Record Series Abstract
All of the governor's correspondence. Copies of all scannable correspondence received in the governor's office, illegible scanned correspondence received is referenced.
Record Series Active
Cut Off at End of
If Other, Explain
End of Administration. All media will be transferred to State Library and Archives at the end of the administration.
Total Retention Years
Total Retention Months
Retention End Action
Transfer to State Library and Archives at the end of the administration. Permanent retention is required by Tennessee State constitution.
1995 to current
4 gigabytes 12 tape/cartridge/disk
8 gigabytes 1 tape/cartridge/disk
Information Shared Outside the State
Yes - Original
Essential Record Stored
Electronic format on server system listed below.
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Retention Legal Citation
ARTICLE III, SECTION 17 OF THE TENNESSEE STATE CONSTITUTION
Legal Citation PDF
Keyfile/govtrak Correspondence System
NT Server 4.0/Keyfile Software v3.22/Optical Jukebox for 1.2GB/4GB Fixed Storage Access 2. Medium recording capacity and density is 1.2 gigabytes. Fixed disks (3-38.9G) utilizing fault tolerance RAIS 5.Medium capacity is approximately 30G with 6G currently in use. I. For document imaging: FileNet Document services v4.3 running Oracle v7.3 backend. This is all currently running on a Compaq Proliant 5500 server running NT Server 4.0 Service Pack 5 operating system. Access is available by one of two methods: a. Document services IDM desktop program b. Web access via IDM Web server running on an HP Netserver LH Pro running NT Server 4.0 Service Pack 5 operating system and Internet Information Server. II. For data management: Custom written application (written by OIR/SDS) running on the state's standard Oracle servers and Sun web servers at the data center. this application is the front end for logging the receipt of correspondence and tracking the flow of a response.
Intranet Quorum (IQ) software. Active = fixed magnetic disk. Archival = Disk Cartridge. Database software is Oracle version # 7.3. Supporting information is maintained in GCS DOcs in OIR/SDS - Filenet Manuals on CD in Caitol & Phone/Internet support. Document Imaging: FileNet Document Services v4.3 running Oracle v7.3 backend. NT Server 4.0 Service Pack 5. Database: Custom written running with state's standard Oracle and Net Dynnamics Web servers.
Capitol Building G-10 server room. Backup is stored offsite with vendor, Iron Mountain.
Backup is performed 4 times daily with weekly and monthly (5 times)backups taken offsite to vendor.
Disaster recovery plan is in place with building management and STS.
Data Migration Description
Transfer to Library & Archives
Legacy Revision UUID