An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1911
Effective Date
Record Series Abstract
This record series consist of but not limited to: control logs, publication samples, request for publication approvals and related supporting documentation.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Date of publication
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in electronic format, but may be stored in both paper and electronic format, and will be maintained in agency for five years. At the end of the total retention period both paper and electronic records will be destroyed.
Worksheet
Record Location
Andrew Jackson, Basement Floor
File Arrangement
Fiscal Year
Media Format Generated
Electronic
Date Range
2012 to current
Agency
Allotment Code
32109
Annual Accumulation
Paper: 1.5 CU. FT; Electronic: 1.5 GB
Current Volume
Paper: 5 CU. FT.; Electronic: 7.5 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Andrew Jackson, Basement Floor
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
1 YEAR
Electronic Records Plan Inventory
System Name
(\\AG03SDCWF00525\\) BA NASH
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 Publication Authorization Records and reference files will be destroyed in accordance with the above retention period.
RDA Comments
Records Management Division (RMD)
08-10-2017
No recommended changes.
Tennessee State Library and Archives
08-10-2017
No recommended changes.
Comptroller Audit Review
08-10-2017
We have reviewed RDA 1911 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-11-2017
Agency concurs with no changes needed for RDA. Thank you
RMD Director
08-17-2017
RDA 1911 is a request to revise an RDA. The retention period will change from permanent to five years and destroy. The format will change to paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. The agency found no legal reason for the permanent retention. Recommend approval of request to revise RDA 1911.
Public Records Commission
09-07-2017
PRC approves RDA 1911.