Core Data
RDA Number
1857
Effective Date
Mon, 10/20/2025
Record Series Abstract
The files consist of Document Solutions Divisional information and contain, but are not limited to, the job tickets and files pertaining to production requests (according to job number, production employee, production equipment, employee performance and production standards for administrative use). This RDA does not cover files pertaining to production requests from the Governor's office. Production requests from the Governor's office will fall under SW08 Agency Executive Subject Files.
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
Maintain records electronically in agency for 5 years. Once the 5-year retention period has been met, records will be destroyed via state approved methods.
Worksheet
Record Location
Records are maintained digitally in the Tennessee Tower.
File Arrangement
Chronological
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
7/1/2017 to present
Agency
Allotment Code
32109
Annual Accumulation
Electronic: 9kb
Current Volume
Electronic: 77.9 gb
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Records are maintained digitally in the Tennessee Tower.
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
DGS Doc Solutions Admin
Hardware Description
The enterprise solution implemented by STS meets the requirements defined in the STS Backup Service and Retention Policy (200-POL-004).
Software Description
The enterprise solution implemented by STS meets the requirements defined in the STS Backup Service and Retention Policy (200-POL-004).
System Location
Data Center North - Primary
Data Center South - secondary
Data Center South - secondary
Backup Procedures
Weekly backups every Saturday. Backup Retention Schedule is 31 daily backups and 84 months of Long-Term Retention for the Monthly backup
Disaster Recovery
Restore from the last known good backup taken by the STS Backup policy in place
Data Migration Description
The Document Solutions Records will be scanned into PDF format and will be placed into a separate, controlled folder on the DGS shared drive. The folder will be restricted and will be backed up on a regular basis. The electronic version of the files will be accessible and maintained by the DGS Document Solutions staff. DGS Document Solutions will follow internal procedures in creation, access and modification of the electronic records. The electronic version of the Document Solutions Administrative Files will be destroyed in accordance with the above retention period.
RDA Comments
Records Management Division (RMD)
Thu, 04/10/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 04/14/2025
No recommended changes.
Comptroller Audit Review
Fri, 04/11/2025
We have reviewed RDA 1857 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Wed, 07/30/2025
We have no further changes.
RMD Director
Fri, 09/05/2025
RDA 1857 is a request to revise an RDA. The retention period will change from six years and destroy to five years and destroy. The format will be electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 1857.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 1857
