An official website of the Tennessee Secretary of State.
Core Data
RDA Number
882
Effective Date
Record Series Abstract
Files consist of daily and monthly inspection reports filed by the IPIA (Production Inspection Primary Inspection Agencies). These reports identify the manufacturer of the home and the serial number by unit. Data from these reports are supplied to HUD and are required to be produced by the Code of Federal Regulations, 24 C.F.R. 3282.362. The Department of Commerce and Insurance maintains these records as their responsibility as the Primary Inspection Agency.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Maintain record in paper format in agency then convert to electronic format. Once verified, paper format will be destroyed and electronic format will be maintained permanently (as required by 24 CFR 3282.362) electronically.
Worksheet
Record Location
State Data Center
File Arrangement
Chronological
Media Format Generated
Electronic
Date Range
to
Allotment Code
33503
Annual Accumulation
3 cu. ft; 1 GB
Current Volume
44 cu.ft; 12 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
In agency. Department of Commerce and Insurance 500 James Robertson Parkway Nashville, TN 37243
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Records Center Retention Period
Permanent
Retention Legal Citation
24 CFR 3282.362
Electronic Records Plan Inventory
System Name
Plant Inspection Report
Hardware Description
Computers connected to ECM/NAS vis state's local area network (LAN)
Software Description
Adobe PDF/TIFF images
System Location
State Data Center
Backup Procedures
Daily back up to states virtual tape system located at Data Center.
Disaster Recovery
Restoration from Data Center back-ups
Data Migration Description
The documents are stored on a hitache device, which can be migrated to another system if necessary
RDA Comments
Records Management Division (RMD)
03-28-2014
Speaking with agency to possibly combine with RDA 871
Tennessee State Library and Archives
05-12-2014
Awaiting results of RMD discussion with agency.
Comptroller Audit Review
05-23-2014
Awaiting results of RMD discussion with agency.
Agency Records Officer
02-02-2016
This will not be merged with 871. I would like to submit this as is for approval to remain as a separate RDA. Thank you.
RMD Director
02-11-2016
RDA 882 is a request to revise an RDA. The Abstract, Disposition, and Worksheet have been updated. The retention period will change from twenty-six years to permanent. The format will change to paper/electronic. The agency explained to RMD staff that this records series is distinct from RDA 871 and therefore should not be combined. Recommend approval of request to revise RDA 882.
Public Records Commission
02-25-2016
PRC approves RDA 882 with the following changes: Abstract: Files consist of daily and monthly inspection reports filed by the IPIA (Production Inspection Primary Inspection Agencies). These reports identify the manufacturer of the home and the serial number by unit. Data from these reports are supplied to HUD and are required to be produced by the Code of Federal Regulations, 24 C.F.R. 3282.362. The Department of Commerce and Insurance maintains these records as their responsibility as the Primary Inspection Agency.