An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2158
Effective Date
Record Series Abstract
This records series contains the Elevator Inspector's Weekly Accomplishment Report. Inspections are conducted in the field by a Qualified/Certified Elevator Inspector and pertinent information such as the date of inspection performed, name of placed visited, city and the number of elevators inspected is recorded.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Receipt date of the inspection report.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Inspectors print a paper copy of their weekly inspection sheets from an approved state operating system. Documents are scanned to the approved state operating system. The receipt date of the inspection report triggers the retention countdown. Records will be destroyed by state approved methods.
Worksheet
Record Location
Elevator Unit - 220 French Landing Drive, Floor 2B Nashville, TN 37243
File Arrangement
Alphabetical
Media Format Generated
Both
Date Range
2015 to Current
Allotment Code
337.05
Annual Accumulation
167.78 GB total operation system (electronic records); 3 cubic feet (paper)
Current Volume
167.78 GB total operation system. (Paper accumulation 3 cubic feet)
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
Elevator Unit - The files are to be cut off at the end of each fiscal year, then maintain in agency file room at 220 French Landing Dr. Floor 2, Side B, Nashville, TN. 37243 for retention of five (5) years destroyed by state approved methods.
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
None
Retention Legal Citation
NONE
Electronic Records Plan Inventory
System Name
Smart Search
Hardware Description
The SmartSearch application resides in the VMW are shared environment at STS's Data Center South, Smyrna Tn. 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 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's 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
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
SmartSearch data resides in the SQL database located at the Data Center. If there were a need for a migration, it could be done by a DBA and the SmartSearch Administrator.
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 2158 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 2158 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 2158.
Public Records Commission
06-22-2016
PRC approves RDA 2158