An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1783
Effective Date
Record Series Abstract
TO DOCUMENT FIRE DEPARTMENT COMPLIANCE TO THE COMMISSION OF FIRE FIGHTING REQUIREMENTS. RECORDS MAY INCLUDE, BUT ARE NOT LIMITED TO, FIRE DEPARTMENT TRAINING COURSES, SCHEDULES, INSTRUCTOR CERTIFICATIONS, CLASS ROSTERS AND ATTENDANCE SIGN IN SHEETS.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
RECORDS ARE ARRANGED ALPHABETICALLY AND MAINTAINED IN ELECTRONIC FORMAT FOR 6 YEARS. ANY RECORDS THAT ARE RECEIVED IN PAPER WILL BE MIGRATED TO ELECTRONIC AND THE PAPER COPY WILL BE DESTROYED ONCE THE ELECTRONIC COPY HAS BEEN VERIFIED FOR COMPLETENESS, ACCURACY AND USABILITY. 6 YEARS AFTER CUT OFF THE RECORDS WILL BE DESTROYED BY STATE APPROVED METHODS.
Worksheet
Record Location
ACADIS
File Arrangement
ALPHABETICAL
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
to
Allotment Code
335.28
Annual Accumulation
.05 GB
Current Volume
.3 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Confidential Legal Citation
N/A
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 YEARS
Retention Legal Citation
NONE
Electronic Records Plan Inventory
System Name
ACADIS
Hardware Description
2 windows virtual servers (production & portal). Also, a shared Oracle database environment
Software Description
2 Windows 2008 R2 web server environment
System Location
Data Center South
Backup Procedures
Daily Incremental Backups - Backups only data that has change since that last incremental backup Full Backup - every weekend Monthly-Backup - are run on the last Friday of each month and stored to tape. The tape is then transferred a secure offsite location where it will be stored for 7 years
Disaster Recovery
DR services denied by agency. In case of a disaster the server/data will be restored using the following procedure. Restore from Incremental-Backup Restore from weekly Full-Backup Restore from monthly Full-Backup
Data Migration Description
STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS
RDA Comments
Records Management Division (RMD)
03-21-2019
No recommended changes.
Tennessee State Library and Archives
03-21-2019
No recommended changes.
Comptroller Audit Review
03-25-2019
We have reviewed RDA 1783 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-25-2019
AGENCY CONCURS WITH NO RECOMMENDED CHANGES.
RMD Director
04-12-2019
RDA 1783 is a request to revise an RDA. The retention period will change from one year and destroy to six years and destroy. The format will change to paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1783.
Public Records Commission
05-22-2019
PRC approves RDA 1783.