An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11321
Effective Date
Record Series Abstract
CN-0780 Monthly Microbiological Monitoring Report, CN-0800 Bacteriological Analysis Detail, CN-1258 Monthly Distribution Fluoride Sampling Summary, CN-0706 Comprehensive Monthly Operation Report, CN-0707 Monthly Operation Report, CN-1199 Monthly Operation Report Non Community Systems, CN-1226 Water Withdrawal Registration, CN-1331 CCR Certification for Comm Water Systems, Population <500, CN-1332 CCR Certification for Comm Water Systems, population 500-999, CCR-1333 CCR Certification for Comm Water Systems, population >500, CN-1119 Water Pump-age Data Report, CN-1188 Plans Review Fee Worksheet, Public Notice, Cross Connection Plans & Policies, Source Water Approval Letter, General Correspondence.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are received in paper and electronic form. Paper records are scanned; once verified, paper is destroyed. Electronic records are kept until cut off and then retained for 5 years, then destroyed by state approved methods. Field Offices retain records for 5 years in electronic format.
Worksheet
Record Location
11th Floor, Wm. R. Snodgrass TN Tower, 312 Rosa L. Parks Avenue, Nashville, TN 37243
File Arrangement
Numeric
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
2008-present
Allotment Code
327.34
Annual Accumulation
16 cu ft. 7 GB
Current Volume
176 cu ft. 7 GB
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Environmental Protection Agency
Essential Record
No
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 Years
Retention Legal Citation
40 CFR 142
Electronic Records Plan Inventory
System Name
Enterprise FileNet
Hardware Description
Windows Server 2012 R2 Data Center Edition/EMC Isilon
Software Description
FileNet P8 5.2
System Location
Data Center South Primary-Data Center North Secondary
Backup Procedures
Data is backed up nightly as well as daily snapshot. Backups are onsite for 30 days and anything older is sent to Iron Mountain.
Disaster Recovery
FileNet data is stored until deleted by user or we delete the sorted data per request. All backups are kept for 7 years. Data is replicated between the two data centers in the event that a fail over is needed.
Data Migration Description
Real time replication
RDA Comments
Records Management Division (RMD)
11-29-2018
No recommended changes.
Tennessee State Library and Archives
12-04-2018
No recommended changes.
Comptroller Audit Review
11-29-2018
We have reviewed RDA ID 2496 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
12-03-2018
Thank you.
RMD Director
03-27-2019
RDA 11321 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 11321.
Public Records Commission
05-22-2019
PRC approves RDA 11321