Worksheet ID: |
731 |
Record Location: |
220 French Landing Drive
Nashville, TN 37243 |
File Arrangement: |
Employer Account Number |
Media Format Generated: |
Paper |
Media Format Stored: |
Paper/Electronic |
Date Range: |
2006 - Present |
Annual Accumulation: |
PAPER FILES: 1 cu. ft.
FILENET: .5 GB |
Current Volume: |
PAPER FILES: 5 cu. ft.
FILENET: 1GB |
Record Value: |
Fiscal, Legal |
Audit Requirements: |
Both |
Reference Frequency: |
Current Year per Month: |
4 |
Past Year: |
3 |
2 - 5 Years: |
2 |
Over 5 Years:
|
2 |
|
Data Update Frequency: |
Daily |
Information Shared Outside of State: |
Yes |
If Shared, List Agencies: |
USDOL |
Essential Record: |
Yes - Duplicate |
Essential Record Stored: |
The electronic records are maintained in FileNet on the Hitachi HDI in OIR’s Data Center. |
Essential Record Media Type: |
Electronic |
Confidential: |
Yes |
Confidential Legal Citation: |
T.C.A. §50-7-701 |
Media Recommendation: |
Current Format |
Media Recommendation Other: |
|
Agency Retention: |
6 years |
Agency Retention - Years Active: |
|
Agency Retention - Years Inactive: |
|
Records Center Retention Period: |
|
Final Disposition after Retention Expires: |
Destroy |
Legal Citation: |
29 CFR 97.42 - Records must be retained for three years.If any litigation, claim, negotiation, audit or other action involving the records has been started before the expiration of the 3-year period, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the regular 3-year period, whichever is later. |
Record Sample: |
No Sample |
Legal Documentation: |
No Legal Documentation |
Electronic Records Plan Inventory |
System Name: |
FILENET V 5.2.0 |
IT-ABC Number: |
No IT-ABC # associated with this system |
Hardware Description: |
The images are either on Labor’s physical server CG0119779WA004 when scanned or the virtual server CG0119006WA001 when exported to FairFax and then transferred to the Enterprise FileNet servers AG03SDCWA00092 and AG03SDCWA00093. |
Software Description: |
SoftTracODBC is used to create the image files and then export them to FairFax where they along with a ‘token’ file are processed through several passes of modules depending on the batch type. The images along with certain data are then sent to the FileNet MTOM web service running on AG03SDCWA00092 and AG03SDCWA00093. |
System Location: |
The IBML scanner and SoftTrac server (cg0119779wa004) are located in the Cashier’s Unit secured work area. The QMServer (cg0119006wa001)
is located in the South Data Center. The images in FileNet are on the Hitachi HDI and the associated data in the Enterprise SQL Server environment both in OIR’s Data Centers.
|
Backup Procedures: |
OIR does nightly incremental backups of the North and South data centers. OIR does weekly full backups of the North and South data centers. |
Disaster Recovery: |
Remedy request sent to ECM to restore from last backup tape. |
Data Migration Description: |
FairFax transfers the images to a MTOM based web service which imports them into FileNet. |
Metadata Description: |
8 digit Account Number or alpha numeric name search |