An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11060
Effective Date
Record Series Abstract
Records include but not limited to; Records Officer Appointment/ Termination Form, Web Application Access Form and Richards & Richards Security List, related correspondence.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Fiscal Year of when policy/procedure is superseded/replaced or separation of employee, whichever occurs first.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are to be kept in agency in Paper/ Electronic format prior to 2018 records were kept in paper format, stored at State Records Center. Currently records are kept in electronic format in agency for 5 years after retention period records will be destroyed by state approved methods.
Worksheet
Record Location
312 Rosa L. Parks Ave.
File Arrangement
Chronologically and Alphabetically
Media Format Generated
Electronic
Paper
Media Format Stored
Electronic
Date Range
2013 to Current
Agency
Allotment Code
30513
Annual Accumulation
2 gb
Current Volume
4 cu ft., 3 gb
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
Yes
Essential Record
No
Confidential
No
Media Recommendation Other
Current Format
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
15 years
Electronic Records Plan Inventory
System Name
MICROSOFT SHAREPOINT STORAGE
Hardware Description
CLOUD-HOSTED VIRTUAL STORAGE
Software Description
MICROSOFT SHAREPOINT
System Location
SOS MICROSOFT 365 EA TENANT
Backup Procedures
Incremental daily virtual backups, monthly full virtual backups, and annual full virtual backups
Disaster Recovery
REPLICATED TO ALTERNATE VIRTUAL STORAGE IN A DIFFERENT US REGION
Data Migration Description
MIGRATION STRATEGY ON FILE
RDA Comments
Records Management Division (RMD)
08-16-2018
No recommended changes.
Tennessee State Library and Archives
08-16-2018
No recommended changes.
Comptroller Audit Review
08-17-2018
We have reviewed RDA 1769 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-22-2018
No recommended changes.
RMD Director
08-28-2018
RDA 1769 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1769.
Public Records Commission
10-30-2018
PRC approves RDA 1769.