| Worksheet ID: |
790 |
| Record Location: |
Statewide in all 95 county office and provider locations. |
| File Arrangement: |
Alpha and Numeric |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
1970-current |
| Annual Accumulation: |
1.5 Gigabytes
73 Cu.Ft. |
| Current Volume: |
7.5 Gigabytes
363 Cu.Ft. |
| Record Value: |
Administrative, Fiscal, Legal |
| Audit Requirements: |
Both |
| Reference Frequency: |
| Current Year per Month: |
999 |
| Past Year: |
500 |
| 2 - 5 Years: |
100 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Monthly |
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
USDA |
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
Original records are stored electronically with Strategic Technology Solutions (STS) in their 4 server locations across the State. |
| Essential Record Media Type: |
Electronic |
| Confidential: |
No |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
5 years |
| Agency Retention - Years Active: |
|
| Agency Retention - Years Inactive: |
|
| Records Center Retention Period: |
|
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
45 CFR 98.90-98.93 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
EAV (Enrollment and Attendance Verification) |
| IT-ABC Number: |
|
| Hardware Description: |
The electronic records are permanently stored in folders on a Strategic
Technology Solutions (STS) NAS device. Metadata is stored in a
database on an STS server. All hardware for maintaining the records 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 EAV System. The electronic records are kept on a NAS device 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: |
EAV documents are scanned via state mfp on the state network to a folder on an STS NAS device. A DHS .net web application is used to access the stored documents. |
| Metadata Description: |
Agency Code
Agency Name
Closed Date
Scanned Date
Scanned User
Other audit elements such as deleted, active, modified, etc.
|
