An official website of the Tennessee Secretary of State.
Core Data
RDA Number
3031
Effective Date
Record Series Abstract
THE RECORD SERIES CONSISTS OF DOCUMENTS USED IN PERMITTING AMUSEMENT DEVICES, SUCH AS: APPLICATION FOR PERMIT WITH ITINERARY FORM; RIDE LIST FORM; THIRD-PARTY INSPECTION REPORTS; CERTIFICATE OF GENERAL LIABILITY INSURANCE DOCUMENTS; STATE OF TENNESSEE AMUSEMENT DEVICE OPERATING PERMIT; AND RECEIPT FOR FEES. THE RECORD SERIES ALSO CONSIST OF NONCOMPLIANCE AMUSEMENT DEVICE DOCUMENTS SUCH AS: NONCOMPLIANCE COMPANY LETTER; CEASE & DESIST LETTER; TEMPORARY SUSPENSION LETTERS; AUTHORIZATION TO RESUME BUSINESS LETTERS; AFFIDAVIT TO LOCAL SHERIFF'S OFFICE, DISTRICT ATTORNEY AND STATE ATTORNEY GENERAL'S OFFICE; REFERRALS LETTER TO AUTHORITY; ACCIDENT/INCIDENT REPORTS, AND PHOTOGRAPHS. OTHER SUPPORTING DOCUMENTS MAY INCLUDE: RECORD REQUEST DOCUMENTS; RESPONSES TO MEDIA OUTLETS AND LEGISLATIVE PERSONNEL INQUIRIES.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Issuance or renewal of Permit
Total Retention Years
5
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records are received and generated in the process of issuing and renewing annual amusement device permits. Records are maintained for compliant as well as non-compliant companies. Records are scanned and uploaded to state approved software and server environment. The issuance of permits or referrals to the local authorities triggers the retention countdown. Paper and electronic records are maintained in agency for five (5) years. Electronic data will be transferred to the electronic management system and properly maintained. Records will be destroyed by state approved methods.
Worksheet
Record Location
220 French Landing Drive, Floor 2, Side B, Nashville, TN 37243
File Arrangement
Alphabetical
Media Format Generated
Paper
Date Range
2009 to Current
Allotment Code
337.05
Annual Accumulation
paper - 0.5 cu. ft. electronic - .52 GB
Current Volume
paper - 0.5 cu. ft. electronic - .52 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
220 French Landing Drive, Floor 2, Side B, Nashville, TN 37243
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Five (5) years
Records Center Retention Period
0
Retention Legal Citation
None
Electronic Records Plan Inventory
System Name
Smart Search and Oracle
Hardware Description
The SmartSearch application resides in the VMWare shared environment at STS's Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System. Surveys - Record Series is stored on a 2012 Virtual Machine Server, located in the 220 French Landing Drive, Nashville, TN 37243 building, First Floor. The record series may be accessed via desktop computers safely stored in the Labor Standards Unit area in the same building. The record series is password protected.
Software Description
The SmartSearch application resides in the VMware shared environment at STS's Inspections - Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System. Surveys - The software used to store the data is an Oracle database, accessed via a desktop application which is only accessible from desktop computers safely stored in the Labor Standards Unit area located at 220 French Landing Drive, Nashville, TN 37243. The database is password protected. There is also a NIC interface which links directly to the Oracle database and is password protected. Additionally, the NIC application is only accessible to input data during the month of October each year.
System Location
STS Data Center South, Smyrna, TN 220 French Landing Dr, 2B, Nashville, TN
Backup Procedures
Standard STS Data Center back up procedures are in place. Backups are taken nightly and stored on-site until weekly back up is taken to Iron Mountain back up storage facility. Surveys - The data is backed up daily by the standard daily incremental process, to tape, and also has a weekly full backup on Friday each week. The backup is located in the 220 French Landing Drive Building, First Floor, Nashville, TN 37243 and is also sent off to Iron Mountain weekly. Additionally, each year's data is backed up to a separate file prior to loading the next year's data to the Oracle database.
Disaster Recovery
The SmartSearch application resides at the Data Center and is backed up nightly. Backups are stored off-site weekly. Bronze Level Disaster Recovery is used for SmartSearch. Recovery in a disaster could take between one (1) to three (3) weeks. Surveys - The data is backed up at the State Disaster Recovery site. In the event of a disaster, the data would be retrieved using standard procedures. This application has been assigned a Bronze Level for Disaster Recovery. Therefore, recovery in a disaster situation could take between one (1) and three (3) weeks. Ops Planner is now the state's sole repository for Disaster Recovery/Business Continuity (DR/BC) documentation.
Data Migration Description
The State-Approved Imaging System data resides in an SQL database located at the STS Data Center. If there were a need for migration, it could be done by a DBA and the System Administrator for the State Approved Imaging System. The data is not migrated; it is an insular system. There are no plans to migrate this electronic series. The data remains in a VMWARE server, and may be accessed only by secure computers, and is backed up offsite.
RDA Comments
Records Management Division (RMD)
04-24-2019
No recommended changes.
Tennessee State Library and Archives
04-25-2019
No recommended changes.
Comptroller Audit Review
04-25-2019
We have reviewed RDA 3031 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-29-2019
Agency concurs.
RMD Director
04-29-2019
RDA 3031 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 3031.
Public Records Commission
05-22-2019
PRC approves RDA 3031.