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Timber Sales Contracts

RDA Number
11259
Effective Date
Record Series Abstract
Records include, but not limited to contracts, sale advertising, bid opening documents, contractor information, and bond return information.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After bond is returned to loggers that harvest timber on state forest or once bond dispute is adjudicated
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper and electronic. Paper records are scanned, verified for completeness and accuracy. Both electronic and paper records are kept for remainder of retention period and then destroyed by State approved method.
Allotment Code
32510
Record Location
Ellington Agricultural Center Bruer Building, Data Center North
File Arrangement
By Fiscal Year
Date Range
1930 - current
Annual Accumulation
.5 cu ft. for paper 1G for electronic
Current Volume
35 cu. ft. 10G for electronic
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
US Forest Service US Fish and Wildlife Service EPA Other State Forestry Divisions
Essential Record
Yes - Original
Essential Record Stored
Ellington Agricultural Center Bruer Building
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10
System Name
: be1019221wb001 - Forestry Shared Drive (O: J: N:); Green Tree
IT-ABC Number
none; none
Hardware Description
HP ProLiant DL380; Green Tree is a .NET application which includes web and database server.
Software Description
Windows 2012; Green Tree was developed in-house with a SQL Server 2012 backend.
System Location
Ellington Agricultural Center, Porter Building; Green Tree Shared SQL Server and Webserver Environment, maintained by STS.
Backup Procedures
Backup is conducted every day, differential backups are sent to a USB drive in the Holeman Bldg. and a USB drive in the Bruer Bldg. for daily backups. Differential backups are sent daily to the State's Isilon NAS commsmb.nas01.tn.gov, which has last 30 day of Full Backups; Green Tree Daily data backup with weekly image tape backup by STS.
Disaster Recovery
A previous days Full Backup would be pulled from one of the USB Drives. Up to 30 days of data would be pulled from the State's Isilon NAS. Anything older than 30 days would have to be requested to STS to pull from the State's isilon NAS; Green Tree STS network recovery policy & procedures. Non-critical recovery time. RPO: 24 hours.
Data Migration Description
Agriculture IT maintains and migrates data according to the system updates, upgrades and replacements. Full procedures are available with the IT Section; Green Tree Data is stored in a Shared-SQL Server Database named ( Forestry ). Data will be migrated to newer platforms as directed by STS.
Legacy Revision UUID
2354