Tennessee Department of State

Show & Tell Case studies
1

Summary

The Tennessee Department of State has implemented several deployments of Mayan EDMS across at least two data centers to service multiple government agencies, departments, and programs.

Details

Some of the agencies that appear to be storing their documents in Mayan EDMS are:

Records Management Division RDAs:

  • Tennessee Supreme Court Business and Operational Files: “Record series includes documents at the Administrative Office of the Courts that have been prepared on behalf of the Court and at the direction of the Court concerning the operation and administration of the Court.”
  • Tennessee Lawyers Assistance Program (TLAP) Client Files: “This records series includes but is not limited to intake paperwork, contracts, releases, medical records legal documents, monitoring records, correspondence and progress notes for all of our clients.”
  • Tennessee Lawyers Assistance Program (TLAP) Boards and Commission Documents: “This record series includes but is not limited to meeting planning documents, agendas, notes, minutes, correspondence, and other related working documents.”

Technical

  1. Document Management: Mayan EDMS is being used to store various types of documents related to government operations at the state level.
  2. Backup Procedures: The system employs Veeam Backup and Replication, backing up data daily
  3. Storage: Data is stored on EMC Data Domain storage appliance and replicated to a remote location.
  4. Hardware: Virtual Server on HP Appliance / Ubuntu Server 18.
  5. Page counts: The total storage in used for documents seems to be 334GB. Using an estimate size of 20KB per PDF page, this would yield a rough estimate of 17 million PDF pages in storage and managed by Mayan EDMS.

Conclusion

Overall, the implementation of Mayan EDMS at the Tennessee State Department appears to be a successful effort to manage files efficiently and effectively, with a robust backup and disaster recovery plan in place. The project appears to have been designed with a long-term perspective in mind.

Disclaimer

No member of Mayan EDMS or Mayan EDMS LLC is or has been involved in the project. The information about this project is solely based on public data found on publicly available web locations.

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