An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1108
Effective Date
Record Series Abstract
Contains original and copies of deeds and leases of real property purchased or leased by the State of Tennessee. Prior to 1980 original leases were sent to the Secretary of State for recording and filed by the Secretary of State. Since 1980 original leases have been copied and the copies are submitted for filing to the Secretary of State. Original deeds and leases are now maintained by the Department of General Services in the State of Tennessee Real Estate Asset Management (STREAM) division
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
Records are stored as digital images in the TN-BEAR database.
Worksheet
Record Location
State of Tennessee North Data Center and State of Tennessee South Data Center S
File Arrangement
Document Locator Number assigned in TN-BEAR.
Media Format Generated
Paper
Date Range
1980 to current
Agency
Annual Accumulation
Less than .5 cu. ft. Less than 10 mb
Current Volume
2 cu. ft. 140 mb
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
Original Record stored in STREAM. Copies maintained in TN-BEAR database.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Retention Legal Citation
TCA 12-2-108 TCA 10-7-303(e)
Electronic Records Plan Inventory
System Name
TN- Bear
Hardware Description
The virtual servers are hosted on Hyper-V servers and the data is stored on a storage array.
Software Description
The TN-BEAR application is a .NET application with a MS SQL Server data store.
System Location
All records are stored in the State Data Center.
Backup Procedures
The transaction logs are backed up every five minutes, an incremental database backup hourly, and a full database backup daily to the storage array. The storage array is replicated to a replica array. Rapid Recovery backs up the storage volume and is replicated to a replica core. The replica core is written to disk and then written to tape. The Tape is sent to an off-site storage facility.
Disaster Recovery
The database will be recovered from the most viable media closest to database server.
Data Migration Description
The Information Services Division maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with the Information Services Division.
RDA Comments
Records Management Division (RMD)
10-03-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2018
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 1108 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-05-2018
No recommended changes.
RMD Director
10-12-2018
RDA 1108 is a request to revise an RDA. The retention period will remain Permanent. 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 1108.
Public Records Commission
10-30-2018
PRC approves RDA 1108.