An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2234
Effective Date
Record Series Abstract
Record series includes, but is not limited, to electrical, residential and marina inspections, approvals, and rejections, certificate of occupancy, check lists, applications and other supporting documentation as needed.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon date of issuance
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Documents may be maintained in electronic or paper format as long as the electronic version has been verified for completeness and accuracy. Electronic records are maintained in agency for the full retention. Paper records are maintained in agency for 1 year and then transferred to the the state records center for 6 years.
Worksheet
Record Location
Department of Commerce and Insurance, Davy Crockett Tower, 500 James Robertson Pkwy, Nashville, TN 37243
File Arrangement
Chronologically and then numerically by batch numb
Date Range
to
Allotment Code
335.03
Annual Accumulation
33 cu. ft. 1 GB
Current Volume
54 cu. ft. 5 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
ATF, and other State/Federal agencies upon request
Essential Record
Yes - Original
Essential Record Stored
Department of Commerce and Insurance, Davy Crockett Tower, 500 James Robertson Pkwy, Nashville, TN 37243
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
7
Electronic Records Plan Inventory
System Name
CORE
Hardware Description
Linux VM running RedHat 6.x
Software Description
Web application
System Location
South Data Center
Backup Procedures
Every OIR managed server performs a nightly incremental backup to a disk storage device and is replicated to the other datacenter upon completion. Incremental backups are performed every night of the week and are retained for 30 days at each site. On the last Friday of the calendar month, a full backup is taken of every server and that full backup image is kept on disk for 60 days at both datacenters. The full backup image is also duplicated to tape for long term storage at Iron Mountain for 7 years. The standard backup window for both incremental and full server backups is between 6pm and 6am central time.
Disaster Recovery
Servers must be back online and available within 48 hours. 24 hours is the maximum amount of data that can be lost in the event of a declared disaster.
Data Migration Description
Files previously located in Filenet have been migrated to the CORE system. Also, records are submitted electronically in the CORE system.
RDA Comments
Records Management Division (RMD)
08-10-2017
No recommended changes.
Tennessee State Library and Archives
08-10-2017
No recommended changes.
Comptroller Audit Review
08-10-2017
We have reviewed RDA 2234 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-14-2017
Agency concurs with no recommended changes.
RMD Director
08-17-2017
RDA 2234 is a request to revise an RDA. The retention period will remain seven years and destroy. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2234.
Public Records Commission
09-07-2017
PRC approves RDA 2234.