An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1780
Effective Date
Record Series Abstract
RECORDS MAY INCLUDE, BUT ARE NOT LIMITED TO, REQUEST FOR PAYMENT DOCUMENTS, NOTARIZED STATEMENT OF FIRE CHIEF, IN-SERVICE REPORTS AND CORRESPONDENCE.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
FILES ARE CUT OFF AT THE END OF THE CALENDAR AND MAINTAINED FOR 6 YEARS. RECORDS MAY BE MAINTAINED IN EITHER PAPER OR ELECTRONIC FORMAT, AS LONG AS THE ELECTRONIC CONTENT HAS BEEN VERIFIED FOR COMPLETENESS, ACCURACY, AND USABILITY. RECORDS WILL BE MAINTAINED FOR SIX YEARS AFTER CUT OFF AND THEN RECORDS WILL BE DESTROYED ACCORDING TO STATE APPROVED METHODS.
Worksheet
Record Location
AGENCY
File Arrangement
CHRONOLOGICAL BY YEAR
Date Range
to
Allotment Code
335.28
Annual Accumulation
.25 CUBIC FEET, .01 GB
Current Volume
5 CUBIC FEET, .05 GB
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 YEARS
Records Center Retention Period
NONE
Retention Legal Citation
NONE
Electronic Records Plan Inventory
System Name
ACADIS
Hardware Description
2 windows virtual servers (production & portal). Also, a shared Oracle database environment.
Software Description
2 Windows 2008 R2 web server environment
System Location
Data Center South
Backup Procedures
Daily Incremental Backups - Backups only data that has change since that last incremental backup Full Backup - every weekend Monthly-Backup - are run on the last Friday of each month and stored to tape. The tape is then transferred a secure offsite location where it will be stored for 7 years
Disaster Recovery
DR services denied by agency. In case of a disaster the server/data will be restored using the following procedure. Restore from Incremental-Backup Restore from weekly Full-Backup Restore from monthly Full-Backup
Data Migration Description
STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS
RDA Comments
Records Management Division (RMD)
03-21-2019
No recommended changes.
Tennessee State Library and Archives
03-21-2019
No recommended changes.
Comptroller Audit Review
03-25-2019
We have reviewed RDA 1780 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-25-2019
AGENCY CONCURS WITH NO RECOMMENDED CHANGES.
RMD Director
04-12-2019
RDA 1780 is a request to revise an RDA. The retention period will change from two years and destroy to six years and destroy. The format will change to paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1780.
Public Records Commission
05-22-2019
PRC approves RDA 1780.