An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11360
Effective Date
Record Series Abstract
Record series includes, but is not limited to, vendor agreements, forecasts, correspondence, etc. pertaining to a program; raw material specifications; and project files.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files are cut-off when the product specifications change, when the product is established or at the end of a program.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are created and maintained both paper and electronically (on agency H Drive) and reviewed and evaluated annually. At cut-off, files are maintained in the agency 5 years then destroyed by state approved method and/or purged from the system.
Worksheet
Record Location
TRICOR Central Office, Weiland Workforce Development Center, 6185 Cockrill Bend Circle, Nashville, TN 37209
File Arrangement
alphabetically by product type, name, or program
Media Format Generated
Both
Date Range
2015 - current
Agency
Allotment Code
316.08
Annual Accumulation
3.5 cf and .001gb
Current Volume
8 cf and .009gb
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
With Director of Sales & Marketing at TRICOR Central Office, Weiland Workforce Development Center, 6185 Cockrill Bend Circle, Nashville, TN 37209
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
not applicable
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
none
Retention Legal Citation
not applicable
Electronic Records Plan Inventory
System Name
1. TRICOR Shared Drive F: \\ag03sdcwf00522.net.ads.state.tn.us\Users\AF08_Users\AF08371\1 Product Lines (sixteen folders of document collections) 2. TRICOR Shared Drive H: (\\ag03sdcwf00522.net.ad
Hardware Description
Shared Drives: Hosted, standard virtual machine (VM) STS commodity-type server SharePoint: Hosted, standard virtual machine (VM) STS High Availability Server Platform
Software Description
Microsoft Windows Operating System, file sharing authenticated through Active Directory - Domain 1135, TRICOR: This document set includes files for TRICOR products past, present and future. The files are in a variety of formats predominately MS Word, MS PowerPoint, MS Excel, PDF, PNG and JPG. SharePoint: Accessible primarily through Internet Explorer, Office 365 and other compatible browsers/software.
System Location
Shared Drives: STS South Data Center, Lavergne TN SharePoint: Microsoft Government Cloud, State of Tennessee on premise hybrid, STS South Data Center, Lavergne TN
Backup Procedures
Executed in accordance with the Tier/level services provided by STS managed server team. A Daily backup is made and kept for 30 days and replicated each evening between the data centers.
Disaster Recovery
STS Block Model Storage IOPS, Gold, Platinum, or Silver Tier (TRICOR has subscriptions to all three but STS billing is not specific to a particular server instance model.
Data Migration Description
Regular maintenance of operating system security and features upgrade patches managed and performed by STS for all STS-managed agency file servers at the State's South Data Center - Sunday from 3:00am to 6:00am is standard. TRICOR uses the STS standard schedule.
RDA Comments
Records Management Division (RMD)
04-24-2019
No recommended changes.
Tennessee State Library and Archives
04-25-2019
No recommended changes.
Comptroller Audit Review
04-25-2019
We have reviewed RDA 11360 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-25-2019
TRICOR is ready to proceed for final approval.
RMD Director
04-26-2019
RDA 11360 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 11360.
Public Records Commission
05-22-2019
PRC approves RDA 11360