An official website of the Tennessee Secretary of State.
Core Data
RDA Number
130
Effective Date
Record Series Abstract
Records are comprised of an electronic list of all voters who participated in a particular election, received from each county, and a copy of such lists stored on CD.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After each election is certified.
Total Retention Years
9
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records are received from county in both electronic and CD format. Records received in electronic format will be stored on in-office servers and then transferred to the State Library and Archives after nine (9) years for permanent retention. Records received on CD will be converted to server storage on in-office servers and then transferred to the State Library and Archives after nine (9) years for permanent retention. After data contained on CD has been transferred to server storage and verified for completeness and accuracy, the CD will be destroyed by state approved methods.
Worksheet
Record Location
Department of State Division of Elections 7th Floor, WR Snodgrass Tennessee Tower
File Arrangement
Chronologically, by election
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
30501
Annual Accumulation
1 cu. ft; less than 1 gb
Current Volume
2 cu ft; 1 gb
Record Value
Administrative
Historic
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Until election is certified.
Records Center Retention Period
9 years
Retention Legal Citation
T.C.A.2-8-107 (b)
Electronic Records Plan Inventory
System Name
Poll books and poll lists
Hardware Description
Hardware description on file. All equipment meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) guidance.
Software Description
Software description on file. All software systems are maintained in accordance with the current standards of the State’s Strategic Technology Solutions (STS) guidance.
System Location
On file
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Tapes are sent to an approved vendor for storage and rotated/recycled according to agency policy and procedures that meet or exceed the current standards of the State’s Strategic Technology Solutions (STS) office.
Disaster Recovery
Disaster recovery plan on file that meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) office.
Data Migration Description
Migration Strategy on file that meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) office.
RDA Comments
Records Management Division (RMD)
10-17-2019
No recommended changes.
Tennessee State Library and Archives
10-17-2019
No recommended changes.
Comptroller Audit Review
10-17-2019
We have reviewed RDA 130 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-18-2019
No recommended changes.
RMD Director
10-26-2019
RDA 130 is a request to revise an RDA. The retention period will remain permanent, the format will be Electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 130.
Public Records Commission
11-12-2019
PRC approves RDA 130.