An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11338
Effective Date
Record Series Abstract
Records are comprised of Oaths of Office (Form SS-3052) completed by persons appointed to each of the state's 95 County Election Commissions.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
2
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Oaths of Office submitted by persons appointed to County Election Commission are submitted to the State Election Commission and are maintained in the Department of State Division of Elections. The record is scanned, verified for completeness and accuracy, and maintained in agency in electronic format for 2 years; the electronic copy may then be destroyed. The paper record is maintained in agency for 2 years and then transferred to TSLA for permanent retention.
Worksheet
Record Location
Division of Elections 312 Rosa L. Parks Ave WR Snodgrass Tower, 7th Floor Nashville, TN 37243
File Arrangement
Alphabetically by County
Date Range
to
Agency
Allotment Code
30501
Annual Accumulation
Less than 1 cu. ft.; Less than 1 gb.
Current Volume
1 cu. ft.; 1 gb.
Record Value
Administrative
Historic
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Both paper documents and electronic documents are maintained in agency in the Division of Elections. Following the retention period, paper documents are transferred to TSLA for permanent retention.
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
2 years
Records Center Retention Period
0
Retention Legal Citation
T.C.A. 2-12-104
Electronic Records Plan Inventory
System Name
Departmental File Server
Hardware Description
Departmental Storage Array; HP SAN/NAS, HP DL Servers
Software Description
Windows File Server; Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location
Elections Division - 312 Rosa L. Parks Ave., 7th Floor
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Backup tapes are sent to Iron Mountain and rotated/recycled according to agency policy and procedures.
Disaster Recovery
Departmental Storage Backup & Recovery Solution; In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery Servers.
Data Migration Description
The Information Services Division maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with the Information Services Division.
RDA Comments
Records Management Division (RMD)
04-18-2019
No recommended changes.
Tennessee State Library and Archives
04-18-2019
No recommended changes.
Comptroller Audit Review
04-18-2019
We have reviewed RDA 11338 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-23-2019
No recommended changes.
RMD Director
05-01-2019
RDA 11338 is a request to create an RDA. The retention period will be permanent. The format will be paper/electronic. Recommend approval of request to create RDA 11338.
Public Records Commission
05-22-2019
PRC approves RDA 11338