| Worksheet ID: |
608 |
| Record Location: |
Department of Human Services, Appeals & Hearings State and Regional Offices |
| File Arrangement: |
Alpha/Numeric |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
1990 - current |
| Annual Accumulation: |
29 cubic feet / 2.8 gigabytes |
| Current Volume: |
188 cubic feet / 36 gigabytes |
| Record Value: |
Administrative, Legal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
999 |
| Past Year: |
500 |
| 2 - 5 Years: |
25 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Weekly |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
No |
| Essential Record Stored: |
|
| Essential Record Media Type: |
Paper |
| Confidential: |
No |
| Confidential Legal Citation: |
|
| 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. 4-5-319 Agency Record / DHS ADMIN PROCEDURE ACT, CHAPTER 1240-5-7 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
Appeal Record Tracking System (ARTS) |
| IT-ABC Number: |
|
| Hardware Description: |
The electronic records are permanently stored in folders on a Strategic Technology Solutions (STS) VMware server. Metadata is stored in the ARTS data base on an STS server. All hardware for maintaining the record series shall be maintained in accordance with the current standards of STS.
|
| Software Description: |
Documents and their metadata are captured by using multi-function devices and scanning the document by pressing the appropriate button on the multi-function device using Lexmark Document Distributor software. |
| System Location: |
Department of Human Services uses the ARTS System. The electronic records are kept on a VMWare server maintained and supported by STS at their Data Center. |
| 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: |
ARTS documents are scanned via State MFP on the State network to a folder on an STS VMware server that the ARTS application uses. The metadata captured at the time of scan is stored in a Microsoft SQL Server database and is never deleted. The types of documents used by ARTS are: Initial Order, Final Order, Rulings, Official Notices and Evidence, etc. |
| Metadata Description: |
Metadata varies based on the document type. Below is a list of some data elements; Client First Name, Client Middle Initial, Client Last Name, Social Security Number, Recipient ID, Case Number, Tracking Number, Document Group, Document Type, County, District, FileName, TotalPages, FileSize, Audit elements such as tracking number, varied by, date created, active, closed, pending, deleted, etc. |
