An official website of the Tennessee Secretary of State.
Core Data
RDA Number
3027
Effective Date
Record Series Abstract
Tennessee Fire Services & Codes Enforcement Academy training records and information related to student education classes. These records contain, but are not limited to, rosters, student applications, waiver forms, grades, training class records, TFACA Rules and Regulations, Release of Student Progress Information forms, Student Applications, Waiver of Liability, Training Class Records, TFACA Rules & Regulations, Release of Student Progress, Understanding Physical Requirements, and Student Rights.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
60
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After completion of a student training class, paper records are uploaded into the ACADIS system and verified for completeness, accuracy, and usability before the paper copies are destroyed. Files are cutoff at the end of the calendar year. Sixty years after the cutoff date, the records will be destroyed according to state approved methods.
Worksheet
Record Location
2161 Unionville-Deason Rd. Bell Buckle, TN 37020
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
Electronic: Email
Paper: Sheet
Date Range
2001 to Current
Allotment Code
335.28
Annual Accumulation
.5 cubic feet .4 gigabytes
Current Volume
.5 cubic feet 7 gigabytes
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
ACADIS system which is backed by OIR.
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
FERPA (20 USC 1232g; 34 CFR Part 99)
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
60
Electronic Records Plan Inventory
System Name
ACADIS system
Hardware Description
Windows and Linux virtual servers
Software Description
Windows 2008 R2 (Production and Portal VM server), Windows 2008 R2 Test VM sever, Linux Oracle DB VM server
System Location
Production, Portal, and DB server is located in the South Data Center. Test is located in the North Data Center.
Backup Procedures
Oracle NAS. Daily Incremental tape backups are done daily. Full backups are done weekly. A monthly backup is done when completed tape is sent to offsite storage.
Disaster Recovery
Oracle NAS Storage. Restores from incremental backups, from weekly full backups and from monthly full backups.
Data Migration Description
Oracle NAS Migration Plan
RDA Comments
Records Management Division (RMD)
07-27-2023
No recommended changes.
Tennessee State Library and Archives
07-27-2023
No recommended changes.
Comptroller Audit Review
07-28-2023
We have reviewed RDA 3027 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-03-2023
The agency concurs with no recommended changes.
RMD Director
08-15-2023
RDA 3027 is a request to revise an RDA. The retention period will change from permanent to sixty years and then destroy. The format will be paper/electronic. The agency is not required to keep the records permanently and the new retention period reflects the legal and business requirements. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 3027.
Public Records Commission
09-28-2023
PRC approves RDA 3027.