An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1700
Effective Date
Record Series Abstract
Records series is comprised of signed proofs or signed approval letters from legislators, denoting approval to publish biographical information relative to the production of the Tennessee Blue Book.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon publication of the Tennessee Blue Book
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. Files are maintained in the office of the Secretary of State and may be destroyed five years after publication of the Tennessee Blue Book.
Worksheet
Record Location
312 Rosa L. Parks Avenue 8th Floor
File Arrangement
Chronologically and Alphabetically
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Other
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Other
Date Range
2013 to Current
Agency
Allotment Code
30501
Annual Accumulation
1 cu. ft. / 100MB
Current Volume
3 cu. ft. / 240MB
Record Value
Administrative
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
Retention Legal Citation
NO
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)
03-18-2021
No recommended changes.
Tennessee State Library and Archives
03-30-2021
No recommended changes.
Comptroller Audit Review
03-22-2021
We have reviewed RDA 1700 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-06-2021
Thank you.
RMD Director
04-13-2021
RDA 1700 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 1700.
Public Records Commission
05-04-2021
PRC approves RDA 1700