Core Data
RDA Number
2392
Effective Date
Mon, 04/21/2025
Record Series Abstract
Records series includes, but is not limited to, all required documents pertaining to hazardous chemicals and materials used or stored in the workplace. Includes workplace chemicals, hazardous material bin cards, hazardous material inventory and material safety data sheets.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When hazardous materials or chemicals are no longer used or stored onsite.
Total Retention Years
30
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records series remains active for as long as hazardous chemicals or materials are used or stored onsite. Records will be maintained in either paper or electronic format for an additional 30 years following the removal of hazardous materials and chemicals. Paper records can be converted to electronic format, once verified for completeness and accuracy, paper records will be destroyed by state approved methods.
Worksheet
Record Location
Various TDOC Facilities
File Arrangement
Alpha
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
1970 to present
Agency
Allotment Code
32901
Annual Accumulation
Less than 4 cu. ft.
Current Volume
78 cu. ft.
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Stored
Various TDOC Facilities
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
30 years
Records Center Retention Period
0
Retention Legal Citation
TCA 50-3-2001
Electronic Records Plan Inventory
System Name
STS Network Drives
Hardware Description
Electronic records will be stored in STS approved shared network drives.
Software Description
PDF Format
System Location
STS Data Center
Backup Procedures
Data is backed up nightly.
Disaster Recovery
Back up data will be used to restore information to server.
Data Migration Description
Records within the database will be migrated to another electronic application when it is determined the existing system no longer meets the requirements of TDOC. TDOC will coordinate with STS to migrate data into new systems.
RDA Comments
Records Management Division (RMD)
Thu, 03/13/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 03/17/2025
No recommended changes.
Comptroller Audit Review
Tue, 03/18/2025
We have reviewed RDA 2392 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Tue, 03/18/2025
No further recommended changes.
RMD Director
Tue, 03/25/2025
RDA 2392 is a request to revise an RDA. The retention period will remain thirty years and then destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2392.
Public Records Commission
Mon, 04/21/2025
PRC approves RDA 2392
