Core Data
RDA Number
1911
Effective Date
Mon, 10/20/2025
Record Series Abstract
This record series consists of, but is not limited to, control logs, publication samples, request for publication approvals, copies of publications submitted for review, and compliances with specification. Electronic copies of all State publications are maintained in multiple designated depositories.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Date of publication
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and maintained in electronic format. They are maintained in office. Once the 5-year retention period has been met, records will be destroyed via state approved methods.
Worksheet
Record Location
Records are kept in the Tennessee Tower electronically on SharePoint or Outlook archive mail server for publications .
File Arrangement
Fiscal Year
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
7/1/2018 to present
Agency
Allotment Code
32109
Annual Accumulation
Electronic: 5 GB
Current Volume
Electronic: 24.5 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Tennessee Tower electronically
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
None
Electronic Records Plan Inventory
System Name
DGS Publications Authorization
Hardware Description
The enterprise solution implemented by STS meets the requirements defined in the STS Backup Service and Retention Policy (200-POL-004).
Software Description
The enterprise solution implemented by STS meets the requirements defined in the STS Backup Service and Retention Policy (200-POL-004).
System Location
Data Center North - Primary
Data Center South - secondary
Data Center South - secondary
Backup Procedures
Weekly backups every Saturday. Backup Retention Schedule is 31 daily backups and 84 months of Long-Term Retention for the Monthly backup.
Disaster Recovery
Restore from the last known good backup taken by the STS Backup policy in place
Data Migration Description
The Document Solutions Records will be scanned into PDF format and will be placed into a separate, controlled folder on the DGS shared drive. The folder will be restricted and will be backed up on a regular basis. The electronic version of the files will be accessible and maintained by the DGS Document Solutions staff. DGS Document Solutions will follow internal procedures in creation, access and modification of the electronic records. The electronic version of the Document Solutions Administrative Files will be destroyed in accordance with the above retention period.
RDA Comments
Records Management Division (RMD)
Thu, 04/10/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 04/14/2025
No recommended changes.
Comptroller Audit Review
Fri, 04/11/2025
We have reviewed RDA 1911 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Wed, 07/30/2025
We have no further changes.
RMD Director
Fri, 09/05/2025
RDA 1911 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 1911.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 1911
