An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2781
Effective Date
Record Series Abstract
RECORDINGS OF COMMUNICATIONS DURING SHOW CAUSE HEARINGS PENDING ENFORCEMENT ACTIONS
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When the case is closed
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records are generated in audio cassette tape format. Records will be converted and stored on an appropriate ECM system for permanent retention within 7 days of creation. Records are Cut-Off when cases are closed. Existing recordings will be converted from audio cassette tape format to an appropriate ECM system beginning November 1, 2019. After verification of the electronic recordings, cassette tapes may be destroyed. Electronic records will be maintained permanently in agency.
Worksheet
Record Location
TN Tower 14th floor
File Arrangement
other - Chrono date
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
1980-current
Allotment Code
327.35
Annual Accumulation
30 cassette tapes, Electronic storage will begin November 2019.
Current Volume
52 cassette tapes, Electronic storage will begin November 2019.
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Retention Legal Citation
TCA 68-211-112
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)
10-10-2019
No recommended changes.
Tennessee State Library and Archives
10-21-2019
No recommended changes.
Comptroller Audit Review
10-11-2019
We have reviewed RDA 2781 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-22-2019
Thank You
RMD Director
10-26-2019
RDA 2781 is a request to revise an RDA. The retention period will change from five years and destroy to permanent. The format will be electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2781.
Public Records Commission
11-12-2019
PRC approves RDA 2781.