An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11068
Effective Date
Record Series Abstract
Records may include, but are not limited to: deeds, easements, abstracts of title, title policies, title commitment supporting documents, maps, drawings, bid packets, plot layouts, agreements with adjoining landowners, premises land leases, appraisals, surveys, survey CAD files, RPM 1 and supporting documents, Phase I and Phase II environmental assessments, ESC approvals, photographs, and any other documents chronicling the history, sale, or purchase of State owned property.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After the conveyance, sale, or transfer of property. If State property is decommissioned, the records will be kept until the property is conveyed, sold, transferred, or demolished.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
The following original records containing wet signatures, whether of State or non-State parties, shall be permanently retained, if available, in both paper and electronic form: any instruments related to an acquisition of property that are required to be recorded, including but not limited to deeds, easements, assignments, releases, etc.; any memoranda of understanding; boundary line agreements; leases for both acquisitions and disposals; and title policies. Paper records may be stored at the agency as administratively needed, or at the state records center, or at such other location as directed by the commissioner. The electronic copies of these records shall be retained according to the following paragraph.
All other paper records not meeting the above criteria for retention in paper form shall be converted to electronic form and permanently retained. In addition, all records created or received in electronic form shall be permanently retained in electronic form. All such records and any records contained on portable media devices will be saved and retained in electronic form in the STREAM shared drive in the appropriate project file. Portable media devices may be discarded once the records they contain have been stored on the STREAM shared drive and verified for completeness and accuracy. All inactive electronic records will be transferred to the STREAM NAS (Network Attached Storage) drive for permanent retention.
All other paper records not meeting the above criteria for retention in paper form shall be converted to electronic form and permanently retained. In addition, all records created or received in electronic form shall be permanently retained in electronic form. All such records and any records contained on portable media devices will be saved and retained in electronic form in the STREAM shared drive in the appropriate project file. Portable media devices may be discarded once the records they contain have been stored on the STREAM shared drive and verified for completeness and accuracy. All inactive electronic records will be transferred to the STREAM NAS (Network Attached Storage) drive for permanent retention.
Worksheet
Record Location
State Record Center and In agency
File Arrangement
Numerically by County
Media Format Generated
Electronic
Paper
Media Format Stored
Electronic
Paper
Date Range
1795 to Current
Agency
Allotment Code
32107
Annual Accumulation
8 cubic feet of paper; 19 GB of Electronic Files.
Current Volume
625.5 cubic feet of paper; 280.6 GB of electronic files.
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Department of Transportation, U.S. Department of Housing and Urban Development (HUD) and U.S. Department of Defense.
Essential Record
Yes - Original
Essential Record Stored
State Record Center
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Records Center Retention Period
Permanent
Retention Legal Citation
TCA 12-2-102, 12-2-103, 12-2-104, 12-2-105, 12-2-107, 12-2-108, 12-2-109, 10-7-308.
Electronic Records Plan Inventory
System Name
ag0319006wf525 - STREAM Shared Drive (All shared drives are backed up in this manner)
Hardware Description
Solaris 10 Master Server
Software Description
Netbackup 6.5.6 backup software
System Location
Data Center North-Primary, Data Center South for secondary (copy 2 for ag0319006wf525)
Backup Procedures
Backup is conducted everyday. Full backup on Friday, Incremental backups Saturday - Thursday Data Domain disk storage is the backup media. All backups are on disk for 30 days and duplicated between the two data centers. Once a month around the last weekend of the month on a Friday the Full backup is vaulted to tape which is an LT04 tape. Media servers that backup ag0319006wf525 are Linux Red Hat. We use data domain 890 and the second copy to a data domain 890 for backups and a L700 storage tek tape library for offsite storage on Monthly backups.
Disaster Recovery
Backup media is stored at Iron Mountain Restore process is via a Help desk ticket. If it is older than 30 days we will have to recall a case from iron mountain for the next business day. If the restore is an emergency then we will submit an emergency delivery from Iron Mountain. An emergency delivery can take up to 3 hrs by contract. The cost for an emergency run is $150.00.
Data Migration Description
The Real Estate Records will be scanned into PDF format and will be placed into a separate, controlled folder on the DGS STREAM shared drive. The folder will be restricted and will be backed up on a regular basis. The electronic version of the files will be accessible and maintained by the DGS STREAM staff. DGS STREAM will follow internal procedures in creation, access and modification of the electronic records. Upon completion of each project the electronic version of the Real Estate File will be permanently retained by STREAM on a shared drive.
RDA Comments
Records Management Division (RMD)
03-08-2024
No recommended changes.
Tennessee State Library and Archives
03-06-2024
No recommended changes.
Comptroller Audit Review
03-12-2024
We have reviewed RDA 11068 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-12-2024
No recommended changes.
RMD Director
03-21-2024
RDA 11068 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11068.
Public Records Commission
04-24-2024
PRC approves RDA 11068