An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2805
Effective Date
Record Series Abstract
Records include but not limited to water bacteriological analysis, testing requisitions forms, chains of custody, and water reports.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
12
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and stored in paper and electronic format. Records are kept for 12 years and then destroyed by State approved methods.
Worksheet
Record Location
State Servers
1st Floor Reporting Office
630 Hart Lane
Nashville, TN 37216
1st Floor Reporting Office
630 Hart Lane
Nashville, TN 37216
File Arrangement
Alpha and Numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Date Range
2013 to Present
Agency
Allotment Code
343.08
Annual Accumulation
26.4 cf; 5 GB
Current Volume
14.4 cuft.29GB
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Environmental Protection Agency, International Organization for Standardization
Essential Record
Yes - Original
Essential Record Stored
State Servers
1st Floor; Reporting Office
630 Hart Lane
Nashville, TN 37216
1st Floor; Reporting Office
630 Hart Lane
Nashville, TN 37216
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
12 years
Electronic Records Plan Inventory
System Name
StarLIMS v9 & v11 Cloverleaf, Rhapsody, State Servers
Hardware Description
State Servers
Software Description
StarLIMS v9 & v11
System Location
Data Center North and South
Backup Procedures
All data storage is replicated and backed up to state servers. Backups retained with 3rd party vendor in case of N and/or S Data Center failure or loss.
Disaster Recovery
STS Tier 2 Disaster Recovery
Data Migration Description
Backups utilized to migrate data.
RDA Comments
Records Management Division (RMD)
03-16-2023
No recommended changes.
Tennessee State Library and Archives
03-20-2023
No recommended changes.
Comptroller Audit Review
03-21-2023
We have reviewed RDA 2805 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-22-2023
Thank you.
RMD Director
03-23-2023
RDA 2805 is a request to revise an RDA. The retention period will change from five years and then destroy to twelve 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 2805.
Public Records Commission
04-18-2023
PRC approves RDA 2805.