An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2226
Effective Date
Record Series Abstract
RECORD SERIES INCLUDES BUT IS NOT LIMITED TO: APPLICATION FOR ADMISSION TO DO BUSINESS IN TENNESSEE AND SUPPORTING DOCUMENTS, SUCH AS ORGANIZATIONAL AND LICENSING DOCUMENTS.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
RECEIVERSHIP, OR COMPANY NO LONGER IN EXISTENCE
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
RECORDS ARE GENERATED AND MAY BE MAINTAINED IN EITHER PAPER OR ELECTRONIC FORMAT. RECORDS WILL BE MAINTAINED REGARLDESS OF FORMAT IN AGENCY FOR THE LIFE OF THE RECORD SERIES. PAPER COPIES OF ELECTRONIC RECORDS MAY BE DESTROYED AS LONG AS THE ELECTRONIC FILE HAS BEEN VERIFIED FOR COMPLETENESS AND ACCURACY. AS LONG AS THE COMPANY CONTINUES TO OPERATE, THE RECORD SERIES REMAINS ACTIVE. ONCE THE COMPANY DISSOLVES, THE RECORD SERIES BECOMES INACTIVE, IS CUT OFF, AND BEGINS A FIVE (5) YEAR RETENTION, AND AT THE END OF THE RETENTION PERIOD THESE RECORDS WILL BE DESTROYED ACCORDING TO STATE APPROVED METHODS.
Worksheet
Record Location
Davy Crockett Bldg. 500 James Robertson Pkwy. Nashville, Tn. 37243
File Arrangement
Alphabetical
Date Range
to
Allotment Code
335.02
Annual Accumulation
200 cu ft/Scanning process will start November, 2018.
Current Volume
200 cu ft/Scanning process will start November, 2018.
Record Value
Administrative
Fiscal
Historic
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
AGENCY
Confidential
No
Confidential Legal Citation
TCA 56-2-801, 56-11-108
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
TCA 56-1-406, 56-2-102, 103, 104 , 113, 114, 115, and 56-11-103 to 107
Electronic Records Plan Inventory
System Name
TEAMMATE: DOMESTIC / N-DRIVE: FOREIGN
Hardware Description
TEAMMATE: SQL DATABASE / N-DRIVE: Isilon Storage Device - (NAS) Network Attached Storage
Software Description
TEAMMATE : WEB APPLICATION / N-DRIVE: The NAS device is accessed via a Network drive controlled by AD group policy.
System Location
TEAMMATE: DALLAS FT. WORTH DATA CENTER, SQL SERVER / N-DRIVE: Data Centers (South and North)
Backup Procedures
TEAMMATE: DATA BACKUP - TEAMCLOUD OPERATIONS CONDUCTS REGULAR, RELIABLE BACKUPS TO GUARD AGAINST DATA LOSS IF SOMETHING UNFORESEEN OCCURS. BACKUP FREQUENCY, RETENTION, AND RESTORATION - THE TEAMMATE HOSTED SOFTWARE SOLUTION INCLUDES DAILY BACKUPS RETAINED FOR FOUR WEEKS. ALL PRODUCTION SQL DATABASES ARE BACKED UP NIGHTLY AND THEN TRANSFERRED OFF-SITE FOR SAFE STORAGE (IN THE SAME JURISDICTION). ALL BACKUPS ARE RETAINED FOR FOUR WEEKS. BACKUPS ARE VALIDATED AT LEAST ONCE PER QUARTER BY RESTORING AND VALIDATING THE DATABASES. BACKUPS ARE MONITORED, AND TEAMCLOUD BACKUP ADMINISTRATORS RECEIVE AN EMAIL REPORT OF ANY ISSUES. BACKUP ENCRYPTION - ALL BACKED-UP INFORMATION IS ENCRYPTED BOTH IN TRANSIT AND IN STORAGE. / N-DRIVE: DAILY INCREMENTAL TAPE BACKUPS, WEEKLY FULL-BACKUPS, AND MONTHLY-BACKUPS.
Disaster Recovery
TEAMMATE: STANDARD DISASTER RECOVERY - ALL RELEVANT COMPONENTS OF THE DATA CENTER OPERATIONS AND THE TEAMMATE HOSTED SOFTWARE SOLUTION ARE CONFIGURED IN N+1 REDUNDANCY, ALLOWING ALL PRIMARY SYSTEMS TO SUFFER FAILURES WITHOUT INTERRUPTING SERVICE TO THE CUSTOMER. ALL SYSTEMS ARE DESIGNED TO PROVIDE 99.9% AVAILABILITY TO CUSTOMERS USING TEAMCLOUD. THE TEAMCLOUD DOES NOT HAVE A WARM OR HOT STANDBY SITE. TEAMMATE WILL PROVIDE ALL COMMERCIALLY REASONABLE EFFORTS TO RESTORE SERVICE. WE HAVE AN AGREEMENT WITH VENDORS THAT IN THE UNLIKELY EVENT OF A TOTAL LOSS OF THE PRIMARY FACILITY, THEY WILL REBUILD OUR INFRASTRUCTURE TO AN EQUIVALENT FACILITY. THIS WILL THEN BE REBUILT USING THE PREVIOUS NIGHT'S OFFSITE BACKUPS. DISASTER RECOVERY (DR) PLAN IS NOT CUSTOMER SPECIFIC AND IS TESTED AT LEAST ONCE PER YEAR. ENHANCED DISASTER RECOVERY - MORE EXTENSIVE RECOVERY OPTIONS MAY BE AVAILABLE WITH CUSTOM CONTRACT TERMS. / N-DRIVE: RESTORE FROM INCREMENTAL-BACKUP, RESTORE FROM WEEKLY FULL-BACKUP, AND RESTORE FROM MONTHLY FULL-BACKUP.
Data Migration Description
TEAMMATE: DATA MIGRATION IS USED TO CREATE A DATA MIGRATION JOB TO MOVE EXISTING DATA FROM TEAMMATE AM TO TEAMMATE+. / N-DRIVE: DOCUMENTS DIGITIZED AND TRANSFERRED TO NAS DEVICE.
RDA Comments
Records Management Division (RMD)
10-04-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2018
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 2226 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-05-2018
Agency concurs with no recommended changes.
RMD Director
10-12-2018
RDA 2226 is a request to revise an RDA. The retention period will change from four years to five years and destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2226.
Public Records Commission
10-30-2018
PRC approves RDA 2226.