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
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
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.
312 Rosa L. Parks Ave. 8th Floor
Chronologically and by Agency
3 cu ft. / 0.1 GB
31 cu ft. / 0.25 GB
Information Shared Outside the State
Yes - Original
Essential Record Stored
312 Rosa L. Parks Ave. 8th floor
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Retention Legal Citation
Multiple TCA. See legal citation.
Electronic Records Plan Inventory
HP SAN/NAS, HP DL Servers
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
TN Tower, 7th Floor Server Room - Replicated to Secretary of State Disaster Recovery Site
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.
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)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 2130 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
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.