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Governor's Office Files

RDA Number
Effective Date
Record Series Abstract
All records received and created by the governor and immediate staff. Including but not limited to spreadsheets and brochures.
Record Series Active
Cut Off at End of
If Other, Explain
End of Administration
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Upon the expiration of term in office of governor, records pertaining to full term in office of Governor shall be identified & transmittals prepared within six months after expiration of term in Office. Records will be reviewed by Library & Archives, where they may be filmed and/or originals destroyed. As needed, records may be cutoff at the end of calendar year & stored at record center until the end of administration. All electronic media pertaining to this RDA will be transferred to Library & Archives at end of Term.
Record Location
Capitol Building
File Arrangement
Alpha numeric
Media Format Generated
Date Range
1995 to current
Allotment Code
Annual Accumulation
25 cu ft - Paper 37 GB - Electronic
Current Volume
136 cu ft - Paper 204 GB - Electronic
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Does this Record Series Contain Sensitive Information?
Agency Retention
4 to 8 years depending on administration
Records Center Retention Period
System Name
Keyfile/govtrak Correspondence System
Hardware Description
NT Server 4.0/Keyfile Software v3.22/Optical Jukebox for 1.2GB/4GB Fixed Storage Access 2. Medium recording capacity and density is 1.2 gigabytes. Fixed disks (3-38.9G) utilizing fault tolerance RAIS 5.Medium capacity is approximately 30G with 6G currently in use. I. For document imaging: FileNet Document services v4.3 running Oracle v7.3 backend. This is all currently running on a Compaq Proliant 5500 server running NT Server 4.0 Service Pack 5 operating system. Access is available by one of two methods: a. Document services IDM desktop program b. Web access via IDM Web server running on an HP Netserver LH Pro running NT Server 4.0 Service Pack 5 operating system and Internet Information Server. II. For data management: Custom written application (written by OIR/SDS) running on the state's standard Oracle servers and Sun web servers at the data center. this application is the front end for logging the receipt of correspondence and tracking the flow of a response.
Software Description
Intranet Quorum (IQ) software. Active = fixed magnetic disk. Archival = Disk Cartridge. Database software is Oracle version # 7.3. Supporting information is maintained in GCS DOcs in OIR/SDS - Filenet Manuals on CD in Caitol & Phone/Internet support. Document Imaging: FileNet Document Services v4.3 running Oracle v7.3 backend. NT Server 4.0 Service Pack 5. Database: Custom written running with state's standard Oracle and Net Dynnamics Web servers.
System Location
Capitol Building G-10 server room. Backup is stored offsite with vendor, Iron Mountain.
Backup Procedures
Backup is performed 4 times daily with weekly and monthly (5 times)backups taken offsite to vendor.
Disaster Recovery
Disaster recovery plan is in place with building management and STS.
Data Migration Description
Transfer to Library & Archives.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 382 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Resubmitted with edits per RMD comments.
RMD Director
RDA 382 is a request to revise an RDA. The retention period will remain zero years and permanent, transferred to Library & Archives for historic preservation. The format will change to paper/electronic. Recommend approval of request to revise RDA 382.
Public Records Commission
PRC approves RDA 382.