An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2181
Effective Date
Record Series Abstract
Quarterly report wardens and academy superintendent listing highlights and problem issues such as incidents, major developments, and proposed resolutions
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
Cut off at the end of Calendar Year following report. Retain in Agency for 5 years in either paper or electronic format, then destroy by state approved method.
Worksheet
Record Location
Various TDOC Locations
File Arrangement
Alpha Numeric
Media Format Generated
Paper
Media Format Stored
Electronic
Paper
Date Range
2017 to present
Agency
Allotment Code
32901
Annual Accumulation
1.25 cu. ft.
Current Volume
7 cu. ft.
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Electronic Records Plan Inventory
System Name
Agency Shared Drives
Hardware Description
SQL Server
Software Description
word, excel, adobe
System Location
Data Center
Backup Procedures
Nightly job that creates a backup of the individual databases. Backups are kept on the server. STS backs up the server nightly which includes current backup for each database.
Disaster Recovery
Backup data will be used to restore information to server.
Data Migration Description
The records within the shared drives will be migrated to another electronic application if it is determined that the existing system no longer meets the requirements of TDOC and/or STS. Another electronic application will be developed or purchased. At that time, STS staff will coordinate with the vendor/software supplier to map data exchanges between the current and new applications. Data conversion will be required in order to format the current data values into the format required by a replacement software system. Preserving the data integrity is the highest priority when migrating the information from one application to another, to ensure the value of the date is not lost in the process.
RDA Comments
Records Management Division (RMD)
03-21-2024
No recommended changes.
Tennessee State Library and Archives
03-22-2024
No recommended changes.
Comptroller Audit Review
03-22-2024
We have reviewed RDA 2181 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-25-2024
No recommended changes.
RMD Director
03-26-2024
RDA 2181 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of the request to revise RDA 2181.
Public Records Commission
04-24-2024
PRC approves RDA 2181