An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11212
Effective Date
Record Series Abstract
Records Series includes: Election Petitions and Certificates of Write In Candidacy; Ballot Approvals; Six-Month Reports and Presidential Preference Primary Statement of Expenses.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Election date
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are received in paper format and scanned for retention. After scans are verified for completeness and accuracy, paper records will be stored in office for 1 year and then destroyed by State approved methods. Electronic document are kept for 5 years and then destroyed by state approved methods.
Worksheet
Record Location
Department of State Division of Elections 7th Floor, WR Snodgrass TN Tower Nashville, TN
File Arrangement
By County
Media Format Generated
Paper
Date Range
to
Agency
Allotment Code
30501
Annual Accumulation
6 cu. ft.; 1 gb
Current Volume
5 gb
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
Tenn. Code Ann. 2-8-108
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
Division of Elections - 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. I
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)
09-05-2019
No recommended changes.
Tennessee State Library and Archives
09-23-2019
No recommended changes.
Comptroller Audit Review
09-05-2019
We have reviewed RDA 11212 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-23-2019
No recommended changes.
RMD Director
10-23-2019
RDA 11212 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11212.
Public Records Commission
11-12-2019
PRC approves RDA 11212.