An official website of the Tennessee Secretary of State.
Core Data
RDA Number
534
Effective Date
Record Series Abstract
RECORD CAN INCLUDE, BUT IS NOT LIMITED TO CAUSE & ORIGIN, INVESTIGATION REPORT, CONSENT TO SEARCH, DIAGRAMS, PHOTO LOGS, EVIDENCE LOGS, INSURANCE INFORMATION, WITNESS STATEMENTS, CLOSING REPORT, GENERAL ADMINISTRATION DOCUMENTS, AND REPORTS FROM PARTNERING JURISDICTIONS.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
CLOSURE DATE OF THE INVESTIGATION
Total Retention Years
30
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Documents will be maintained in either paper or electronic format as long as the electronic file has been verified for completeness and accuracy. Paper records will be maintained in Agency for 5 years, and then sent to the State Record Center for 25 years. The electronic records will be kept on the Alcohol, Tobacco & Firearms (ATF) Bomb & Arson Tracking System (BATS) server as outlined in the Electronics Records Plan Inventory for 30 years accessible by Agency.
Worksheet
Record Location
Department of Commerce and Insurance Davy Crockett Tower, 500 James Robertson Parkway, Nashville, TN 37243
File Arrangement
Alpha/Numeric
Date Range
to
Agency
Allotment Code
34800
Annual Accumulation
20-25 cubic ft./ 1GB
Current Volume
70-75 cubic ft./ 3GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
In Agency
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
Rule 16(a)(2) of the Tennessee Rules of Criminal Procedure
Does this Record Series Contain Sensitive Information?
No
Agency Retention
30 years
Records Center Retention Period
25 years
Retention Legal Citation
Rule 16(a)(2) of the Tennessee Rules of Criminal Procedure
Electronic Records Plan Inventory
System Name
BATS
Hardware Description
NTCTSTBATS01
Software Description
IIS Web Application
System Location
Martinsburg, WV
Backup Procedures
Windows Backup using VSS Copy options (bare metal, system state, C), daily at 10:30pm EST, stored on CIFS share.
Disaster Recovery
Application server was cloned and setup in AWS. AWS DR application server was setup as a normal application server with regular updates to the OS and the BATS application. Nothing is replicated between the NTC application server and the AWS application server because all data is stored in the SQL DBs (a live mirror between the Prod SQL cluster and the AWS SQL cluster) the servers connect to. The AWS DR application itself is maintained and updated along with the NTC application as needed and has the same IIS roles and settings.
Data Migration Description
The data is manually entered in to BATS by the Agency
RDA Comments
Records Management Division (RMD)
10-04-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2018
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 534 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-05-2018
Agency concurs with no recommended changes.
RMD Director
10-12-2018
RDA 534 is a request to revise an RDA. The retention period will remain thirty 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 534.
Public Records Commission
10-30-2018
PRC approves RDA 534.