An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2225
Effective Date
Record Series Abstract
Record series includes, but is not limited to, license/certification/registration/permit files, files containing applications for licenses, certifications, registrations and permits not covered under RDA 2234, Continuing Education Units, Eligibility Verification for Entitlements Act Attestation Forms, letters of reference, testing (passed or failed), renewals, supporting documentation, related correspondence, and complaint files.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Expiration/non-renewal of the license
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
All records will be kept active as long as license, permit, or certification is valid. Records can be kept in either paper or electronic format as long as the electronic file has been verified for accuracy and completeness. At the end of 7 years, records will be destroyed according to state approved methods.
Worksheet
Record Location
Department of Commerce & Insurance, Davy Crockett Bldg., 500 James Robertson Pkwy., Nashville, TN. 37243
File Arrangement
Alphabetical & Numerical
Date Range
to
Allotment Code
335.03
Annual Accumulation
350 cu ft, 3 GB
Current Volume
13,000 cu ft, 12 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
ATF, and other State/Federal agencies only upon request
Essential Record
Yes - Original
Essential Record Stored
Department of Commerce & Insurance, Davy Crockett Bldg., 500 James Robertson Pkwy., Nashville, TN. 37243
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
7 years
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
CORE
Hardware Description
Linux VM running RedHat 6.x
Software Description
Web application
System Location
South Data Center
Backup Procedures
Every OIR managed server performs a nightly incremental backup to a disk storage device and is replicated to the other datacenter upon completion. Incremental backups are performed every night of the week and are retained for 30 days at each site. On the last Friday of the calendar month, a full backup is taken of every server and that full backup image is kept on disk for 60 days at both datacenters. The full backup image is also duplicated to tape for long term storage at Iron Mountain for 7 years. The standard backup window for both incremental and full server backups is between 6pm and 6am central time.
Disaster Recovery
Servers must be back online and available within 48 hours. 24 hours is the maximum amount of data that can be lost in the event of a declared disaster.
Data Migration Description
Files previously located in Filenet have been migrated to the CORE system. Also, records are submitted electronically in the CORE system.
RDA Comments
Records Management Division (RMD)
08-10-2017
No recommended changes.
Tennessee State Library and Archives
08-10-2017
No recommended changes.
Comptroller Audit Review
08-10-2017
We have reviewed RDA 2225 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-14-2017
Agency concurs with no recommended changes.
RMD Director
08-18-2017
RDA 2225 is a request to revise an RDA. The retention period will change from seventy years to seven years and destroy. The format will change to paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2225.
Public Records Commission
09-07-2017
PRC approves RDA 2225.