An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1857
Effective Date
Record Series Abstract
The files consist of Printing and Media Services Divisional information and contain, but are not limited to, the following documents: Files pertaining to production requests according to: job number, production employee, production equipment, employee performance and production standards for administrative use.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Maintain records in agency for 6 years then destroy.
Worksheet
Record Location
Andrew Jackson Bldg, Basement Floor - Printing & Media Services Office
File Arrangement
Chronological
Media Format Generated
Both
Date Range
2000 to present
Agency
Allotment Code
32109
Annual Accumulation
Paper: 1 cu/ft Electronic: 9kb
Current Volume
Paper: 3 cu/ft Electronic: 44kb
Record Value
Administrative
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
0
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
(\\AG03SDCWF00525\BA_CO\DATA\CO_DATA\GSAgenciesShare)
Hardware Description
Solaris 10 Master Server
Software Description
Netbackup 6.5.6 backup software
System Location
Data Center North-Primary, Data Center South for secondary (copy 2 for AG03SDCWF00525)
Backup Procedures
Backup is conducted everyday. Full backup on Friday, Incremental backups Saturday -Thursday Data Domain disk storage is the backup media. All backups are on disk for 30 days and duplicated between the two data centers. Once a month around the last weekend of the month on a Friday the Full backup is vaulted to tape which is an LT04 tape. Media servers that backup AG03SDCWF00525 are Linux Red Hat. We use data domain 890 and the second copy to a data domain 890 for backups and a L700 storage tek tape library for offsite storage on Monthly backups
Disaster Recovery
Backup media is stored at Iron Mountain Restore process is via a Help desk ticket. If it is older than 30 days we will have to recall a case from iron mountain for the next business day. If the restore is an emergency then we will submit an emergency delivery from Iron Mountain. An emergency delivery can take up to 3 hrs by contract. The cost for an emergency run is $150.00.
Data Migration Description
The PMSD 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 PMSD staff. DGS PMSD will follow internal procedures in creation, access and modification of the electronic records. The electronic version of the PMSD Administrative Files will be destroyed in accordance with the above retention period.
RDA Comments
Records Management Division (RMD)
09-08-2016
No recommend changes.
Tennessee State Library and Archives
09-08-2016
No recommended changes.
Comptroller Audit Review
09-08-2016
We have reviewed RDA 1857 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-22-2016
Agency concurs with no recommended changes needed.
RMD Director
09-28-2016
RDA 1857 is a request to revise an RDA. The retention period will remain six years and the format will change to paper/electronic. The Abstract and Worksheet have been updated. Recommend approval of request to revise RDA 1857.
Public Records Commission
11-03-2016
PRC approves RDA 1857