An official website of the Tennessee Secretary of State.
Core Data
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.
Worksheet
Record Location
Tennessee State Library & Archives, 403 7th Ave. N., Nashville, TN 37243
File Arrangement
Chronological
Media Format Generated
Paper
Date Range
to
Agency
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
Retention Legal Citation
TITLE 10 CHAPTER 8 CONFIDENTIALITY OF LIBRARY RECORDS
Electronic Records Plan Inventory
System Name
IE1819008WN001
Hardware Description
HP SAN/NAS, HP DL Servers (Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server)
Software Description
Microsoft Access database stored on TSLA shared drive (H); database may be migrated to SQL in the future.
System Location
TN Tower, 7th Floor Server Room - Replicated to Secretary of State Disaster Recovery Site
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
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.
RDA Comments
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.