| Worksheet ID: |
948 |
| Record Location: |
Andrew Jackson Building, 15th floor |
| File Arrangement: |
alpha and numeric |
| Media Format Generated: |
Both |
| Media Format Stored: |
Electronic: Raster Image |
| Date Range: |
1997 to current |
| Annual Accumulation: |
10 Megabyte electronic |
| Current Volume: |
2.2 Gigabyte electronic |
| Record Value: |
Administrative, Fiscal, Legal |
| Audit Requirements: |
Both |
| Reference Frequency: |
| Current Year per Month: |
30 |
| Past Year: |
0 |
| 2 - 5 Years: |
0 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
IRS |
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
essential record stored electronically in agency database |
| Essential Record Media Type: |
Electronic |
| Confidential: |
Yes |
| Confidential Legal Citation: |
TCA 49-7-825 (BEST -- Disclosure of personal information) |
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
25 years |
| Agency Retention - Years Active: |
25 years |
| Agency Retention - Years Inactive: |
0 years |
| Records Center Retention Period: |
Microfilm containing BEST and TCRS images is stored at Richards and Richards for 75 years, due to the 75-year retention for TCRS. |
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
N/A |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
BEST |
| IT-ABC Number: |
|
| Hardware Description: |
BEST is a client side application. The Database is in Oracle 10g and resides in the OIR Shared Oracle environment. |
| Software Description: |
The database resided on an Oracle 10g server in the OIR Shared Oracle environment |
| System Location: |
OIR Shared Oracle environment in Data Center South |
| Backup Procedures: |
OIR will conduct backup procedures. These procedures consist of daily incremental backups and weekly total backups on the weekend. The back-up servers are Hitachi and EMC SANs. The process for Backing Up the data from OIR’s South Data Center is to mirror the information at OIR’s North Data Center, and then create a weekly backup tape that is currently stored by the Vendor: Iron Mountain Incorporated Iron Mountain Nashville 6005 Dana Way Nashville, TN 37013 800-899-4766 |
| Disaster Recovery: |
OIR 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 Treasury Records Officer and the Treasury IT Staff. In the event of system upgrade or replacements, plans will be created and executed to migrate all data and documents to the new platform. |
| Metadata Description: |
Records contain prepaid tuition contracts, payroll deduction forms, ACH forms, payment coupons, applications, beneficiary information, and confirmation letters. Records also include the participant's payment information for purchasing educational units. This is a dynamic Oracle Database, and the data resides in an Oracle .dbf format. Content Size: 2.2 GB Location: South Data Center, located in Smyrna |
