An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11302
Effective Date
Record Series Abstract
This record series includes documents pertaining to agriculture crime investigations, citations, etc. that may be used in court proceedings and/or to levy fines; administrative, civil, or criminal files maintained by department attorneys in provision of legal services to the department
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After the adjudication or closing of the case
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and stored in paper and electronic format. Records are kept for 5 years and then destroyed by state-approved methods after adjudication or closing of the case.
Worksheet
Record Location
Records Officer maintains list of locations
File Arrangement
Alpha
Media Format Generated
Both
Date Range
2002 - present
Agency
Allotment Code
325
Annual Accumulation
10 cubic feet/ 1mb
Current Volume
65 cubic feet/ 15.5mb
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Other law enforcement agencies
Essential Record
No
Confidential
No
Confidential Legal Citation
T.C.A. 10-7-504(a)(2)(A)and (B)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Electronic Records Plan Inventory
System Name
Red Barn - Ag Crime Tracking
Hardware Description
The Red Barn - Ag Crime Tracking system is stored within the Tier 3 data center owned by the State and is accessible by state owned computers (encrypted) over a secure, encrypted network. The system is hosted on Web App Server and SQL Server platforms, both secured by security certificates, and uses the state's intranet (behind the firewall) network. Secure access is imposed by VPN for those outside the state network. Access is administered by F&A-STS using Active Directory.
Software Description
Red Barn - Ag Crime Tracking system is a data management system utilized by the Agriculture Crime unit for collecting investigative reports and details of agriculture related crimes that may lead to criminal prosecution. The application is an in-house developed.NET application using SQL server as the database.
System Location
The code is located on 2 servers located at the State's data center.
Backup Procedures
Data is stored within a shared SQL environment and therefore replicated. Servers are backed up according to State data center procedures.
Disaster Recovery
Tier 2: Servers recovered and available within 16 hours after Tier 3 recovery, with <60 minutes data loss from repurposed servers.
Data Migration Description
An authorized user would have to login to the State network with valid credentials. Next they would have to login to the Red Barn application utilizing another login ID and password. Access to the Agriculture Crime screens and data is only available to those with approved authorization. Access occurs over a secure browser connection (https). All of the authorized users to this data have encrypted computers from which to generate the secure VPN connection and browser session.
RDA Comments
Records Management Division (RMD)
09-27-2018
No recommended changes.
Tennessee State Library and Archives
09-28-2018
No recommended changes.
Comptroller Audit Review
09-27-2018
We have reviewed RDA 11302 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-10-2018
Ok as is.
RMD Director
10-12-2018
RDA 11302 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11302.
Public Records Commission
10-30-2018
PRC approves RDA 11302.