| Worksheet ID: |
734 |
| Record Location: |
Rachel Jackson Blgd. Nashville, TN |
| File Arrangement: |
Chronological |
| Media Format Generated: |
Electronic |
| Media Format Stored: |
Electronic: Text |
| Date Range: |
1992 to Current |
| Annual Accumulation: |
4 MB |
| Current Volume: |
10 Mb |
| Record Value: |
Administrative |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
5 |
| Past Year: |
30 |
| 2 - 5 Years: |
0 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Monthly |
| 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: |
Health Insurance Portability and Accountability Act (HIPAA) |
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
7 years |
| Agency Retention - Years Active: |
1 year |
| Agency Retention - Years Inactive: |
6 years |
| Records Center Retention Period: |
|
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
Health Insurance Portability and Accountability Act (HIPAA) |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
Agency Share Drive |
| IT-ABC Number: |
|
| Hardware Description: |
SQL Server |
| Software Description: |
Word based program; Capture |
| System Location: |
Data Center South |
| Backup Procedures: |
a job is run nightly that creates a backup of the individual databases. Two days of backups are kept on the Server. OIR backs up the server on nightly bases which includes the current two days of backups for each database |
| Disaster Recovery: |
Back up data will be used to restore application information to server. |
| Data Migration Description: |
The records within the database will be migrated to another electronic application when it is determined the existing system no longer meets the requirements of the Tennessee Department of Correction and another electronic application is developed or purchased. At that time, TDOC IT staff will coordinate with the vendor/software supplier to map data exchanges between the current application and the new application. Data conversion will be required in order to format the current data values into the format required by a replacement software system. Preserving the data integrity is the highest priority when migrating the information from one application to another, to ensure the value of the data is not lost in the process. |
| Metadata Description: |
Date, Log, file Name, File Type, |
