An official website of the Tennessee Secretary of State.
Core Data
RDA Number
474
Effective Date
Record Series Abstract
Series consist of letters originating from voters, candidates, elections officials and members of the public regarding the election process in Tennessee. The series does not include correspondence from or on behalf of the Coordinator of Elections.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and stored in both paper and electronic format. Records are kept for 5 years and destroyed by state approved methods.
Worksheet
Record Location
Department of State Division of Elections 7th Floor, WR Snodgrass Tower Nashville, TN
File Arrangement
Chronologically by Topic
Media Format Generated
Both
Date Range
2013-Current
Agency
Annual Accumulation
Less than 1 cu. ft. / 1gb
Current Volume
1 cu. ft / 5 gb
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Electronic Records Plan Inventory
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
Division of Elections - 312 Rosa L. Parks Ave., 7th Floor
Backup Procedures
Departmental Storage Backup & Recovery Solution; Incremental backup DAILY, full WEEKLY backup, full MONTHLY backup (all to virtual tape and physical tape). Physical backup tapes sent off site to Iron Mountain Vault.
Disaster Recovery
Departmental Storage Backup & Recovery Solution; In the event of a Primary Server failure resulting in a loss of data, the files would be accessed on the Disaster Recovery servers. I
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.
RDA Comments
Records Management Division (RMD)
10-03-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2018
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 474 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-05-2018
No recommended changes.
RMD Director
10-12-2018
RDA 474 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 474.
Public Records Commission
10-30-2018
PRC approves RDA 474.