An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1910
Effective Date
Record Series Abstract
ORGANIZATION REPORT, APPLICATION FOR PERMIT, APPLICATION FOR AMEND WELL, APPLICATION FOR CHANGE OPERATORS, WELL HISTORY, WORK SUMMARY REPORT, PLUG AND ABANDON REPORT, WELL LOCATION PLAT, BOND FORMS AND RELATED CORRESPONDENCE AND DOCUMENTATION
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
40
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Maintain records for required time of 40 years for relevancy to pertinent information such as well locations, history and closure. These Records are reviewed before drilling in areas previously drilled. Attached OGC letter. The paper records will be converted to microfilm and electronic documents after 5 years. Paper will be destroyed upon verification of electronic and microfilm copies. Because these are essential records, these records will also be microfilmed. The microfilm will be stored at the State Records Center permanently and an electronic copy of these records will be maintained permanently in agency.
Worksheet
Record Location
312 Rosa L. Parks Ave. 11th floor TN Tower
File Arrangement
alpha & numeric
Media Format Generated
Paper
Media Format Stored
Electronic
Paper
Film
Date Range
to
Allotment Code
327.34
Annual Accumulation
.5 cu. ft., 1 roll of microfilm, electronic storage will begin June 2016
Current Volume
4 cu. ft., 3 rolls of microfilm , electronic storage will begin June 2016
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
State Records Center for 40 years
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Records Center Retention Period
Permanent
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
OIR Oracle Network Attached Storage system: ag0319006uf012
Hardware Description
Sun Storage 7410 NAS
Software Description
2011.04.24.9.0., 1-1.46. Operating System: Solaris 11. Expected to use DOC, DOCX, XLS, XLX. Will utilize PDF and TIFF file formats for permanent retention.
System Location
901 5th Ave. N., Nashville TN 37243
Backup Procedures
31 day retention snapshots kept on site. Daily incremental snapshots, and a monthly full snapshots, to tape media. Monthly snapshots older than 31 days are stored offsite, one year retention. One tape per year stored for 7 years
Disaster Recovery
OIR follows industry standard disaster recovery procedures. Full procedures are available with the Office of Information Resources
Data Migration Description
OIR maintains and migrates data according to system updates, upgrades and replacement standards per industry standards. Full procedures are available with the Office of Information Resources.
RDA Comments
Records Management Division (RMD)
05-26-2016
No recommended changes.
Tennessee State Library and Archives
05-27-2015
No recommended changes.
Comptroller Audit Review
05-26-2016
We have reviewed RDA 1910 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-31-2016
Thank you
RMD Director
06-01-2016
RDA 1910 is a request to revise an RDA. The retention period will remain forty years and permanent. The format will be paper/electronic/film with the film backup stored at the state records center. Recommend approval of request to revise RDA 1910.
Public Records Commission
06-22-2016
PRC approves RDA 1910.