An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2784
Effective Date
Record Series Abstract
GENERAL CORRESPONDENCE REGARDING CURRENT PERMITS, APPLICATION FOR CERTIFICATE OF APPROVAL AND SAFETY (CN-0821), HIGH HAZARD DAM PROFILE SHEET (CN-0849), INSPECTION REPORT - DAM AND APPURTENANT WORKS (CN-0846), RENEWAL APPLICATION FOR CERTIFICATE OF APPROVAL (CN-0965), AND INVOICE FOR INSPECTION FEE (CN-0966)
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When active permit expires.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The files are to be cut off when active permit expires. Paper records will be converted into electronic and uploaded into the Waterlog database. Paper will be destroyed upon verification of electronic documentation. Records will be maintained in agency for 6 years, then destroyed by State approved methods.
Worksheet
Record Location
312 Rosa L. Parks Ave. TN Tower, 11th floor
File Arrangement
Numeric by county ID
Media Format Stored
Electronic
Date Range
to
Allotment Code
327.34
Annual Accumulation
3 cu ft; 5 gigabytes
Current Volume
30 cu. ft. 5 gigabytes
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 years
Retention Legal Citation
TCA Section 69-11-101 through 125.
Electronic Records Plan Inventory
System Name
Oracle Database - Waterlog
Hardware Description
Oracle NAS (Networked Attached Storage) managed by STS. Raid 6 system with 40 terrabytes of space. STS Fiber SAN managed by STS. This is the STS mandated storage medium and backed up through Enterprise Backups.
Software Description
Oracle Database Enterprise 11.2.3 NAS mounted and managed through Windows CIFS (Common Internet File System). Oracle Exports and Hot online backups are used to backup the data SAN storage from where it is backed up to the Enterprise backups. Expected to use .doc, .docs, .xls, .xlx, .pdf, and .tif file formats.
System Location
STS Data Center South
Backup Procedures
NAS stores 31 daily snapshots. In addition, full backups are taken monthly with incremental backups taken daily. The monthly backups are stored offsite for 7 years. With both methods considered, we can restore to any of the past 31 days if the file(s) existed during the time of either the snapshot or the backup, to one of the full monthly backups from up to 7 years prior. Oracle Database is run in archive log mode and all redo logs are backed up daily. Hot backup of all data files is done on weekends.
Disaster Recovery
Recovery Procedure: Helpdesk tickets to STS as Priority 1 can restore file(s) in 2 hours' time if restoring to a point within the past 31 days. If later (as tapes must come from offsite), expected Priority 1 recovery time is 5 hours. Major Disaster Recovery: STS has a written policy on how to handle major disaster recovery. In summary: order new hardware if required. Receive, configure and verify setup and connectability. Install required software to restore from image files and/or tapes. Inventory media and image files, restore.
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)
01-10-2019
No recommended changes.
Tennessee State Library and Archives
01-11-2019
No recommended changes.
Comptroller Audit Review
01-15-2019
We have reviewed RDA 2784 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
01-16-2019
Thank you.
RMD Director
03-27-2019
RDA 2784 is a request to revise an RDA. The retention period will change from forty years and destroy to six years and destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2784.
Public Records Commission
05-22-2019
PRC approves RDA 2784.