An official website of the Tennessee Secretary of State.
Core Data
RDA Number
000001132A
Effective Date
Record Series Abstract
Records consist of, but not limited to, Notification of Agency Contract or Agreement, and Termination Notice of Agency Contract or Agreement received in paper format by the Agency Licensing Director of Commerce and Insurance.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At termination of appointment.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Maintain records in paper or electronic format in agency. Records that were originally received in paper may be migrated to FileNet. Once verified, the paper or electronic record will be maintained permanently.
Worksheet
Record Location
500 James Robertson Parkway Nashville, TN 37243
File Arrangement
License numerical by license identification number
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2010 to Current
Allotment Code
335.02
Annual Accumulation
.15 cubic feet paper; .001 GB
Current Volume
.01 cubic feet paper;.01 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
National Association of Insurance Commissioners. The information is also shared with the General Public. No personal information is shared with the exception of the name and date.
Essential Record
Yes - Original
Essential Record Stored
In agency
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
TCA 10-7-504-(a)(29)
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
Permanent
Records Center Retention Period
Permanent
Retention Legal Citation
TCA 10-7-504-(a)(29)
Electronic Records Plan Inventory
System Name
FileNet
Hardware Description
The current State FileNet environment is an on-premise solution with all servers and data residing at the state data centers.
Software Description
FileNet is accessed via a web interface along with a defined user id and password. Both are accessed via the state's local area network (LAN).
System Location
The servers are located in the North and South Data Centers. All back end storage is replicated between the two data centers.
Backup Procedures
Daily Incremental tape backups (an incremental backup is a type of backup that only copies files that have changed since the last full backup) are done. Weekly full-backups are done. Monthly backup is done once the completed tape is sent to offsite storage.
Disaster Recovery
Files are restored from incremental backups, a weekly full backup and a monthly full back up.
Data Migration Description
Documents are scanned to the Electronic Records Management System (FileNet) and stored on the designated servers.
RDA Comments
Records Management Division (RMD)
04-09-2020
No recommended changes.
Tennessee State Library and Archives
04-09-2020
No recommended changes.
Comptroller Audit Review
04-14-2020
We have reviewed RDA 01132A from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-14-2020
The agency concurs with no recommended changes.
RMD Director
04-20-2020
RDA 1132A is a request to revise an RDA. The retention period will be permanent and the format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 1132A.
Public Records Commission
05-15-2020
PRC approves RDA 1132A