An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2156
Effective Date
Record Series Abstract
The Application to Install a New Elevator or Make Alterations to an Existing Elevator contains owner, billing, location information and elevator data. The purpose of the form is to track data obtained by elevator inspectors, track the number of new elevators and track the number of elevators that are altered.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After Final Inspection
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are submitted and stored at the Central Office via paper or electronically. Data is entered into the state approved computer system (electronic). Paper is stored in the Central Office. The final inspection triggers the retention countdown. Records are destroyed by state approved methods.
Worksheet
Record Location
Elevator Unit - 220 French Landing Drive, Floor 2,Side B Nashville, Tn.37243
File Arrangement
Alphabetically
Media Format Generated
Both
Date Range
1970 to current
Allotment Code
337.05
Annual Accumulation
1,200 sheets of paper .02857 GB
Current Volume
1,200 sheets of paper .02857 GB
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Elevator Unit - 220 French Landing Dr. Building, Floor 2 Side B.
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Electronic Records Plan Inventory
System Name
SmartSearch
Hardware Description
The SmartSearch application resides in the VMWare shared environment at STS's Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System.
Software Description
The SmartSearch application resides in the VMware shared environment at STS's Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System.
System Location
STS Data Center South, Smyrna, TN
Backup Procedures
Standard STS Data Center back up procedures are in place. Backups are taken nightly and stored on-site until weekly back up is taken to Iron Mountain back up storage facility.
Disaster Recovery
The SmartSearch application resides at the Data Center and is backed up nightly. Backups are stored off-site weekly. Bronze Level Disaster Recovery is used for SmartSearch. Recovery in a disaster could take between one (1) to three (3) weeks.
Data Migration Description
The elevator information is on a web-based application.System upgrades are conducted by Information Technology (IT) division of the Department. In the event of a system re-write, IT procedures are followed. The electronic data is maintained via the application, and does not interface with other applications, nor is it archived, so there is no migration, although it is backed up on a standard schedule.
RDA Comments
Records Management Division (RMD)
04-28-2016
No recommended changes
Tennessee State Library and Archives
04-28-2016
No recommended changes.
Comptroller Audit Review
04-28-2016
We have reviewed RDA 2156 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-03-2016
Thank you.
RMD Director
05-09-2016
RDA 2156 is a request to revise an RDA. The retention period will change from one year to five years and the format will change to paper/electronic. Abstract and worksheet have been updated. Recommend approval of request to revise RDA 2156.
Public Records Commission
06-22-2016
PRC approves RDA 2156