An official website of the Tennessee Secretary of State.
Core Data
RDA Number
746
Effective Date
Record Series Abstract
The records contain, but are not limited to, the following: applications of employers who wish to self-insure for worker's compensation insurance, general correspondence, excess policies, payroll documents, annual financial statements, loss run reports, and tax billings and receipts.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
The records are cutoff upon becoming inactive.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are considered active as long as any claims to which a record pertains are still in runoff. Records created prior to 2019 are maintained in paper format. Records created during or after 2019 are maintained in electronic format in the CORE database. Inactive electronic records with file sizes too large to file directly to the CORE database are stored in a Network Attached Storage (NAS). Active electronic records with file sizes too large to file directly to the CORE database are stored on a network shared volume running on a Windows 2012 Server R2 WM. Ten years after becoming inactive, records will be destroyed according to state-approved methods
Worksheet
Record Location
Davy Crockett Tower, 500 James Robertson Parkway, Nashville, TN 37243 and Vital Records Center , 1741 Elm Hill Pike, Nashville, TN 37210
File Arrangement
Alpha
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Date Range
1974 to current
Allotment Code
33502
Annual Accumulation
H Drive - 8 GB N Drive - 4 GB annually
Current Volume
Paper - 160 cubic feet
Electronic - H Drive = 54GB N Drive = 36GB
Electronic - H Drive = 54GB N Drive = 36GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Davy Crockett Tower, 500 James Robertson Parkway, Nashville, TN 37243
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
50-6-405 Insurance or proof of financial ability; securities or bond; pooling liabilities
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
Files are cutoff upon becoming inactive and maintained for ten years.
Electronic Records Plan Inventory
System Name
CORE, ag03sdcwf00507, ce_ins_archive
Hardware Description
CORE is a Linux VM running RedHat 6.x. ag03sdcwf00507 is a Windows Server 2012 R2 VM. ce_ins_archive is an Isilon Storage Device – (NAS) Network Attached Storage.
Software Description
CORE is a web application. ag03sdcwf00507 is a Windows Server OS. The Network Attached Storage device is accessed via a Network drive controlled by AD group policy.
System Location
CORE and ag03sdcwf00507 are located in the South Data Center. The Network Attached Storage device is located in the North and South Data Centers.
Backup Procedures
CORE OIR managed server performs a nightly incremental backup to a disk storage device and is replicated to the other data center upon completion. Incremental backups are performed every night of the week and are retained for 30 days at each site. On the last Friday of the calendar month, a full backup is taken of every server and that full backup image is kept on disk for 60 days at both data centers. The full backup image is also duplicated to tape for long term storage at Iron Mountain for 7 years. The standard backup window for both incremental and full server backups is between 6pm and 6am central time. ag03sdcwf00507 performs nightly incremental backup and full backup monthly. The Network Attached Storage does daily incremental tape backups, weekly full backups and monthly backups.
Disaster Recovery
CORE servers must be back online and available within 48 hours. 24 hours is the maximum amount of data that can be lost in the event of a declared disaster. ag03sdcwf00507 disaster recovery is provided by STS. The Network Attached Storage restores from incremental backups, weekly full backups and monthly full backups.
Data Migration Description
Files previously located in (NAS), and a Windows 2012 Server R2 WM have been migrated to the CORE system. Records are also submitted electronically to the CORE system. ag03sdcwf00507 is N/A. Documents digitized and transferred to the Network Attached Storage device.
RDA Comments
Records Management Division (RMD)
09-01-2022
No recommended changes.
Tennessee State Library and Archives
09-07-2022
No recommended changes.
Comptroller Audit Review
09-08-2022
We have reviewed RDA 746 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-08-2022
The agency concurs with no recommended changes.
RMD Director
09-16-2022
RDA 746 is a request to revise an RDA. The retention period will remain ten years and then destroy. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 746.
Public Records Commission
10-05-2022
PRC approves RDA 746