An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2084
Effective Date
Record Series Abstract
Preliminary Engineering Reports, Engineering Reports, Preliminary Plans, Contract Documents, Specifications, Hydraulic Calculations, Construction Plans and as-built drawings for wastewater facilities for collection, treatment or discharge, including sewer lines, lift stations and wastewater treatment plant projects.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off once approved by agency professional engineer.
Total Retention Years
30
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The files are to be cut off at the end of stamped approval by an agency professional engineer. Paper will be converted to electronic format. Destroy paper records upon verification of electronic document. Electric format of the record will be maintained in agency for 30 years and then destroyed.
Worksheet
Record Location
312 Rosa L. Parks. Blvd, 11th floor
File Arrangement
Numeric
Media Format Stored
Electronic
Date Range
to
Allotment Code
327.34
Annual Accumulation
50 GB
Current Volume
20 cu ft., 200 GB, 28 rolls of microfilm
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Environmental Protection Agency
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
30 years
Retention Legal Citation
Rule 0400-40-02
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)
10-18-2018
No recommended changes.
Tennessee State Library and Archives
10-18-2018
No recommended changes.
Comptroller Audit Review
10-23-2018
We have reviewed RDA 2084 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-24-2018
Thank you.
RMD Director
03-27-2019
RDA 2084 is a request to revise an RDA. The retention period will remain thirty years and destroy. The format will be paper/electronic. The Abstract, Title, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2084.
Public Records Commission
05-22-2019
PRC approves RDA 2084.