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Ignition Interlock Assistance Fund Documents

RDA Number
11099
Effective Date
Record Series Abstract
Record series contains documents received by the Division of Claims Administration regarding financial assistance for ignition interlock devices. Documents include, but are not limited to: orders for restricted driver licenses, affidavits of indigency, proof of installation, and installer/provider invoices. This RDA covers documentation relating to the Interlock Assistance Fund administered by the Department of Treasury; other documents for the Ignition Interlock program are retained by the Department of Safety.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Incoming records are scanned, verified for accuracy, and paper files shredded after verification. Electronic copies are maintained in an agency database. Records are maintained for 5 years and then destroyed by state approved methods.
Allotment Code
309
Record Location
Andrew Jackson Building, 15th floor
File Arrangement
alpha and numeric
Date Range
2011 to current
Annual Accumulation
10 Megabyte electronic
Current Volume
50 Megabyte electronic
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
essential record stored electronically in agency database
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 4-4-125 (Dissemination of social security numbers); TCA 10-7-504 (Confidential records -- exceptions)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
N/A
Record Sample PDF
2000.sample.pdf97.63 KB
System Name
Interlock ImageNow Workflow
Hardware Description
ImageNow is running on Microsoft Server 2008 R2 Virtual Server in the Treasury Production VMWare Environment at Datacenter North - Treasury Cage).
Software Description
Images are maintained in a MS SQL Server Database.
System Location
Servers are located in the Treasury Production VMWare Environment at Datacenter North - Treasury Cage).
Backup Procedures
The server is replicated to Peak 10 - Treasury's DR site.
Disaster Recovery
Detailed DR procedures for ImageNow application and database are located in the Treasury Recovery Planner. 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 Treasury's Peak 10 site for both operations and data. If both OIR's North Data Center and Treasury's Peak 10 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 Treasury Records Officer and the Treasury IT Staff. Documents maintained within ImageNow have an associated RDA date that the Retention Policy Manager in ImageNow will utilize to generate a yearly report or all documents that have reached the RDA date. Reports will be provided to the Treasury Records Officer and Treasury IT Director for various approval levels prior to a document being set to Obsolete. In the event of system upgrade or replacements, plans will be created and executed to migrate all data and documents to the new platform.
Legacy Revision UUID
2000