An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2157
Effective Date
Record Series Abstract
State elevator inspectors are required to obtain state certification. Certification is issued in the form of a card to inspectors who are in good standing. The state card includes the inspector's name, photo, applicable state law and the commissioner's name and signature.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When employees terminate or cards are reissued after an administration change.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The state card is issued after the employee receives proper training passes the state exam. Records are generated and stored both electronically and via paper (laminated cards). Files are cut off when employees terminate or cards are reissued after an administration change. Records will be destroyed by state approved methods after 5 years.
Worksheet
Record Location
WRC Division (Elevator Unit) 220 French Landing Drive, Floor 2, Side B, Nashville TN 37243
File Arrangement
Alphabetically
Media Format Generated
Both
Date Range
1990 to Current
Allotment Code
337.05
Annual Accumulation
One (1) legal file folder (paper) .01268- GB (electronic)
Current Volume
One (1) legal file folder (paper) .01268- GB (electronic)
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
Elevator Unit - 220 French Landing Drive Floor B Nashville Tn. 37243
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Maintain in agency for Five (5) years, then records will be destroyed by state approved methods.
Records Center Retention Period
None
Electronic Records Plan Inventory
System Name
Currently eCase Management and Activity Tracking System (eCMATS)
Hardware Description
Currently eCMATS is running on 3 virtual servers with the following configuration: a) Physical: Virtual Server with 2xprocessor, 4GB RAM and 40GB HD b) OS: Red Hat Linux 5.2 c) Application Server: JBoss 4.3 EAP. The eCMATS uses Oracle report server to generate the reports. The configuration of the Oracle report server is as follows: a) Physical: Sun SunFire 880 with 8x UltraSparc+ processors (1200 MHz), 16 GB RAM and 6x 73GB hard drives b) OS: Solaris 10.
Software Description
The software is developed in Java technology and deployed on Jboss Application Server. This software is using J2EE framework and MVC architecture. The software uses Oracle 11g database to store the data. This application uses Role based privileges to provide specific access to the users into the system. The URL of the software is https://ecmats.tn.gov/eCMATS/.
System Location
The system is hosted by OIR. The software hosted server location is 92 Weakley Lane, Smyrna, TN 37167.
Backup Procedures
State backup procedures as required by Information Technology Division
Disaster Recovery
In the event of disaster guidelines for recovery will include the last date if saved information that is prior to disaster date and pertinent information will be recovered.
Data Migration Description
The data is initially in paper forms and entered into a web-based application, where it is stored for use in reporting and certificate/permit issuance. 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. System upgrades/enhancements do not initiate a new version; the system remains the same with a new feature.
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 2157 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 2157 is a request to revise an RDA. The retention period will change from fifty years to five years and the format will change to paper/electronic. Abstract and worksheet have been updated. Recommend approval of request to revise RDA 2157.
Public Records Commission
06-22-2016
PRC approves RDA 2157