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
The electronic records are maintained in the Division’s database for permanent retention.
Worksheet
File Arrangement
Numeric
Media Format Generated
Electronic
Paper
Media Format Stored
Electronic
Date Range
1980 to present
Agency
Allotment Code
30501
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. Duplicate is retained electronically in the Division.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Retention Legal Citation
T.C.A. 12-2-108 and 10-7-303(e)
Electronic Records Plan Inventory
System Name
IE1819008WN001.NET.ADS.STATE.TN.US
Hardware Description
DELL POWEREDGE FC630
Software Description
WINDOWS SERVER 2012 STORAGE SERVER
System Location
STATE OF TENNESSEE - DATA CENTER SOUTH
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Backup tapes are sent to Iron Mountain and rotated/recycled according to agency policy and procedures.
Disaster Recovery
REPLICATED TO STATE OF TENNESSEE - DATA CENTER NORTH
Data Migration Description
MIGRATION STRATEGY ON FILE
RDA Comments
Records Management Division (RMD)
08-15-2024
No recommended changes.
Tennessee State Library and Archives
08-16-2024
No recommended changes.
Comptroller Audit Review
08-16-2024
We have reviewed RDA 1108 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-20-2024
Thank you.
RMD Director
08-26-2024
RDA 1108 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of the request to revise RDA 1108.
Public Records Commission
09-23-2024
PRC approves RDA 1108.