An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2849
Effective Date
Record Series Abstract
Records series includes class rosters, certificates of completion, evaluation forms. For example: Course Code: H203, date(s), Course Title: 'MERRITT (TEMA RAD', Class Attendee's, Adjunct(s), Instructor(s), and Student(s). Student Personnel Count:___. Independent Study Program Final Exam. TEMA Training Report Certificate. TEMA Training Course Roster.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon Separation of Employee
Total Retention Years
1
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Convert paper records to electronic format; Maintain paper records one year and then destroy paper copies after verification of conversion of paper records to electronic format. Electronic version is kept permanently in agency.
Worksheet
Record Location
On server in TEMA offices at the Department of Military, 3041 Sidco Dr.
File Arrangement
Alpha
Media Format Generated
Paper
Media Format Stored
Electronic
Date Range
1978 - current
Agency
Allotment Code
34104
Annual Accumulation
5 cu. ft. 7GB
Current Volume
5 cu. ft. 7GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
On site in TEMA offices at the Department of Military, 3041 Sidco Dr.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
10-7-504 (3)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
0
Records Center Retention Period
0
Retention Legal Citation
10-7-504 (3)
Electronic Records Plan Inventory
System Name
Training Management System- TMS; TEMA Servers
Hardware Description
TMS is backed up twice daily (1200 and 1900) to back up server. Training files are backed up to HP and Dell windows Servers and replicated offsite weekly.
Software Description
Microsoft Access 2003 and Microsoft SQL Sever 2005
System Location
TEMA HQ- 3041 Sidco Dr. Nashville 37204
Backup Procedures
TMS is backed up twice daily at 1200 and 1900 to back up serve; Training files nightly back up, data to local server location. Nightly replication of regional sever data to headquarters. Weekly Replication to headquarter storage server offsite; Software used Symantec Back up exec and Back up assistance.
Disaster Recovery
Restore the files from backup
Data Migration Description
Extract-Transform-Load
RDA Comments
Records Management Division (RMD)
07-23-2015
No recommended changes.
Tennessee State Library and Archives
07-27-2015
No recommended changes.
Comptroller Audit Review
07-23-2015
We have reviewed RDA 2849 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
07-28-2015
No additional changes are required. Will get the Commissioner\'s signature and submit.
RMD Director
09-15-2015
RDA 2849 is a request to revise an RDA. The records series retention will increase from three years to permanent. The format will change from paper/electronic to electronic. The record will be kept for long term reference. Recommend approval of request to revise RDA 2849.
Public Records Commission
10-13-2015
PRC approves RDA 2849.