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Driver Control Services, Handgun Carry, Commercial Driver License (CDL) Microfilm/Microfiche Records

RDA Number
1347
Effective Date
Record Series Abstract
Records include but not limited to: Driver License History, Driver Improvement, Financial Responsibility, Handgun Carry Permit,CDL documentation on microfilm. This will also include microfiche indexes for the above documentation and Non-Licensed Driver (ID's), Driver Soundex, crash reports, and Computer Generated documentation.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records were generated in paper and then microfilmed/microfiche . Paper was destroyed by state approved methods. Agency is maintaining 1 copy of microfilm in agency permanently. Agency is storing records in temperature controlled room. Agency has sent master copy of microfilm to State Records Center. Agency is no longer producing microfilm or microfiche. Records are also kept in the Strategic Technology Solutions Mainframe.
Record Location
1150 Foster Ave. Nashville
File Arrangement
alpha & numeric
Media Format Generated
Paper
Date Range
Microfilm - 1965-02/2015 Microfiche - 12/1977 - 05/27/2010 Document Direct/Mainframe - 01/27/2010 -07/6/2015
Allotment Code
34901
Annual Accumulation
0
Current Volume
20210 rolls of microfilm, 221000 sheets of microfiche, Mainframe 12570 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Essential Record
Yes - Original
Essential Record Stored
Original kept in agency, copy is kept at State Records Center.
Essential Record Media Type
Microfilm
Confidential
No
Confidential Legal Citation
T.C.A. 55-25-101 through 55-25-112 The Federal statute is 18 U.S.C. 2721 - 2725, the Driver Privacy Protection Act of 1994 T.C.A. 10-7-504(o)
Does this Record Series Contain Sensitive Information?
No
System Name
Document Direct
Hardware Description
All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS)
Software Description
All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
System Location
The database containing electronic records is kept on servers maintained and supported by STS at State Data Centers
Backup Procedures
Backup procedures shall be maintained in accordance with Current STS Data Center Operations policy
Disaster Recovery
Disaster Recovery procedures shall be maintained in accordance with Current STS Data Center Operations policy
Data Migration Description
STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS
Records Management Division (RMD)
10-04-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2018
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 1347 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-08-2018
Thank you.
RMD Director
10-12-2018
RDA 1347 is a request to revise an RDA. The retention period will change from sixteen years and destroy to Permanent. The format will be paper/electronic/microfilm. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1347.
Public Records Commission
10-30-2018
PRC approves RDA 1347.