An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1663
Effective Date
Record Series Abstract
(EPA FORM 3320-1) PAPER REPORT SUBMITTAL FOR DISCHARGE MONITORING REPORTS (DMRs), (CN-0972) REPORT OF OPERATION OF WASTEWATER TREATMENT PLANTS, (CN-0910) MONTHLY OPERATION REPORT/SCHEDULE FOR ANALYSIS FOR ACTIVE PACKAGE TREATMENT PLANTS, REPORTS, CORRESPONDENCE, AND SUBSCRIBER AGREEMENTS. THE RECORDS ALSO INCLUDE FILES SUBMITTED FOR ENFORCEMENT WHERE NO LEGAL ACTION WAS REQUIRED.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Permittees may enter data to the EPA online reporting tool (NetDMR). They may also submit to Division of Water Resources in hard copy form. Newly submitted hard copies are scanned and uploaded to the Waterlog database. After scanning and verifying scanned documents, hard copy records are destroyed by state approved methods. Older hard copy records and electronic records are destroyed six years after the calendar year cut off by state approved methods.
Worksheet
Record Location
312 Rosa L. Parks Blvd. 11th floor
File Arrangement
Numeric
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
2012-Present
Allotment Code
327.34
Annual Accumulation
1 cu ft; 20 gigabytes
Current Volume
10 cu ft; 100 gigabytes
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
6 years
Retention Legal Citation
TCA 69-3-101; CFR 40-3, 40-122
Electronic Records Plan Inventory
System Name
Oracle Database- Waterlog
Hardware Description
Oracle NAS (Networked Attached Storage) managed by OIR. Raid 6 system with 40 TerraBytes of space. OIR Fiber SAN managed by OIR. This is the OIR 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, DOCX, XLS, XLX, PDF, and TIFF file formats.
System Location
OIR 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 off-site for seven 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 seven years prior. Oracle Database is run in archive log mode and all redo logs are backed up daily. Hot backup of all data files are done on weekends.
Disaster Recovery
Recovery Procedure: Helpdesk tickets to OIR 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 off-site) expected Priority 1 recovery time is 5 hours. Major Disaster Recovery: OIR has a written policy on how to handle major disaster recovery. In summary: Order new hardware if required. Receive, configure and verify setup and connect ability. 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)
03-28-2019
No recommended changes.
Tennessee State Library and Archives
03-29-2019
No recommended changes.
Comptroller Audit Review
03-28-2019
We have reviewed RDA 1663 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-01-2019
Thank you.
RMD Director
04-23-2019
RDA 1663 is a request to revise an RDA. The retention period will remain 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 1663.
Public Records Commission
05-22-2019
PRC approves RDA 1663.