An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11386
Effective Date
Record Series Abstract
Patron applications received by the Tennessee Library for Accessible Books and Media (LABM) for book loan service. Applications were stored in electronic format beginning in 2006.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When no borrowing activity has taken place for 1 year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are cut off when no borrowing activity has taken place for 1 year. Records associated with inactive accounts or deceased accounts are destroyed by state approved methods after 5 (five) years.
Worksheet
Record Location
Current Building - Tennessee State Library & Archives, 403 7th Ave. N., Nashville, TN 37243
New Building - Tennessee State Library & Archives, 1001 5th Ave. N., Nashville, TN 37129
New Building - Tennessee State Library & Archives, 1001 5th Ave. N., Nashville, TN 37129
File Arrangement
Chronological
Media Format Generated
Electronic
Paper
Film
Media Format Generated Summary
Electronic: Other
Paper: Sheet
Film: Microfilm
Media Format Stored
Electronic
Paper
Film
Media Format Stored Summary
Electronic: Other
Paper: Sheet
Film: Microfilm
Date Range
1979 to current
Agency
Allotment Code
30501
Annual Accumulation
700 MB
Current Volume
13 rolls microfilm, 49.06 cu. ft. paper, 3.6GB electronic
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
National Library Service for the Print Disabled (NLS)
Essential Record
No
Confidential
Yes
Confidential Legal Citation
TCA 10-8-102
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
National Library Service for the Blind and Physically Disabled, Network Library Manual page 175
Electronic Records Plan Inventory
System Name
National Library Service for the Print Disabled (NLS) Patron Application Files
Hardware Description
Hardware description on file. All equipment meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) guidance.
Software Description
Software description on file. All software systems are maintained in accordance with the current standards of the State’s Strategic Technology Solutions (STS) guidance.
System Location
On file
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Tapes are sent to an approved vendor for storage and rotated/recycled according to agency policy and procedures that meet or exceed the current standards of the State’s Strategic Technology Solutions (STS) office.
Disaster Recovery
Disaster recovery plan on file that meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) office.
Data Migration Description
Migration Strategy on file that meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) office.
RDA Comments
Records Management Division (RMD)
08-20-2020
No recommended changes.
Tennessee State Library and Archives
08-20-2020
No recommended changes.
Comptroller Audit Review
08-24-2020
We have reviewed RDA "National Library Service for the Print Disabled (NLS) Patron Application Files" from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-31-2020
Thank you
RMD Director
09-09-2020
RDA 11386 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic/film. Recommend approval of the request to create RDA 11386.
Public Records Commission
09-21-2020
PRC approves RDA 11386