An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10178
Effective Date
Record Series Abstract
Records include but not limited to complaints, complaint resolutions, samples, inspections, inspectors summaries, photography, graphs, diagrams, and exhibits.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records come in paper and electronic. Paper is scanned and upon verification, paper is destroyed by state approved methods. Electronic records are kept for the 5 year retention and then destroyed by state approved methods.
Worksheet
Record Location
North Data Center, Nashville, TN; Rackspace facilities in Dallas, TX and Ashford, VA. N
File Arrangement
alpha, numeric indexes of, name, permit number
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
32505
Annual Accumulation
2.16 gbfor Data Center North and HealthSpace
Current Volume
9.3 gb in North Data Center and 6.4 in HealthSpace storage facilities.
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
electronic copies are maintained on the servers and the paper originals are destroyed by state approved methods
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Records Center Retention Period
0
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
CoreOne LCP
Hardware Description
Virtualized EC2 instance (HVM) on x86_64 with 8 vCPUs and 32 Gb RAM
Software Description
Database: MySQL Aurora 5.7, Software: Ruby On Rails
System Location
AWS - US East (Ohio) Region
Backup Procedures
Nightly DB snapshots and nightly MySQL dumps which are compressed and stored in an S3 bucket to provide multiple geographic locations
Disaster Recovery
Recovery consists of restoring the system to its original state, confirming the resumption of normal function, and subsequently validating the clean system. Recovery may also include remediation of vulnerabilities to prevent similar incidents.
Our Recovery Time Objective (RTO) for the Covered Services is 24 hours from the moment when Management Approval is received that the events being investigated constitute a Disaster Recovery event.
Our Recovery Time Objective (RTO) for the Covered Services is 24 hours from the moment when Management Approval is received that the events being investigated constitute a Disaster Recovery event.
Data Migration Description
Work with the agency to provide all requested data securely in usable format.
RDA Comments
Records Management Division (RMD)
07-27-2017
No recommended changes
Tennessee State Library and Archives
08-02-2017
No recommended changes.
Comptroller Audit Review
07-26-2017
We have reviewed RDA 10178 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-01-2017
Agree with comments.
RMD Director
08-02-2017
RDA 10178 is a request to revise an RDA. The retention period will remain five years and destroy. The format will remain paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have all been updated. Recommend approval of request to revise RDA 10178.
Public Records Commission
09-07-2017
PRC approves RDA 10178.