Record Series Abstract
Records include but are not limited to: Certification forms, certification letter, and proof of payment (if required). The purpose of the records is to document a person's certification as a visible emissions reader and show that fees have been paid. Records also include those associated with the actual operation of the school and machine calibration.
Record Series Active
Cut Off at End of
If Other, Explain
Date of certification finalization
Total Retention Years
Total Retention Months
Retention End Action
Records are generated in paper format. Records will then be scanned and stored in electronic format. Paper records will then be destroyed upon verification of electronic copy. Records will be destroyed by state approved methods when retention ends.
15th Floor, Wm. R. Snodgrass TN Tower, 312 Rosa L. Parks Avenue, Nashville,TN 37243.
Media Format Generated
Media Format Generated Summary
Media Format Stored
Media Format Stored Summary
1970 to current
1/2 cubic feet
14.6 cubic feet
Information Shared Outside the State
Environmental Protection Agency (EPA)
Yes - Original
Essential Record Stored
15th floor Tennessee Tower
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Retention Legal Citation
EPA Records Schedule 1044, Item D
Electronic Records Plan Inventory
Division of Air Pollution Control - Smog Log
Oracle NAS (Networked Attached Storage) managed by STS. Raid 6 system with 40 TerraBytes of space. STS Fiber SAN managed by STS. This is the STS mandated storage medium and backed up through Enterprise Backups.
Oracle Database Enterprise 11.2.3 NAS mounted and managed through Windows CIFS (Common Internet File System) Expected to use PDF and TIFF file formats. Oracle Exports and Hot online backups are used to backupthe data SAN storage from where it is backed up to the Enterprise backups. Expected to use DOC, DOCX, XLS, XLX, PDF, and TIFF file formats.
NAS stores 31 daily snapshots. In addition, full backups are taken monthly with incremental backups taken daily. The monthly backups are stored off-site for seven years. With both methods considered, we can restore to any of the past 31 days if the file(s) existed during the time of either the snapshot or the backup, to one of the full monthly backups from up to seven years prior. Oracle Database is run in archive log mode and all redo logs are backed up daily. Hot backup of all data files are done on weekends.
Recovery Procedure: Helpdesk tickets to STS as Priority 1 can restore file(s) in 2 hours time if restoring to a point within the past 31 days. If later (as tapes must come from off-site) expected Priority 1 recovery time is 5 hours. Major Disaster Recovery: STS has a written policy on how to handle major disaster recovery. In summary: Order new hardware if required. Receive configure and verify setup and connect ability. Install required software to restore from image files and/or tapes. Inventory media and image files restore.
Data Migration Description
STS maintains and migrates data according to system updates, upgrades and replacement standards per industry standards. Full procedures are available with the Office of Information Resources.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 1010 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
RDA 1010 is a request to revise an RDA. The retention period will remain five 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 1010.