An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1781
Effective Date
Record Series Abstract
RECORDS MAY INCLUDE, BUT ARE NOT LIMITED TO, LETTERS OF CERTIFICATION, EXAMINATIONS OF APPLICANTS, ANSWER SHEETS AND COURSEWORK RECORDS.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
WHEN SUPERSEDED, CANCELLED, REVISED, OR 3 YEARS AFTER THE FIREFIGHTER'S CERTIFICATION BECOMES INACTIVE.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
FILES ARE ARRANGED ALPHABETICALLY AND MAINTAINED FOR 6 YEARS AFTER CUT OFF. RECORDS MAY BE MAINTAINED IN EITHER PAPER OR ELECTRONIC FORMAT, AS LONG AS THE ELECTRONIC CONTENT HAS BEEN VERIFIED FOR COMPLETENESS, ACCURACY AND USABILITY. 6 YEARS AFTER CUT OFF RECORDS WILL BE DESTROYED BY STATE APPROVED METHODS.
Worksheet
Record Location
In agency
File Arrangement
ALPHABETICAL
Date Range
to
Allotment Code
335.28
Annual Accumulation
10 CUBIC FEET, .3 GB
Current Volume
51 CUBIC FEET, .9 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
INTERNATIONAL FIRE SERVICE ACCREDITATION CONGRESS (IFSAC) AND PROBOARD
Essential Record
No
Confidential
No
Confidential Legal Citation
N/A
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 YEARS
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
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 1781 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 1781 is a request to revise an RDA. The retention period will change from zero 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 1781.
Public Records Commission
05-22-2019
PRC approves RDA 1781.