An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1516
Effective Date
Record Series Abstract
Records document the Ambient air quality (ozone or other air contaminates) to achieve and maintain clear breathable air for the citizens of Tennessee. Compile, verify, and maintain a historical data base of air quality investigations. daily poll report, active site report(monthly), network configuration report (5 times per year), monthly data summary report, audit report(monthly), calibrations. Included: Monthly Precipitation Summary (CN-1071), Acid Precipitation Report (CN-1072), ML8819 Instrument Checklist (CN-1079), PM-10 VFC Sampler Calibration(CN-1097), PM-10 Sampler Calibration(CN-1098), Ambient SO Monitor Data Logger Calibration CN-1099), Ambient O Monitor/Data Logger Calibration, High volume Sampler Calibration (CN-1101), TEOM Series 1400 A Flow Check Data (CN-1148), TEOM Series 1400 A Instrument Checklist (CN-1149), and other related correspondence.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The files are to be cut off at the end of each calendar year, then maintained in agency for 5 years. Five years of data is sufficent based on last EPA audit. After paper records are scanned, they are verified for completeness and accuracy, then paper records are destroyed by state approved methods. Maintain electronic records for 5 years after the cut off, then destroy by state approved methods.
Worksheet
Record Location
15th Floor, Wm. R. Snodgrass TN Tower
File Arrangement
numerical
Media Format Generated
Paper
Media Format Stored
Electronic
Date Range
to
Allotment Code
32731
Annual Accumulation
8 cubic feet and 1 GB
Current Volume
35 cubic feet and 4GB
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Environmental Protection Agency (EPA)
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
none
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
Division of Air Pollution Control-Smog Log
Hardware Description
Oracle NAS (Networked Attached Storage) managed by OIR. Raid 6 system with 40 TerraBytes of space. OIR Fiber SAN managed by OIR. This is the OIR mandated storage medium and backed up through Enterprise Backups.
Software Description
Oracle Database Enterprise 11.2.3 NAS mounted and managed through Windows CIFS (Common Internet File System) Expected to use PDF and TIFF file formats. Oracle Exports and Hot online backups are used to backupthe data SAN storage from where it is backed up to the Enterprise backups. Expected to use DOC, DOCX, XLS, XLX, PDF, and TIFF file formats.
System Location
OIR Data Center South
Backup Procedures
NAS stores 31 daily snapshots. In addition, full backups are taken monthly with incremental backups taken daily. The monthly backups are stored off-site for seven years. With both methods considered, we can restore to any of the past 31 days if the file(s) existed during the time of either the snapshot or the backup, to one of the full monthly backups from up to seven years prior. Oracle Database is run in archive log mode and all redo logs are backed up daily. Hot backup of all data files are done on weekends. Recovery Procedure: Helpdesk tickets to OIR as Priority 1 can restore file(s) in 2 hours time if restoring to a point within the past 31 days. If later (as tapes must come from off-site) expected Priority 1 recovery time is 5 hours.
Disaster Recovery
Recovery Procedure: Helpdesk tickets to OIR as Priority 1 can restore file(s) in 2 hours time if restoring to a point within the past 31 days. If later (as tapes must come from off-site) expected Priority 1 recovery time is 5 hours. Major Disaster Recovery: OIR has a written policy on how to handle major disaster recovery. In summary: Order new hardware if required. Receive configure and verify setup and connect ability. Install required software to restore from image files and/or tapes. Inventory media and image files restore.
Data Migration Description
Select users in each agency, along with (temporarily) General Services personnel, have the ability to scan and write documents to the NAS. Managed by Active Directory Groups.
RDA Comments
Records Management Division (RMD)
04-16-2015
No recommended changes
Tennessee State Library and Archives
04-16-2015
No recommended changes.
Comptroller Audit Review
04-16-2015
We have reviewed RDA 1516 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-20-2015
Thank you
RMD Director
06-02-2015
RDA 1516 is a request to revise an RDA. The retention period will be reduced from twenty-five years to five years and the retention will change to paper/electronic. Recommend approval of RDA 1516.
Public Records Commission
06-23-2015
PRC approves RDA 1516.