An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11365
Effective Date
Record Series Abstract
NPDES Mining permit applications with supporting documentation, draft permits, issued permits, public hearing documents, inspection reports, monitoring reports, plans, maps and correspondence from the current permit cycle and the preceding permit cycle; earliest available issued permit package; and all ownership transfer documents.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When the permit is no longer subject to active regulation (inactivation, termination, or application withdrawal)
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The files are to be cut off when the permit is no longer subject to active regulation (inactivation, termination, or application withdrawal). Plans and maps will be retained in paper form. All other paper records will be scanned for electronic storage. Paper will be destroyed after verification of electronic records. All electronic records will be maintained in WaterLog. The files will be maintained in agency for 5 years and then destroyed by state approved methods.
Worksheet
Record Location
Knoxville Environmental Field Office, 3711 Middlebrook Pike, Knoxville, TN 37921
File Arrangement
Numeric
Media Format Stored
Electronic
Paper
Date Range
to
Allotment Code
327.34
Annual Accumulation
3 cubic feet, 4 gigabytes
Current Volume
480 cubic feet, 18 gigabytes
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Environmental Protection Agency, U.S. Army Corps of Engineers, Office of Surface Mining Reclamation and Enforcement, U.S. Fish and Wildlife Service, Tennessee Wildlife Resources Agency
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Retention Legal Citation
TCA 69-3-108, 0400-40-05, 0400-40-10
Electronic Records Plan Inventory
System Name
Oracle Database - WaterLog
Hardware Description
Oracle NAS (Networked Attached Storage) managed by STS. Raid 6 system with 40 Terabytes of space. OIR Fiber SAN managed by STS. This is the STS mandated storage medium and backed up through Enterprise Backups.
Software Description
Oracle Database Enterprise 11.2.3 NAS mounted and managed through Windows CIFS (Common Internet File System) Expected to use PDF and TIFF file formats. Oracle Exports and Hot online backups are used to backup the data SAN storage from where it is backed up to the Enterprise backups. Expected to use DOC, DOCX, XLS, XLX, PDF, and TIFF file formats.
System Location
STS Data Center South
Backup Procedures
NAS stores 31 daily snapshots. In addition, full backups are taken monthly with incremental backups taken daily. The monthly backups are stored off-site for seven years. With both methods considered, we can restore to any of the past 31 days if the file(s) existed during the time of either the snapshot or the backup, to one of the full monthly backups from up to seven years prior. Oracle Database is run in archive log mode and all redo logs are backed up daily. Hot backup of all data files are done on weekends.
Disaster Recovery
Recovery Procedure: Helpdesk tickets to STS as Priority 1 can restore file(s) in 2 hours time if restoring to a point within the past 31 days. If later (as tapes must come from off-site) expected Priority 1 recovery time is 5 hours. Major Disaster Recovery: OIR has a written policy on how to handle major disaster recovery. In summary: Order new hardware if required. Receive, configure and verify setup and connect ability. Install required software to restore from image files and/or tapes. Inventory media and image files, restore.
Data Migration Description
Select users in each agency, along with (temporarily)General Services personnel, have the ability to scan and write documents to the NAS. Managed by Active Directory Groups.
RDA Comments
Records Management Division (RMD)
10-03-2019
No recommended changes.
Tennessee State Library and Archives
10-04-2019
No recommended changes.
Comptroller Audit Review
10-11-2019
We have reviewed RDA ID 2627 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-11-2019
Thank you.
RMD Director
10-26-2019
RDA 11365 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 11365.
Public Records Commission
11-12-2019
PRC approves RDA 11365.