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Permits Database Files

RDA Number
10083
Effective Date
Record Series Abstract
Tracking of Delivery License, delivery server permits, direct shipper, Non-manufacturer,Non resident, Wigs, and any other type of license number that pertains to the sale of alcohol.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Maintain online for five years in Database and then delete.
Allotment Code
31603
Record Location
Davy Crocket Building 500 James Robertson Pkwy. 3rd Floor Nashville, Tn. 37243
File Arrangement
alpha
Date Range
2012 - current
Annual Accumulation
.5 gigabytes
Current Volume
2.5 gigabytes
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
N/A
System Name
Permits Database files
IT-ABC Number
license file
Hardware Description
Windows Servers Virtual Machines (VM) File Servers
Software Description
STS Data Center North and South
System Location
STS Data Center North and South
Backup Procedures
Server and File Level Backups STS performs two levels of backups for Server and File Backups. File level backup, of individual files and folders oIt is performed on the server Monday through Friday. Image level backup, of an entire server oIt is performed on the virtual machines on Saturday and Sunday, so they can be entirely restored from that specific date. Data center backups are performed daily and are replicated to the other state data center. On the last calendar day of each month, a full backup is written to tape and sent offsite for 7 years
Disaster Recovery
STS 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 STS's North Data Center for both operations and data. If both STS's South Data Center and STS'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 Records Officer and the IT Director. The IT Director will provide information and guidance to the Records Officer at the time of discovery regarding functional and operational performance of software and hardware that will change the status of file formats from Current to Twilight or Obsolete. The IT Director will advise and develop a solution to move the data to a Current file format that is appropriate to the RDA retention requirement for the specific data. This may include translation of the data to a Current file format, conversion to an acceptable Current File format to preserve the integrity of the information of the data, or movement of the data to a legacy architecture that maintains the environment where the file format is considered Current as long as this effort has full functional and operational support.
Legacy Revision UUID
1354