An official website of the Tennessee Secretary of State.
Core Data
RDA Number
410
Effective Date
Record Series Abstract
Documentation created to support engagements (audits, attestations, examinations, special reports, and letter reports) produced by State Agency Audits, Information Systems, and Medicaid/TennCare. This documentation may include but is not limited to: electronic and paper working papers, documentation obtained as part of the Governmental Entity Review Law Q&A process, documentary evidence such as contracts, interviews, etc. used to support conclusions, results, findings, observations, and recommendations.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Report Publication Date
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records will be maintained in agency for five years. All records will then be destroyed by state approved methods when retention ends. Electronic and paper records may be kept past retention period for reference and research purposes as needed
Worksheet
Record Location
2nd Floor Cordell Hull Building - GIS Lab, Nashville, TN 37243 Agency Server Vital Records Control
File Arrangement
Alpha Numeric
Date Range
1996 to current
Agency
Allotment Code
30704
Annual Accumulation
50 cu. ft., 250 GB
Current Volume
850 cu. ft., 2TB
Record Value
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Original records are stored in both paper and electronic. Electronic records are stored on agency servers. Paper records are stored in agency and, when necessary, at the state records center.
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
10-7-504 TCA
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
Both Paper and Electronic Records maintained in agency 1 to 5 years space permitting.
Records Center Retention Period
When necessary due to space requirements paper records may be stored at the state records center for the retention period.
Retention Legal Citation
10-7-504 TCA
Electronic Records Plan Inventory
System Name
Teammate, TeamMate+, Agency Servers
Hardware Description
NAS
Software Description
Word, Excel, PDF, documents
System Location
Cordell Hull Building
Backup Procedures
Servers (Web, App and Database) are backed up daily and replicated to the cloud. The backups are kept for 30 days on premise and 90 days in the cloud in AWS. With server backups we can do file level restores and Server/VM restores. File Shares are backed up daily and are kept for 1 year in Azure.
Full backups daily on everything. 30 day retention on-prem.
Server backups 90 day archive retention off-site
DB backups 90 day archive retention off-site
File shares 1 year retention, off-site.
Full backups daily on everything. 30 day retention on-prem.
Server backups 90 day archive retention off-site
DB backups 90 day archive retention off-site
File shares 1 year retention, off-site.
Disaster Recovery
The recovery goal for File Storage Servers - 8 hours
Data Migration Description
Data stored on File Servers with appropriate document extension
RDA Comments
Records Management Division (RMD)
04-08-2021
No recommended changes.
Tennessee State Library and Archives
04-08-2021
No recommended changes.
Comptroller Audit Review
04-10-2021
We have reviewed RDA 410 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-12-2021
No changes. 4/12/2021
RMD Director
04-13-2021
RDA 410 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 410.
Public Records Commission
05-04-2021
PRC approves RDA 410