An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2083
Effective Date
Record Series Abstract
Plans, specifications (project specific only), and engineering reports for construction projects approved for public water systems including water tanks, line replacements and extensions, and pump stations.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
12
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Plans are received in paper and electronic form. Paper plans and
approval letters are scanned, once verified, paper is destroyed or mailed back to firm. Electronic will be stored on an approved state server for 12 year then destroyed by state approved methods.
approval letters are scanned, once verified, paper is destroyed or mailed back to firm. Electronic will be stored on an approved state server for 12 year then destroyed by state approved methods.
Worksheet
Record Location
11th Floor, Wm. R. Snodgrass TN Tower 312 Rosa L. Parks Avenue, Nashville, TN 37243
File Arrangement
alpha/numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
2007 to Current
Allotment Code
327.39
Annual Accumulation
15 cubic feet, 24 GB
Current Volume
236 cubic feet, 17 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Environmental Protection Agency
Essential Record
No
Confidential
Yes
Confidential Legal Citation
TCA 10-7-504
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
12 years
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 a 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 stored data per request. All backups are kept for 7 years. Data is replicated between the two datacenters in the event that a failover is needed
Data Migration Description
Real time replication.
RDA Comments
Records Management Division (RMD)
08-18-2022
No recommended changes.
Tennessee State Library and Archives
08-18-2022
No recommended changes.
Comptroller Audit Review
08-18-2022
We have reviewed RDA 2083 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-19-2022
Agency concurs
RMD Director
09-12-2022
RDA 2083 is a request to revise an RDA. The retention period will remain twelve years and then destroy. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2083.
Public Records Commission
10-05-2022
PRC approves RDA 2083