| Worksheet ID: |
722 |
| Record Location: |
500 James Robertson Pkwy, 3rd Floor
Nashville TN 37243-Paper/ Electronic stored-STS Data Center North and South |
| File Arrangement: |
Numeric by year |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
2012 - current |
| Annual Accumulation: |
2 cubic feet-paper, electronic 1-Gigabytes |
| Current Volume: |
14 cubic feet-paper, 5 gigabytes electronic |
| Record Value: |
Administrative, Legal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
2 |
| Past Year: |
2 |
| 2 - 5 Years: |
1 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
No |
| Essential Record Stored: |
|
| Essential Record Media Type: |
Paper |
| Confidential: |
Yes |
| Confidential Legal Citation: |
10-7-504 |
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
Until case closure, retained five years after closure, then destroyed |
| Agency Retention - Years Active: |
Until case closure |
| Agency Retention - Years Inactive: |
5 years |
| Records Center Retention Period: |
N/A |
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
TCA 10-7-504 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
Law Enforcement Case Number Database |
| IT-ABC Number: |
N/A |
| Hardware Description: |
Windows Servers Virtual Machines (VM) |
| Software Description: |
Microsoft Windows Server 2012r2 |
| System Location: |
STS Data Center North and South |
| Backup Procedures: |
Server and File Level Backups
STS performs two levels of backups for Server and File Backups.
• File level backup, of individual files and folders
o It is performed on the server Monday through Friday.
• Image level backup, of an entire server
o It is performed on the virtual machines on Saturday and Sunday, so they can be entirely restored from that specific date. Data center backups are performed daily and are replicated to the other state data center. On the last calendar day of each month, a full backup is written to tape and sent offsite for 7 years.
SQL Server Database Backups
• SQL Server Databases are replicated between South Data Center and the North Data Center for data integrity, consistency and recovery, and then backups are performed as followed:
• File level backup, of individual files and folders
o It is performed on the server Monday through Friday.
• Image level backup, of an entire server
o It is performed on the virtual machines on Saturday and Sunday, so they can be entirely restored from that specific date. Data center backups are performed daily and are replicated to the other state data center. On the last calendar day of each month, a full backup is written to tape and sent offsite for 7 years
|
| Disaster Recovery: |
STS conducts disaster recovery. This procedure is a prioritized process of enabling critical and essential applications first and then continuing through the priority list to less significant applications. Disaster Recovery begins with the utilization of the OIR’s North Data Center for both operations and data. If both OIR’s South Data Center and OIR’s North Data Center are out of operation, new operations will begin by acquiring appropriate hardware and software from a third party supplier, and restoring data from the offline tape backups stored with the current vendor: Iron Mountain Incorporated |
| Data Migration Description: |
Data Migration will occur when support for the existing file format moves from Current to Twilight or Obsolete, or when software or hardware systems changes require the movement of RDA electronic data from a specified format to a different file format. Annual reviews will be conducted by the Records Officer and the IT Director. The IT Director will provide information and guidance to the Records Officer at the time of discovery regarding functional and operational performance of software and hardware that will change the status of file formats from Current to Twilight or Obsolete. The IT Director will advise and develop a solution to move the data to a Current file format that is appropriate to the RDA retention requirement for the specific data. This may include translation of the data to a Current file format, conversion to an acceptable Current File format to preserve the integrity of the information of the data, or movement of the data to a legacy architecture that maintains the environment where the file format is considered Current as long as this effort has full functional and operational support. |
| Metadata Description: |
Case Number; Case Type; Date Opened; Name, Business, Person; Agent Assigned Case; Citation Codes; Case Status; Manager Name; |
