Reviewed/Updated October 2024
Procedures have been developed for the storage of member information and for the maintenance of the SQL database housing all program tables and data. These procedures include a disaster recovery plan should a catastrophic database event occur.
Data Storage and Back Up
The Nevada Registry is housed within the Washoe County School District (WCSD). The WCSD contracts with Hyland (Content Management Vendor) via Naviant, Inc. (Content Management Consultant) to store data imported via the OnBase document management system. Hyland hosts three copies of each customer’s database data and file data, each in a separate geographically located data center. The SQL database containing the Registry tables and all program and member-related data as well as the website source code and Access database front-end is hosted remotely and resides on a co-located Cloud based (virtual) server that is backed up in accordance with the database maintenance and back up procedures outlined below.
Electronic File Storage and Back Up
Currently, members upload documentation to the OnBase document management system via their Online Portal account. Documents are organized and indexed according to each member’s unique identifier and stored electronically. Once the documents are QC’d for clarity and indexed, they are released (exported) to the Cloud server. As soon as the information is released, it can be retrieved electronically on our local computers by running a custom query from within the OnBase application using a variety of index fields (i.e., Registry ID number, first name, surname, etc.). Any document that can be retrieved through OnBase can also be printed, saved as a file or emailed.
Documents imported into OnBase are stored on Hyland hosted Cloud servers. Production data is replicated to two secondary locations and backups are done daily. A minimum of 14 days of backup data is retained.
Database Maintenance and Back Up
The Nevada Registry database and website reside on a co-located server at AWS; a cloud services and hosting company. The SQL database is backed up nightly to the server using a SQL backup script. Each night, the SQL backup file, all PDF and other supporting documents and source code are uploaded to Amazon S3; a secure cloud based online storage system, using an online backup system called Cloudberry. Upon completion of this backup, an email is sent to The Nevada Registry administrator with the results of the backup. In addition to the online backup, AWS (the company where the database is co-located), performs full backups of the server on a nightly basis with a time-stamped file name.
Retention Policy
Previously, all member files were scanned and archived in microfiche format; however, The Nevada Registry discontinued the practice of creating microfiche in February 2015. All files are now stored in digital format only. Regardless of membership status, all digital records are retained indefinitely. Microfiche films are stored in locked cabinets in a locked server room and will be retained indefinitely as well.
Recovery
Stored Electronic Files
Hyland has a Hyland Cloud Disaster Recovery (DR) Plan in place to minimize disruptions and meet defined services levels in the event of a disaster in the Hyland Cloud. The Hyland Cloud DR Plan also outlines methods used to mitigate potential disaster situations, including disaster prevention, avoidance of data loss, and continual monitoring of system components. There are also validation methods in place to ensure the plan is accurate and up to date, which include review and testing.
Hyland places considerable effort into preventing or limiting the impact of service disruptions in the Hyland Cloud, including, but not limited to:
- Real-time replication of customers’ file data
- Capturing OnBase database transaction logs every 15 minutes or committing of database transactions on a continuous and near-instantaneous basis to a secondary data center
- Redundancy throughout the Hyland Cloud customer infrastructure
- An uninterruptable power supply
- Heating and cooling requirements
- Geographic separation of backup components
Accurate, timely identification of conditions that could result in a service failure is an important aspect of the Hyland Cloud DR Plan. Customers can initiate a disaster recovery incident by reporting it to Hyland’s technical support staff. Once a service failure has been identified, Hyland will attempt to recover services by initiating a standardized Disaster Incident Response. This response consists of the following steps: analysis, escalation, recover critical components, recover urgent components, and recover dependent components and incident de-escalation.
Remote Server
Because all data stored in the database is backed up to the cloud, there will be no data loss in the event of a catastrophic database/server disaster (except any data entered between the time that the nightly back up occurred and the crash). In addition, because the server hosting the website and SQL server is cloud-based, a new virtual server could be setup quickly without requiring the procurement of hardware. The restore turnaround time is approximately one to two business days.
Electronic Transfer of Data
Registry members and approved trainers also have full access to their own secure Online Portal to complete the online application and renewal process, review their information, submit personal and employment updates, view education and professional development on file, submit training for approval, submit training attendance and complete the online trainer renewal application process. Limited, read-only, database access has been granted to State of Nevada Child Care Licensing, QRIS and T.E.A.C.H. personnel for the purposes of verifying membership with The Nevada Registry and temporarily to NevAEYC and Optima Payroll and Benefits for the purposes of verifying eligibility through 2025. No agency other than Registry staff and the contracted Database Programmer have access to the database or stored records, or member information through electronic methods. Backing up the database is the only source of data transfer from computer, server and/or hardware of origin. The Nevada Registry purchases and maintains a security certificate to further protect the data that is sent between our browser and the website/database (https:// versus http://). As a result, all communications between our browser and the website/database are encrypted to protect confidential information and data.
Sensitive data and information are not transferred between The Nevada Registry’s contracted Database Programmer and the Program Director. However, should there be a need to, queries containing confidential information (i.e., DOB and demographic information such as wages) will be sent via an encrypted mail server. A unique identifier will always be used when transferring data rather than the member’s name.
Data Sharing Partnerships
Electronic data sharing partnerships currently exist between The Nevada Registry and approved online training organizations who have entered a data sharing partnership to import course completion data on a weekly basis through a secure file transfer process. For the purposes of sharing data, aggregate data, standard reports and ad hoc requests for unique reports are currently generated in-house by the Program Director and are shared in PDF format upon request in accordance with established confidentiality policies.