An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1718
Effective Date
Record Series Abstract
Records are comprised of signed Oaths of Office
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files are cut off upon appointment of position.
Total Retention Years
2
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Oaths of Office are filed in the Publications Division. The record is scanned and maintained permanently in agency in electronic format. Paper copy is transferred to TSLA after two years for permanent retention.
Worksheet
Record Location
312 Rosa L. Parks Ave. 8th Floor
File Arrangement
Chronologically and Alphabetically
Media Format Generated
Paper
Date Range
to
Agency
Allotment Code
30501
Annual Accumulation
0.69 cu ft., 0.033695 Gb
Current Volume
2.98 cu ft., 0.145522 Gb
Record Value
Administrative
Historic
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Electronic version is kept in permanently in Publications Division; paper version is sent to Library & Archives at the end of two year in-agency retention.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
2 years
Records Center Retention Period
0
Retention Legal Citation
T.C.A. 8-18-108
Electronic Records Plan Inventory
System Name
IE1819008WN001
Hardware Description
HP SAN/NAS, HP DL Servers
Software Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server, PDF file
System Location
TN Tower, 7th Floor Server Room - Replicated to Secretary of State Disaster Recovery Site
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Backup tapes are sent to Iron Mountain and rotated/recycled according to agency policy and procedures.
Disaster Recovery
In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers. If this is not an option due to the scope of the disaster, data would be retrieved from backup tapes previously sent to Iron Mountain.
Data Migration Description
The Information Services Division maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with the Information Services Division.
RDA Comments
Records Management Division (RMD)
08-21-2014
No recommended changes
Tennessee State Library and Archives
08-21-2014
No recommended changes.
Comptroller Audit Review
08-22-2014
We have reviewed RDA 1718 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-26-2014
Agency concurs. Thank you
RMD Director
08-27-2014
RDA 1718 is a request to revise an RDA. The retention will remain permanent but the format will change to paper/electronic. Recommend approval of RDA 1718.
Public Records Commission
09-10-2014
PRC approved RDA 1718.