An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1010
Effective Date
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
Yes
Cut Off at End of
Other
If Other, Explain
Date of certification finalization
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
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.
Worksheet
Record Location
15th Floor, Wm. R. Snodgrass TN Tower, 312 Rosa L. Parks Avenue, Nashville,TN 37243.
File Arrangement
Alpha
Media Format Generated
Paper
Media Format Generated Summary
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
1970 to current
Allotment Code
327.31
Annual Accumulation
1/2 cubic feet
Current Volume
14.6 cubic feet
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Environmental Protection Agency (EPA)
Past Students
Past Students
Essential Record
Yes - Original
Essential Record Stored
15th floor Tennessee Tower
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
EPA Records Schedule 1044, Item D
Electronic Records Plan Inventory
System Name
Division of Air Pollution Control - Smog Log
Hardware Description
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.
Software Description
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.
Backup Procedures
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.
Disaster Recovery
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.
RDA Comments
Records Management Division (RMD)
03-31-2022
No recommended changes.
Tennessee State Library and Archives
04-05-2022
No recommended changes.
Comptroller Audit Review
04-01-2022
We have reviewed RDA 1010 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-05-2022
Agency concurs.
RMD Director
04-12-2022
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.
Public Records Commission
04-25-2022
PRC approves RDA 1010