An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11221
Effective Date
Record Series Abstract
These Records consist of but not limited to Lease Agreement, Lease Amendments, Lease Extensions and Holdovers, and Commissioner Letter.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After Termination or Expiration of Lease including any Amendments/Extensions or Holdovers.
Total Retention Years
7
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
The Lease Agreements will be kept for 7 years past the termination or expiration of the Lease (including any Amendments/Extensions & Holdovers). At the end of the retention period the Lease Agreements are forwarded to Printing and Media Services to be microfilmed per T.C.A. requirements. The Lease Agreement paper records, and Electronic records may be destroyed after verification of the microfilm for completeness and accuracy. Microfilm will be maintained permanently, one copy at the state records center.
Worksheet
Record Location
William R. Snodgrass, TN Tower 24th Floor
File Arrangement
Numerical
Media Format Generated
Paper
Date Range
1980 to Current
Agency
Allotment Code
32107
Annual Accumulation
Paper: 1.5 cu.ft.; Electronic: .20 GB
Current Volume
Paper: 28.75 cu.ft.; Electronic: 6.75 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
24th Floor of the William R. Snodgrass, TN Tower and/or the State Record Center.
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
The Record Series is to be maintained for 7 year after the termination or expiration of the Lease (including any Amendments, Extensions or Holdovers).
Records Center Retention Period
6
Retention Legal Citation
T.C.A. 12-2-108, 10-7-303
Electronic Records Plan Inventory
System Name
ag03SDCW00525 - STREAM share (all shared drives are backed up in this manner)
Hardware Description
Solaris 10 Master Server
Software Description
Netbackup 6.5.6 backup software.
System Location
Data Center North-Primary, Data Center South for secondary (copy 2 for ag03SDCW00525)
Backup Procedures
Backup is conducted everyday. Full backup on Friday, Incremental backups Saturday - Thursday Data Domain disk storage is the backup media. All backups are on disk for 30 days and duplicated between the two data centers. Once a month around the last weekend of the month on a Friday the Full backup is vaulted to tape which is an LT04 tape. Media servers that backup ag03SDCW00525 are Linux Red Hat. We use data domain 890 and the second copy to a data domain 890 for backups and a L700 storage tek tape library for offsite storage on Monthly backups.
Disaster Recovery
Backup media is stored at Iron Mountain Restore process is via a Help desk ticket. If its older than 30 days we will have to recall a case from iron mountain for the next business day. If the restore is an emergency then we will submit an emergency delivery from Iron Mountain. An emergency delivery can take up to 3 hrs by contract.
Data Migration Description
Currently, the electronic data files reside in diverse locations. Additionally, some of the files are in paper format and some are in electronic format each will remain in their native format. The goal of this migration is to gather all of the relevant electronic Leasing Agreement files into a single location for storage, easy retrieval, completeness and to aid the archival and research processes. The migration strategy is to create a common folder structure on the STREAM Share drive and have all participating people and agencies utilize this structure on a go-forward basis. The existing electronic Leasing Agreement files will also be worked into the new structure for completeness. Once the Leasing Agreement files have been microfilmed at the end of their Retention Period, both the electronic and paper files will be destroyed.
RDA Comments
Records Management Division (RMD)
06-22-2017
No recommended changes
Tennessee State Library and Archives
06-26-2017
No recommended changes.
Comptroller Audit Review
06-26-2017
We have reviewed RDA 11221 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
06-27-2017
Agency agrees with no recommended changes to RDA. Thank you
RMD Director
06-28-2017
RDA 11221 is a request for a new RDA. The retention period will permanent and the format will be paper/electronic. The records series is for the permanent lease agreements as specified in the TCA 12-2-108 and 10-7-303 and is being separated from the general lease files maintained under RDAs 11025 and 11059. Recommend approval of request to create RDA 11221.
Public Records Commission
09-07-2017
PRC approves RDA 11221.