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Building Plans, Inspection Documents, and Related Documents

RDA Number
539
Effective Date
Record Series Abstract
These records are held by the Fire Prevention Division and its individual sections, except for Manufactured Housing. These records include, but are not limited to, Building Plans, Specifications, Inspection Documents, Submittal Forms, Administrative Documents and Correspondence, Manuals and Complaints.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
The end of the fiscal year in which the record is received by the department.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off at the end of the fiscal year in which the record is received by the department and maintained for 10 years. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. 10 years after cut off, records will be destroyed according to state approved methods
Allotment Code
33503
Record Location
500 James Robertson Parkway Davy Crockett Tower, Nashville, TN 37423
File Arrangement
Numeric and Alpha
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Paper: Sheet
Paper: Oversized
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Paper: Sheet
Paper: Oversized
Date Range
1976 to Present
Annual Accumulation
2 terabytes
Current Volume
50 cubic ft, 1.45 terabytes
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
FileNet
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
Plans for government buildings and schools are confidential by T.C.A. 10-7-504.
Does this Record Series Contain Sensitive Information?
No
System Name
Records are stored digitally on Enterprise Content Management (FileNet) and also on the 10700 GS NASCodesEnforcement NAS drive.
IT-ABC Number
N/A
Hardware Description
Records are stored on a Network Attached Storage (NAS) device and the FileNet storage device. The NAS device is accessed via a Network drive controlled by AD group policy. FileNet is accessed via a web interface along with a defined user identification and password.
Software Description
The NAS device is accessed via a Network drive controlled by AD group policy. FileNet is accessed via a web interface along with a defined user-id and password. Both are accessed via the state's local area network (LAN).
System Location
Records are located in the State of Tennessee Data Center(s) and controlled by STS.
Backup Procedures
Daily Incremental tape backups (an incremental backup is a type of backup that only copies files that have changed since the last full backup.) Weekly full-backup - done once a week. A monthly backup is done - once the completed tape is sent to offsite storage.
Disaster Recovery
Restore from incremental-backup. Restore from weekly full-backup. Restore from monthly full-backup.
Data Migration Description
The data resides in a Network Attached Storage (NAS) device and the FileNet storage device maintained by STS. If there is a need for migration, it will be done by STS database administrators.
Legacy Revision UUID
2357