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National Library Service for the Print Disabled (NLS) Patron Application Files

RDA Number
11386
Effective Date
Record Series Abstract
Patron applications received by the Tennessee Library for Accessible Books and Media (LABM) for book loan service. Applications were stored in electronic format beginning in 2006.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When no borrowing activity has taken place for 1 year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are cut off when no borrowing activity has taken place for 1 year. Records associated with inactive accounts or deceased accounts are destroyed by state approved methods after 5 (five) years.
Allotment Code
30501
Record Location
Current Building - Tennessee State Library & Archives, 403 7th Ave. N., Nashville, TN 37243

New Building - Tennessee State Library & Archives, 1001 5th Ave. N., Nashville, TN 37129
File Arrangement
Chronological
Media Format Generated Summary
Electronic: Other
Paper: Sheet
Film: Microfilm
Other Media Format Generated
PDF
Media Format Stored Summary
Electronic: Other
Paper: Sheet
Film: Microfilm
Other Media Format Stored
PDF
Date Range
1979 to current
Annual Accumulation
700 MB
Current Volume
13 rolls microfilm, 49.06 cu. ft. paper, 3.6GB electronic
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
National Library Service for the Print Disabled (NLS)
Essential Record
No
Confidential
Yes
Confidential Legal Citation
TCA 10-8-102
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years
Records Center Retention Period
0
System Name
IE18SDCWFS0005
Hardware Description
IE18SDCWFS0005 is a virtual server hosted on SOS hardware hosted in an SOS server rack in STS-managed space at the South Data Center.
Software Description
The system is configured as a file storage system based on Windows Server 2012 R2. The files stored for this data are standard Microsoft Office file formats.
System Location
IE18SDCWFS0005 is a virtual server hosted on SOS hardware hosted in an SOS server rack in STS-managed space at the South Data Center.
Backup Procedures
Data for this system is backed up using server snapshots throughout the day, daily backups, weekly backups which are copied to magnetic tape and stored off site for one month, and monthly backups which are copied to magnetic tape and stored off site for one year.
Disaster Recovery
The Disaster Recovery plan for this data and system provide for a hot replica that is accessible off site in a disaster scenario
Data Migration Description
The hot replica for this system is always available in the event of data corruption or inaccessibility due to a software upgrade/change, hardware replacement, or a disaster scenario.