An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11350
Effective Date
Record Series Abstract
These records consist of but are not limited Lease Agreements, Lease Amendments, and Lease Extensions.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After Termination of Expiration of Lease including all Amendments/Extensions
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and stored in paper and electronic format. The Lease Agreements are kept for 5 years past the termination or expiration of the Lease (including Amendments/Extension) and afterwards the record will be destroyed in accordance with approved destruction methods.
Worksheet
Record Location
315 Deaderick Street, 8th Floor UBS Tower, Nashville, TN 37243
File Arrangement
By property address/location
Media Format Generated
Both
Date Range
2012 to current
Allotment Code
344.01
Annual Accumulation
Paper: 0.1 cubic feet Electronic: 0.002 GB
Current Volume
Paper: 0.5 cubic feet Electronic 0.01 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Stored
N/A
Confidential
No
Confidential Legal Citation
HIPAA Privacy CFR 45 Part 164
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
CFR 45 Part 164
Electronic Records Plan Inventory
System Name
Shared Network Storage Records are stored on file servers within the State's data center using Storage Area Network (SAN) space.
Hardware Description
Windows Servers 2012 R2
Software Description
MS Applications
System Location
Nashville Data Center Capitol Complex Services Center (CCSC), 901 5th Avenue North, Nashville, TN 37243
Backup Procedures
Replication across data centers complete weekly file backup.
Disaster Recovery
3 months on-site, 7 years Stone Mountain
Data Migration Description
Data is stored as a combination of PDF and/or Microsoft Word and Excel Files. Data is periodically backed up by STS. Data may be copied and/or extracted in bulk through Standard Windows File Restore Processes, or files can be copied or moved by an individual user through normal Windows features.
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 11350 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-29-2019
Thank you!
RMD Director
04-30-2019
RDA 11350 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 11350.
Public Records Commission
05-22-2019
PRC approves RDA 11350