An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11427
Effective Date
Record Series Abstract
Standard Specifications approved for community public water systems. Records of Municipal/Utility Standard Specification and Details as first approved by the governing body of the municipality or utility
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Plans are received in paper and electronic form. Paper plans and approval letters are scanned, once verified, paper is destroyed or mailed back to firm. Electronic will be stored on an approved state server for 6 years then destroyed by state approved methods.
Worksheet
Record Location
11th Floor, Wm. R. Snodgrass TN Tower 312 Rosa L. Parks Avenue, Nashville, TN 37243
File Arrangement
alpha/numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
2007 to Current
Allotment Code
327.39
Annual Accumulation
15 cubic feet, 24 GB
Current Volume
236 cubic feet, 17 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Environmental Protection Agency
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
6 years
Electronic Records Plan Inventory
System Name
Enterprise FileNet, Microsoft SharePoint, Network Access Storage (NAS) Drive, Edison, or other Strategic Technology Solutions (STS) approved storage system.
Hardware Description
If stored on the State’s Edison System the hardware is maintained by STS/Edison team at their data center. If not on Edison, all hardware for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS).
Software Description
If stored on the State's Edison System the software is maintained by the STS/Edison team. If not on Edison, all software for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). The agency shall use File Types and Formats that are considered High Confidence by OIR.
System Location
If stored on the State's Edison System it is maintained by STS/Edison team at their data center. If not on Edison, Agency Records Officer shall document the system location.
Backup Procedures
If stored on the State's Edison System the backup procedures are developed by STS/Edison team. If not on Edison, Backup procedures shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
If stored on the State's Edison System the disaster recovery plan is created and executed by STS/Edison team. If not on Edison, the Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
If stored on the State's Edison System the data migration plan is executed by the STS/Edison team. If not on Edison, the Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
RDA Comments
Records Management Division (RMD)
08-18-2022
No recommended changes.
Tennessee State Library and Archives
08-18-2022
No recommended changes.
Comptroller Audit Review
08-18-2022
We have reviewed RDA 11427 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-19-2022
Agency concurs
RMD Director
09-12-2022
RDA 11427 is a request to create an RDA. The retention period will be six years and then destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11427.
Public Records Commission
10-05-2022
PRC approves RDA 11427.