Period: |
|
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
T.C.A. 49-11-13 and 34C.F.R. 341.38 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
Vocational Rehab TRIMS (Tennessee Rehabilitation Information Mgt System) |
| IT-ABC Number: |
|
| Hardware Description: |
The electronic records are permanently stored in Strategic Technology Solutions(STS)FileNet system. All hardware for maintaining the records series shall be maintained in accordance with the current standards of(STS). Before documents are stored in FileNet they are stored on an STS VmWare server in a folder and the metadata is stored in a database on an STS server. |
| Software Description: |
FileNet is STS’ electronic storage/retrieval system. All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS. Before documents are stored in FileNet the document and its metadata are captured one of two ways; 1) using multi-function devices and scanning the document with a barcoded cover sheet using Lexmark Document Distributor software or 2) uploading the document via DHS .net web application. TIF, TIFF, and PDF are the acceptable file types as of the date of this document, 12-15-2015. NOTE: Filenet Object Store is “DHS” Filenet Document Class is “Voc Rehab” |
| System Location: |
Department of Human Services uses the TRIMS system. The electronic record is kept on servers maintained and supported by STS (Strategic Technology Solutions) at their Data Center. STS servers used before documents are stored in FileNet are also located at STS Data Centers. |
| Backup Procedures: |
Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually. |
| Disaster Recovery: |
The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually. |
| Data Migration Description: |
TRIMS documents are scanned via state mfp on the state network or uploaded via state .net intranet web application to a folder on an STS server that the TRIMS application points to for documents that are available to be attached to a case in TRIMS. As the document is attached to a case it is moved from the STS server to the Filenet Repository. The metadata captured at the time of scan or upload is stored in a Microsoft SQL Server database and is never deleted, not even for documents that are not attached to a TRIMS case. The document on the STS server is deleted after it is moved to Filenet. Documents uploaded or scanned to the STS folder are automatically deleted after two weeks from the date they were uploaded or scanned if they are not attached to a TRIMS case. |
| Metadata Description: |
SQL Server before FileNet Primary Key (required) Filename (required; VRDoc_racfid_mmddccyy_hhmmsssss.pdf) Content Type (required; application/pdf for all rows) FileSize(optional) Document Source (required; 1 for MFP, 2 for Uploaded, 3 for FAX) ConvertedToOCRFlag (required; true or false) ConvertedToOCRDate(optional; date converted to OCR (the datetime it was visible to TRIMS) OCRPageBegin (required; beginning page of source doc to use) OCRPageEnd (required; ending page of source doc to use) PrinterIP (optional; NULL if uploaded, IP of MFP if not uploaded) VerifiedFlag (required; true or false) VerifiedDate (optional; date of verification) VerifiedBy (optional; WinService or NULL) CreatedDate (required; datetime row created) CreatedBy (required; racfid) ModifiedDate (required; same as CreatedDate) ModifiedBy (required; same as CreatedBy) DeletedFlag (required; true or false) DeletedDate (optional; date of deletion) DeletedBy (optional; ADMIN or NULL) ActiveFlag (required; true or false) FileNet GUID (each document has a unique GUID) RACFID Other audit elements such as date added, added by, etc |
