Record Series Abstract
The TOPS system was decommissioned in 2011. The files maintained include: contracts, approval data and all supporting documentation for contracts - such as letters, memos, emails, including working papers; inactive agency buyer information; requisition information; denials; appeal hearing documents; photos, etc. Also, vendor complaint files that result in vendor suspension or default/debarment, including contracts, letters, memos, emails, working papers, appeal hearing documents, photos. Inactive text information referenced by requisition, solicitation and commodity databases, including terms and conditions, delivery instructions and specifications.
Record Series Active
Cut Off at End of
If Other, Explain
These files are to be cut off at the termination or expiration of the contract. The TOPS System files became inactive in 2011.
Total Retention Years
Total Retention Months
Retention End Action
These files are inactive and are awaiting expiration of retention. At the end of the retention period, these files may be destroyed. Records are kept until cut off and retained for 6 years. All contract data will be removed from the TOPS System as of 2024.
312 Rosa L. Parks Avenue, Tennessee Tower, 3rd Floor.
From inception of TOPS to 2011
No longer being generated
Information Shared Outside the State
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Retention Legal Citation
Ag0319006uf012 (NAS Drive)
Oracle NAS storage
Oracle NAS appliance
Data Center North-Primary
An incremental backup is taken once a day and maintained for one month. A full backup is taken once a month and sent offsite for 7 years. Backups are straight to tape.
Backup media is stored at Iron Mountain. Restore process is via a Help desk ticket. If its older than 30 days we will have to recall a case from iron mountain for the next business day. If the restore is an emergency then we will submit an emergency delivery from Iron Mountain. An emergency delivery can take up to 3 hrs by contract. There is a cost for an emergency delivery.
Data Migration Description
End of Life system waiting on destruction date.
Legacy Revision UUID