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Publication Filings

RDA Number
2130
Effective Date
Record Series Abstract
Record series contains all other Publications filings pursuant to TCA not covered under other RDAs. Including but not limited to County Filings, Resolutions, Articles, Reports, and Certifications. Please see attached legal documentation.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
2
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Maintain in agency for two (2) years; then transfer to Tennessee State Library and Archives for permanent retention. Records received in paper format converted to electronic will be verified for content. Scanned image records are maintained permanently in the Office of the Secretary of State.
Record Location
312 Rosa L. Parks Ave. 8th Floor
File Arrangement
Chronologically and by Agency
Date Range
to
Allotment Code
30501
Annual Accumulation
3 cu ft. / 0.1 GB
Current Volume
31 cu ft. / 0.25 GB
Record Value
Administrative
Fiscal
Historic
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
312 Rosa L. Parks Ave. 8th floor
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
2 years
System Name
IE1819008WN001
Hardware Description
HP SAN/NAS, HP DL Servers
Software Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location
TN Tower, 7th Floor Server Room - Replicated to Secretary of State Disaster Recovery Site
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Backup tapes are sent to Iron Mountain and rotated/recycled according to agency policy and procedures.
Disaster Recovery
In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers. If this is not an option due to the scope of the disaster, data would be retrieved from backup tapes previously sent to Iron Mountain.
Data Migration Description
The Information Services Division maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with the Information Services Division.
Records Management Division (RMD)
08-25-2014
No recommended changes.
Tennessee State Library and Archives
08-27-2014
No recommended changes.
Comptroller Audit Review
08-27-2014
We have reviewed RDA 2130 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-15-2014
Thank you.
RMD Director
10-28-2014
RDA 2130 is a request for a revision. The retention period will remain permanent but the electronic format will be added. The paper records will be transferred to the state library and archives for preservation. Recommend approval of RDA 2130.
Public Records Commission
12-02-2014
RDA 2130 is approved by PRC.