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Tennessee Occupational Safety and Health Administration (TOSHA:) Consultative Services Files

RDA Number
10207
Effective Date
Record Series Abstract
OCCUPATIONAL SAFETY AND HEALTH CONSULTATION VISIT FILE DOCUMENTATION. COMPRISED OF VARIOUS FORMS AND PAPERS(samples attached). Form: OSHA 33, etc. The file may include photographs, typed documents, drawing, safety data sheets, schematics, medical records, safety and health programs, air monitoring data, noise monitoring data, etc. Forms such as the 33 are no longer generated, but will maintained until the records are no longer under retention.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
case closed
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
THE RECORD WILL BE CUT OFF AT THE CLOSURE OF CASE. UPON CASE CLOSURE, RECORD WILL BE SCANNED TO ELECTRONIC FORMAT. AFTER VERIFYING THE ELECTRONIC RECORD, THE PAPER RECORD WILL BE DESTROYED BY STATE APPROVED METHODS. THE ELECTRONIC RECORD WILL BE MAINTAINED IN SMART SEARCH FOR 5 YEARS AFTER CUT OFF, AND THEN DESTROYED BY STATE APPROVED METHODS.
Allotment Code
337.02
Record Location
220 French Landing Drive, Nashville, TN 37243
File Arrangement
ALPHA
Date Range
7/2000 - current
Annual Accumulation
estimate 5 gigabytes, estimate 5 cu ft
Current Volume
estimate 25 gigabytes, estimate 25 cu ft
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal OSHA
Essential Record
No
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
29 CFR 1908.6(g)(2)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0 years
Record Sample PDF
1470.sample.pdf126.16 KB
System Name
SmartSearch by Square-9 v 4.0.0.0
IT-ABC Number
CG13WC001
Hardware Description
Electronic content software is running on a Windows Server 2012 R2 server virtual guest on VMWare. The VMWare server is connected via fiber optic cable to a storage area network where all data resides. The virtual server and SAN storage are replicated for business continuity in the event of a disaster or outage.
Software Description
SmartSearch by Square-9 v 4.0.0.0
System Location
Data Center South (92 Weakley Lane, Smyrna, TN)
Backup Procedures
The Office for Information Resources uses Symantec's Enterprise Netbackup Server version 7.5 currently to backup systems. The latest and last update to version 7.5 is release update 7 (version 7.5.0.7) All core operating systems, applications, databases and data are backed up unless otherwise instructed by the System Administrator. All servers unless requested otherwise, receive a backup directive in Netbackup termed 'All local disks' which backs up all local drives except for those that use removable media. The following drives are not backed up: floppy disks, CD-ROMs, and any drives that are located on remote systems but mounted on a system through the network. All files are selected to be backed up on the servers, however in certain cases some files cannot be (such as files that are in use by users, open and active databases, etc). If the server is Windows based, we have the ability to enable an open file backup option for the server. This functionality uses Microsoft's Volume Shadow Copy Service (VSS) to create a disk volume snapshot to backup open files. The open file agent works well for office files such as spreadsheets and documents, but still cannot completely backup items such as active databases. If the OIR hosted server is a database server, please make sure you are backing up your databases to flat files which can be picked up easily by Symantec Netbackup. The standard OIR backup policy schedule instructs all servers to run incremental backups daily. This incremental backup is smaller in size and backs up all files that have changed since the previous night's backup. On the last Friday of the month, all servers perform a Full system backup. This full backup backs up all files on the server regardless of when the files were last modified or previously backed up. The timeframe for both daily and monthly backup jobs occurs no earlier than 6:00pm daily. The daily incremental backup policy is followed every day (Monday through Sunday) until the last weekend of the month. During the last Friday of every month - a full backup is done which we refer to as the 'Monthly backup'. This monthly (full) backup is a normal full system backup that is kept offsite on tape for seven (7) years at Iron Mountain. Incremental backups are only kept for a period of 30 days since most restores usually occur from that time period. Since all backups within 30 days are kept onsite on faster disk storage, restores can be completed very quickly. If a restore is needed from 3 weeks ago, the data is from that particular day and the data is onsite at the datacenter. If a restore is requested from 3 months ago, we will recall that server's monthly backup tape and the data will be from the last full (Friday) from that particular month.
Disaster Recovery
For disaster recovery purposes, both daily incremental and weekly full backup images stored locally on fast disk storage systems for 30 days are replicated to the alternate datacenter. So, when a backup occurs overnight to a server at the north datacenter - that same backup image is replicated to the fast disk storage units at datacenter south (and vise versa).
Data Migration Description
These electronic records will remain on the state network in the SANS shared environment until which time the software would be replaced. At that time, a conversion plan would be outlined and the records would be migrated to a new system prior to the sunset of the existing system.
Legacy Revision UUID
1470