An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1768
Effective Date
Record Series Abstract
Completed Records Disposition Authorizations, including but not limited to; memorandums, signature pages, records retention schedules, Statewide general records schedules, and related supporting documentation.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When RDA is approved.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Maintain records in paper and electronic format. Paper records are to be maintained in agency permanently and a copy of final RDA will be transferred to Tennessee State Library and Archives for permanent retention. Electronic version in the form of the Web Application will be maintained per administrative value and then destroyed by state approved methods.
Worksheet
Record Location
312 Rosa L. Parks Ave. Nashville, TN 37243
File Arrangement
Numeric
Date Range
to
Agency
Allotment Code
30513
Annual Accumulation
5 cubic feet.; 2 GB
Current Volume
14 cubic feet; 6 GB
Record Value
Administrative
Historic
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
TN State Library and Archives; Agency keeps paper copy in 8th floor office TN Tower; Electronic copy is maintained on agency servers.
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Retention Legal Citation
PRC Rule 1210-1
Electronic Records Plan Inventory
System Name
IE1819008WN001
Hardware Description
HP SAN/NAS, HP DL Servers
Software Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location
TN Tower, 7th Floor Server Room - Replicated to Secretary of State Disaster Recovery Site
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Backup tapes are sent to Iron Mountain and rotated/recycled according to agency policy and procedures.
Disaster Recovery
In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers. If this is not an option due to the scope of the disaster, data would be retrieved from backup tapes previously sent to Iron Mountain.
Data Migration Description
The Information Services Division maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with the Information Services Division.
RDA Comments
Records Management Division (RMD)
08-16-2018
No recommended changes.
Tennessee State Library and Archives
08-16-2018
No recommended changes.
Comptroller Audit Review
08-17-2018
We have reviewed RDA 1768 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-22-2018
No recommended changes.
RMD Director
08-28-2018
RDA 1768 is a request to revise an RDA. The retention period will remain five years and Permanent. The format will remain paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1768.
Public Records Commission
10-30-2018
PRC approves RDA 1768.