An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2899
Effective Date
Record Series Abstract
RECORDS MAY CONTAIN FIRE AND OCCUPATIONAL SAFETY PROGRAM INFORMATION, I.E., EVACUATION AND CONTINGENCY PLANS, FIRE EXIT DRILLS, SPECIALIZED INSPECTIONS, TRAINING, MEMOS, STATE AND LOCAL COMPLIANCE NOTICES, FOR DCS FACILITIES.
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
The files are to be cut off at the end of the calendar year, maintained five years, then destroyed.
Worksheet
Record Location
DCS Central Office UBS Tower, 10th Floor 315 Deaderick Street Nashville, TN 37243
The records are stored on the shared network drive managed by STS in the following file path: ei01sdcwf00001.net.ads.state.tn.us\Executive\Facilities Management\Property Management\001 Location Fire Safety Inspection Reports. There are 12 folders representing each region. Under each regional folder is a folder for a specific office location where that locations Safety Reports are maintained.
The records are stored on the shared network drive managed by STS in the following file path: ei01sdcwf00001.net.ads.state.tn.us\Executive\Facilities Management\Property Management\001 Location Fire Safety Inspection Reports. There are 12 folders representing each region. Under each regional folder is a folder for a specific office location where that locations Safety Reports are maintained.
File Arrangement
Chronologically and Alphabetically
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
2016 to Current
Agency
Allotment Code
350.10
Annual Accumulation
205MB
Current Volume
823MB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Media Recommendation Other
Current Format
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Five Years
Records Center Retention Period
None
Retention Legal Citation
None
Electronic Records Plan Inventory
System Name
EI01SDCWF00001
Hardware Description
HP SAN/NAS, HP DL Servers
Software Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location
STS managed stored at Data Center North and Data Center South
Backup Procedures
STS Managed Incremental backup DAILY, full WEEKLY backup, full MONTHLY backup (all to virtual tape and physical tape).
Physical backup tapes sent off site to Iron Mountain Vault.
Physical backup tapes sent off site to Iron Mountain Vault.
Disaster Recovery
STS Managed Server Disaster Recovery plan with backup tapes previously sent to Iron Mountain.
Data Migration Description
STS Managed Server Migration Plan
RDA Comments
Records Management Division (RMD)
08-13-2020
No recommended changes.
Tennessee State Library and Archives
08-17-2020
No recommended changes.
Comptroller Audit Review
08-17-2020
We have reviewed RDA 2899 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-18-2020
No further revisions required
RMD Director
08-27-2020
RDA 2899 is a request to revise an RDA. The retention period will change from three years to five years and destroy. The format will be electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2899.
Public Records Commission
09-21-2020
PRC approves RDA 2899