An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10227
Effective Date
Record Series Abstract
CERTIFICATION OF CITYWIDE AND ANNEXATION SPECIAL CENSUSES AUTHORIZED BY THE TN CODE AND CERTIFIED BY THE DEPT OF ECONOMIC AND COMMUNITY DEVELOPMENT
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Special Census Certification
Total Retention Years
20
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
ECD is responsible for annual certification of municipal and county population which is used by the General Assembly and multiple state agencies for the distribution of state shared revenue and other programs that are population specific.
Worksheet
Record Location
Microsoft SQL Application Server for Cert Pop
File Arrangement
Alpha & Numeric
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
01/2000 to Current
Allotment Code
33007
Annual Accumulation
5 MB
Current Volume
60 MB
Record Value
Fiscal
Historic
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
F&A, Revenue, Transportation, ABC, Comptroller of the Treasury, Speaker of the House, Lt. Governor, Treasury, Dept. of State
Essential Record
Yes - Original
Essential Record Stored
Microsoft SQL Application Server for Cert Pop
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
20 years
Retention Legal Citation
34 CFR 80.42
Electronic Records Plan Inventory
System Name
Microsoft SQL Application Server for Cert Pop
Hardware Description
Microsoft SQL Application Server running in a VMWare virtual server environment
Software Description
Microsoft Word, Excel, PowerPoint, and Adobe pdf docs, jpg photos and SQL database tables
System Location
Microsoft SQL Application Server located at the State of TN Data Center
Backup Procedures
Nightly incremental back up, weekly full back up on Friday night, monthly full back up on last Friday of the month. Magnetic tape and the tapes are stored off-site at Iron Mountain back up storage facility.
Disaster Recovery
If data becomes lost or corrupted, a RFS will be submitted to OIR requesting a data restoration from the backup tapes containing the lost or corrupted data to its original location on the file server.
Data Migration Description
All Microsoft Office and SQL database products allow for data files to be automatically upgraded to new version of software by opening and choosing to convert files on the first open with the new software versions.
RDA Comments
Records Management Division (RMD)
05-15-2013
Do not see a change and satisfied with current retention status. Records are being stored in a structed database on a server. I believe it meets the standard requirements given by OIR and the Electronic Records Policy.
Tennessee State Library and Archives
05-09-2013
RDA 10227 is satisfactory as written.
Comptroller Audit Review
07-12-2013
We have reviewed RDA 10227 from an audit standpoint. We concur with the recommended retention and disposition specifications.
RMD Director
07-17-2013
Approve, but consider changing Title to Certified Population Census Certification
Public Records Commission
08-05-2013
Change title to Certified Population Census Certification