An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11059
Effective Date
Record Series Abstract
Serves as Original Lease History of Agency Office Space including but not limited to: Space Action Request (SAR), Space Needs Analysis (SNA), Emails, Building Drawings/Pictures, Request for Proposals (RFP) documents, Proposal Evaluations, and Direct Negotiation, Advertisement, Task Order 2, Strategy Recommendation/Portfolio Analysis (SR/PA), Conflict of Interest (COI), Certificate of Occupancy, Fire Marshall Review, Notice of Intent to Award (NOI).
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After Termination or Expiration of Lease including any Amendments/Extensions and Holdovers.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The Lease Files will be kept for a period of 5 years past the termination or expiration of the Lease (including any Amendments/Extensions and Holdovers). Paper and Electronic versions will be maintained in its respective format until the end of the Retention Period,then destroyed.
Worksheet
Record Location
24th Floor of the William R. Snodgrass Tennessee Tower.
File Arrangement
Numeric
Media Format Generated
Both
Date Range
1980 to Current
Agency
Allotment Code
32107
Annual Accumulation
Paper - 6 cu.ft.; Electronic: .73 GB
Current Volume
Paper - 115 cu.ft.; Electronic: 27 GB
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
24th Floor of the William R. Snodgrass Tennessee Tower and/or state records center
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
The Record series is to be kept for 5 years after the termination or expiration of the Lease (including any Lease extensions, Amendments or Holdovers, then destroyed.
Records Center Retention Period
4
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 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 files will also be worked into the new structure for completeness. Once the Leasing Files have reached their Retention Period, the electronic files will be destroyed along with the paper files.
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 11059 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 11059 is a request to revise an RDA. The retention period will change from permanent to five years and destroy. The format will remain paper/electronic. The reason for the retention change is that the permanent retention items (per T.C.A. 10-7-303 and 12-2-108) are to be retained under RDA 11221 with a permanent retention. The general business files will be retained under RDA 11059 with a five year and destroy retention. RDA 11221 is on the same agenda for approval by the PRC. Recommend approval of request to revise RDA 11059 provided RDA 11221 is approved.
Public Records Commission
09-07-2017
PRC approves RDA 11059.