An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2853
Effective Date
Record Series Abstract
CN-0758 Chemical Analysis Report-Inorganics, CN-0777 Chemical Analysis Report-Halo Acetic Acids & Total Trihalomethanes, CN-0778 Chemical Analysis Report-Secondary's, CN-0782 Chemical Analysis Report-Regulated Organic Chemicals, CN-0861 Chemical Analysis Report-Regulated Volatile Organic Chemicals, CN-0862 Chemical Analysis Report-Unregulated Organic Chemicals, CN-0985 Monthly Disinfection Summary for Filtration Systems, CN-0986 Monthly Turbidity Summary for Filtration Systems, CN-0987 Lead & Copper Analysis Report, CN-1048 Chemical Analysis Report-Inorganic Chemicals-Nirtrate & Nitrite, CN-1049 Chemical Analysis Report-Asbestos, CN-1102 Chemical Analysis Report-Gross Alpha, CN-1104 Chemical Analysis Report-Gross Beta, CN-1196 Individual Filter Turbidity Exceedance Report, CN-1197 Disinfection By Products Quarterly Report, CN-1198 Total Organic Carbon & Enhanced Coagulation Report, CN-1200 Interim Enhanced Surface Water Treatment Rule Filter Performance Test, CN-1201 Disinfection Monitoring Report, Sanitary Surveys, Notice of Violations, Enforcement, Corrective Action Plans, Emergency Operation Plan, Laboratory Certification Program Records, Decisions under the Ground Water Rule (subparts), Decisions under the Lead & Copper Rule
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
12
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are received in paper and electronic form. Paper records are scanned, once verified, paper is destroyed. Electronic records are kept until cut off, retained for 12 years, then destroyed by state approved methods.
Worksheet
Record Location
TN Tower 11th Floor
File Arrangement
NUMERIC
Media Format Stored
Electronic
Date Range
to
Allotment Code
327.34
Annual Accumulation
16 cu ft, electronic storage will begin in May 2019.
Current Volume
176 cu ft, electronic storage will begin in May 2019.
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Environmental Protection Agency
Essential Record
No
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
12 YEARS
Retention Legal Citation
40 CFR 142.14
Electronic Records Plan Inventory
System Name
Enterprise FileNet, Microsoft SharePoint, Network Access Storage (NAS) Drive, Edison, or other Strategic Technology Solutions (STS) approved storage system.
Hardware Description
If stored on the State’s Edison System the hardware is maintained by STS/Edison team at their data center. If not on Edison, all hardware for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS).
Software Description
If stored on the State's Edison System the software is maintained by the STS/Edison team. If not on Edison, all software for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). The agency shall use File Types and Formats that are considered High Confidence by OIR.
System Location
If stored on the State's Edison System it is maintained by STS/Edison team at their data center. If not on Edison, Agency Records Officer shall document the system location.
Backup Procedures
If stored on the State's Edison System the backup procedures are developed by STS/Edison team. If not on Edison, Backup procedures shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
If stored on the State's Edison System the disaster recovery plan is created and executed by STS/Edison team. If not on Edison, the Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
If stored on the State's Edison System the data migration plan is executed by the STS/Edison team. If not on Edison, the Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
RDA Comments
Records Management Division (RMD)
01-17-2019
No recommended changes.
Tennessee State Library and Archives
02-05-2019
No recommended changes.
Comptroller Audit Review
01-22-2019
We have reviewed RDA 2853 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-05-2019
Thank you.
RMD Director
03-27-2019
RDA 2853 is a request to revise an RDA. The retention period will remain twelve years and destroy. The format will be paper/electronic. The Title, Abstract, and Worksheet have been updated. Recommend approval of request to revise RDA 2853.
Public Records Commission
05-22-2019
PRC approves RDA 2853.