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Poll books and poll lists

RDA Number
Effective Date
Record Series Abstract
Records are comprised of an electronic list of all voters who participated in a particular election, received from each county, and a copy of such lists stored on CD.
Record Series Active
Cut Off at End of
If Other, Explain
After each election is certified.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Records are received from county in both electronic and CD format. Records received in electronic format will be stored on in-office servers and then transferred to the State Library and Archives after nine (9) years for permanent retention. Records received on CD will be converted to server storage on in-office servers and then transferred to the State Library and Archives after nine (9) years for permanent retention. After data contained on CD has been transferred to server storage and verified for completeness and accuracy, the CD will be destroyed by state approved methods.
Record Location
Department of State Division of Elections 7th Floor, WR Snodgrass Tennessee Tower
File Arrangement
Chronologically, by election
Media Format Generated
Media Format Stored
Date Range
Allotment Code
Annual Accumulation
1 cu. ft; less than 1 gb
Current Volume
2 cu ft; 1 gb
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Does this Record Series Contain Sensitive Information?
Agency Retention
Until election is certified.
Records Center Retention Period
9 years
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
Elections Division - 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.
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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 130 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No recommended changes.
RMD Director
RDA 130 is a request to revise an RDA. The retention period will remain permanent, the format will be Electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 130.
Public Records Commission
PRC approves RDA 130.