An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2297
Effective Date
Record Series Abstract
Documentation showing fees were paid and current, general correspondence change of ownership. Amended Notification for Underground Storage Tanks Sellers Reporting of Ownership of Tanks (CN0911), Notification of Indicia of Ownership Petroleum-UST CN1186, Notification for Underground Storage Tanks (CN1260), Voluntary Registry Registration for a Petroleum Site(CN1267), Annual Fee Receipt (CN1302).
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Paper files will be stored in the UST Central Office and all TDEC Environmental Field Office locations. Paper files will be converted to electronic as received and destroyed upon confirmation of digitization. Electronic files will be stored in Filenet permanently. For quick reference, administrative copies will be stored on the NAS (Network Attached Storage). When the software or hardware is upgraded or replaced, the records will be migrated to tapes, CDs/DVDs or other electronic media as needed to ensure no records are lost in the upgrade/replacement process. Current volume of film will be held permanently.
Worksheet
Record Location
UST Central Office and all TDEC Environmental Field Office locations
File Arrangement
numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Video
Paper: Sheet
Media Format Stored
Electronic
Paper
Film
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Video
Paper: Sheet
Film: Microfilm
Date Range
1985 to Present
Allotment Code
327.41
Annual Accumulation
13 cubic feet, 9 rolls of microfilm,4GB
Current Volume
153 cubic feet, 175 rolls of microfilm, 87 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Environment Protection Agency
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Retention Legal Citation
Rule 0400-18-01-.14(1)
Electronic Records Plan Inventory
System Name
Enterprise FileNet
Hardware Description
Windows Server 2012 R2 Data Center Edition/EMC Isilon
Software Description
FileNet P8 5.2
System Location
Data Center South Primary-Data Center North Secondary
Backup Procedures
Data is backed up nightly as well as a daily snapshot. Backups are onsite for 30 days and anything older is sent to Iron Mountain
Disaster Recovery
FileNet data is stored until deleted by user or we delete the stored data per request. All backups are kept for 7 years. Data is replicated between the two datacenters in the event that a failover is needed
Data Migration Description
Real time replication
RDA Comments
Records Management Division (RMD)
12-07-2023
No recommended changes.
Tennessee State Library and Archives
12-07-2023
No recommended changes.
Comptroller Audit Review
12-12-2023
We have reviewed RDA 2297 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-15-2024
No additional agency comments.
RMD Director
03-26-2024
RDA 2297 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic/film. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2297.
Public Records Commission
04-24-2024
PRC approves RDA 2297