Record Series Abstract
Records are comprised of signed Oaths of Office
Record Series Active
Cut Off at End of
If Other, Explain
Files are cut off upon appointment of position.
Total Retention Years
Total Retention Months
Retention End Action
Oaths of Office are filed in the Publications Division. The record is scanned and maintained permanently in agency in electronic format. Paper copy is transferred to TSLA after two years for permanent retention.
312 Rosa L. Parks Ave. 8th Floor
Chronologically and Alphabetically
Media Format Generated
0.69 cu ft., 0.033695 Gb
2.98 cu ft., 0.145522 Gb
Information Shared Outside the State
Yes - Original
Essential Record Stored
Electronic version is kept in permanently in Publications Division; paper version is sent to Library & Archives at the end of two year in-agency retention.
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Retention Legal Citation
Electronic Records Plan Inventory
HP SAN/NAS, HP DL Servers
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server, PDF file
TN Tower, 7th Floor Server Room - Replicated to Secretary of State Disaster Recovery Site
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.
In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers. If this is not an option due to the scope of the disaster, data would be retrieved from backup tapes previously sent to Iron Mountain.
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.
Records Management Division (RMD)
No recommended changes
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 1718 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs. Thank you
RDA 1718 is a request to revise an RDA. The retention will remain permanent but the format will change to paper/electronic. Recommend approval of RDA 1718.