| Worksheet ID: |
636 |
| Record Location: |
Elevator Unit - 220 French Landing Drive, Floor 2,Side B Nashville, Tn.37243 |
| File Arrangement: |
Alphabetically |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
1970 to current |
| Annual Accumulation: |
1,200 sheets of paper
.02857 GB |
| Current Volume: |
1,200 sheets of paper
.02857 GB |
| Record Value: |
Administrative, Fiscal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
5 |
| Past Year: |
60 |
| 2 - 5 Years: |
10 |
| Over 5 Years:
|
2 |
|
| Data Update Frequency: |
Monthly |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
N/A |
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
Elevator Unit - 220 French Landing Dr. Building, Floor 2 Side B. |
| Essential Record Media Type: |
Paper |
| Confidential: |
No |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
5 years |
| Agency Retention - Years Active: |
3 years |
| Agency Retention - Years Inactive: |
2 years |
| Records Center Retention Period: |
|
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
|
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
SmartSearch |
| IT-ABC Number: |
CG13WC001 |
| Hardware Description: |
The SmartSearch application resides in the VMWare shared environment at STS's Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System. |
| Software Description: |
The SmartSearch application resides in the VMware shared environment at STS's Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System. |
| System Location: |
STS Data Center South, Smyrna, TN |
| Backup Procedures: |
Standard STS Data Center back up procedures are in place. Backups are taken nightly and stored on-site until weekly back up is taken to Iron Mountain back up storage facility. |
| Disaster Recovery: |
The SmartSearch application resides at the Data Center and is backed up nightly. Backups are stored off-site weekly. Bronze Level Disaster Recovery is used for SmartSearch. Recovery in a disaster could take between one (1) to three (3) weeks. |
| Data Migration Description: |
The elevator information is on a web-based application.System upgrades are conducted by Information Technology (IT) division of the Department. In the event of a system re-write, IT procedures are followed. The electronic data is maintained via the application, and does not interface with other applications, nor is it archived, so there is no migration, although it is backed up on a standard schedule. |
| Metadata Description: |
The data contains elevator number, elevator type, owner, user and billing address, inspection dates, historical data, inspection fees and invoicing data which is stored in fixed-length Oracle tables. Each table consists of data specific to elevator and does not interface with other applications or data. The data is primarily accessed through the web-based application but can be accessed by the DBA through a secure process, as needed for reporting not available through the application itself.
|
