An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2560
Effective Date
Record Series Abstract
Records document the STATE HISTORIC PRESERVATION OFFICE (SHPO) compliance with SECTION 106 OF NATIONAL HISTORIC PRESERVATION ACT (NHPA) This includes survey reports, correspondence, maps, photos, and plans as appropriate. Information related National Register listed or eligible properties will be filed with RDA 1212 as appropriate. Files related to consultation for properties with no adverse effects and adverse effects will be filed and digitally referenced to the historic properties with RDA 1212 as appropriate. These records are retained as a part of the inventory mandated by NHPA. Adverse Effect files document the Section 106 process and will be retained digitally when the project is complete.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
THE FILES ARE TO BE CUT OFF AT THE END OF EACH PROJECT.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The No Effect files are received in paper and electronic format and are cut off at the end of each project cycle, maintained in agency for 5 years, then destroyed by state approved methods. The No Adverse Effect files are received in paper and electronic format and are to be cut off at the end of each project cycle, maintained in agency for 5 years, then evaluated by Section 106 staff determine which information needs to be consolidated with records permanently retained under RDA 1212. All Adverse Effect files (typically 2% or less of all projects) are received in paper and electronic format and will be retained permanently in electronic format on an STS approved server.
Worksheet
Record Location
2941 Lebanon Road, Cloverbottom Mansion, Nashville,TN.
File Arrangement
county/project
Media Format Stored
Electronic
Paper
Date Range
to
Allotment Code
327.04
Annual Accumulation
27 cubic feet, and 41.4 GB
Current Volume
108 cubic feet, and 124.2 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
National Park Service, federal agencies
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years after completion of the project
Records Center Retention Period
0
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
STS Oracle Network Attached storage system: ag0319006uf012
Hardware Description
Sun Storage 7410 NAS
Software Description
2011.04.24.9.0,1-1.46. Operating System: Solaris 11. No traditional software
System Location
901 5th Ave. N., Nashville TN 37243
Backup Procedures
31 day retention snapshots kept on site. Daily incremental snapshots, to tape media. Monthly snapshots older than 21 days are stored offsite, one year retention. One tape per year stored for 7 years.
Disaster Recovery
STS follows industry standard disaster recovery procedures. Full procedures are available with the Office of Information Resources.
Data Migration Description
STS maintains and migrates data according to system updates, upgrades and replacement standards per industry standards. Full procedures are available with the Office of Information Resources.
RDA Comments
Records Management Division (RMD)
09-06-2018
No recommended changes.
Tennessee State Library and Archives
09-12-2018
No recommended changes.
Comptroller Audit Review
09-07-2018
We have reviewed RDA 2560 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-12-2018
Thank you.
RMD Director
10-01-2018
RDA 2560 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2560.
Public Records Commission
10-30-2018
PRC approves RDA 2560.