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Patron and Visitor Records

RDA Number
1722
Effective Date
Record Series Abstract
Records include but are not limited to: log sheets, policy agreements, and patron database records.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper and stored in electronic and paper format. Records are destroyed by state approved methods after 5 years.
Record Location
Tennessee State Library & Archives, 403 7th Ave. N., Nashville, TN 37243
File Arrangement
Chronological
Media Format Generated
Paper
Media Format Stored
Electronic
Paper
Date Range
to
Allotment Code
30504
Annual Accumulation
1 cubic foot; 1MB
Current Volume
4-5 cubic feet; 15MB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Confidential Legal Citation
TITLE 10 CHAPTER 8 CONFIDENTIALITY OF LIBRARY RECORDS
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
System Name
Patron and Visitor Records
Hardware Description
Hardware description on file. All equipment meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) guidance.
Software Description
Software description on file. All software systems are maintained in accordance with the current standards of the State’s Strategic Technology Solutions (STS) guidance.
System Location
On file
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Tapes are sent to an approved vendor for storage and rotated/recycled according to agency policy and procedures that meet or exceed the current standards of the State’s Strategic Technology Solutions (STS) office.
Disaster Recovery
Disaster recovery plan on file that meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) office.
Data Migration Description
Migration Strategy on file that meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) office.
Records Management Division (RMD)
08-16-2018
No recommended changes.
Tennessee State Library and Archives
08-16-2018
No recommended changes.
Comptroller Audit Review
08-17-2018
We have reviewed RDA 1722 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-22-2018
No recommended changes.
RMD Director
09-13-2018
RDA 1722 is a request to revise an RDA. The retention period will change from one year to five years and destroy. The format will change to paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1722.
Public Records Commission
10-30-2018
PRC approves RDA 1722.