An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11058
Effective Date
Record Series Abstract
Records series includes but is not limited to: correctional card, letter of approval or denial, memo of correctional officer certification, Request for Correctional Officer Firearm State Identification Card (SS-7036).
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When Correctional Card is returned to agency.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Paper record is scanned electronically; once verified the paper is then destroyed. Records are kept on state server until correctional card is returned to the agency; records are then kept for 5 years and then destroyed by state approved methods.
Worksheet
Record Location
312 Rosa L. Parks Ave.
File Arrangement
Alpha, by last name
Media Format Generated
Paper
Date Range
to
Agency
Allotment Code
30500
Annual Accumulation
.5 cubic feet, .076 GB
Current Volume
3 cubic feet, .379 GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Electronic Records Plan Inventory
System Name
IE1819008WN002
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
TN Tower, 7th Floor Server Room - Replicated to Secretary of State Disaster Recovery Site
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Backup tapes are sent to Iron Mountain and rotated/recycled according to agency policy and procedures.
Disaster Recovery
In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers. If this is not an option due to the scope of the disaster, data would be retrieved from backup tapes previously sent to Iron Mountain.
Data Migration Description
The Information Services Division maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with the Information Services Division.
RDA Comments
Records Management Division (RMD)
10-06-2016
No recommended changes
Tennessee State Library and Archives
10-07-2016
No recommended changes.
Comptroller Audit Review
10-07-2016
We have reviewed RDA 11058 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-10-2016
Thank you.
RMD Director
10-18-2016
RDA 11058 is a request to revise an RDA. The retention period will remain five years and the format will be paper/electronic. The Abstract and Worksheet have been updated. Recommend approval of request to revise RDA 11058.
Public Records Commission
11-03-2016
PRC approves RDA 11058.