An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2211
Effective Date
Record Series Abstract
THE RECORDS INCLUDE CATEGORY 1(State approved schools, that operate under the same state approved guidelines and regulations) AND CATEGORY 5(Schools that are affiliated with church and or domination and are not held to the same standards as state approved schools) OF NON-PUBLIC SCHOOLS AND INFORMATION ON DEMOGRAPHICS.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
THE FILES ARE TO BE CUT OFF AT THE END OF EACH FISCAL YEAR. MAINTAIN IN AGENCY 5 YEARS, THEN DESTROY.
Worksheet
Record Location
AJT 9TH FLOOR
File Arrangement
ELECTRONICALLY; ALPHA BY SCHOOL NAME
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
CURRENT
Agency
Allotment Code
331.01
Annual Accumulation
ELECTRONIC RECORDS- 300MB
Current Volume
ELECTRONIC RECORDS- 1.79GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 YEARS
Records Center Retention Period
N/A
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
H Drive (department hard drive)
Hardware Description
TDOE uses its H drive server which is housed in a cluster Enterprise SQL 2012 Environment using these devices: Intel 64-bit processors, including IBM System x, eServer xSeries, and BladeCenter servers.
Software Description
TDOE H drive servers run Windows Server 2012 Enterprise 64- Bit R2 or later with these software packages for each portion of the enterprise software application
System Location
OIR's South Data Center located in Smyrna Tennessee hosts the servers that will be utilized for the storage to comply with Statewide and TDOE Electronic Records Policy.
Backup Procedures
H(department) drive drive data are backed up between the north and south OIR data centers, as well as, OIR back ups. These procedures consist of daily incremental back ups, and weekly total back ups on the weekend. The process for backing up data from OIR's South Data Center is to mirror the information at the OIR's North data Center, and then create a weekly back up tape.
Disaster Recovery
Data replication. All H drive data components are shut down and then all data is replicated to a secondary site. Another type of replication is the more common case the data is replicated continuously as needed. Disaster recovery begins with the utilization of the OIR's North Data Center for both operations and data. If both OIR's north and south data centers are out of operation new operations will begin by acquiring appropriate hardware and software from a third party supplier and restoring data from the offline tape backups stored.
Data Migration Description
Migrate the data from the source environment. Analyze the converted deployment data set for potential errors that could occur during the import and for the impact on the destination environment. Backing up data is necessary during this process
RDA Comments
Records Management Division (RMD)
10-29-2015
Please provide more information in abstract. Electronic Records Plan Inventory does not meet best practices. 11/3/15 agency provided more information, RDA updated.
Tennessee State Library and Archives
10-29-2015
TSLA concurs in RMD comments.
Comptroller Audit Review
10-29-2015
Audit concurs with RMD comments.
Agency Records Officer
11-02-2015
Director will use Network Attached Storage (NAS) which has Ethernet connection. Appears on the network as a single IP address.A network administrator can set up automatic or manual backups. This type of storage can hold many gigabytes of data.
RMD Director
01-19-2016
RDA 2211 is a request to revise and RDA. The retention period will increase from three years to five years and the format will change from paper to electronic. Recommend approval of request to revise RDA 2211.
Public Records Commission
02-25-2016
PRC approves RDA 2211.