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Underground Storage Tanks-NOTIFICATION BY FACILITY

RDA Number
2297
Effective Date
Record Series Abstract
Documentation showing fees were paid and current, general correspondence change of ownership. Amended Notification for Underground Storage Tanks Sellers Reporting of Ownership of Tanks (CN0911), Permanent Closure Report (CN-0927), Application for Permanent Closure (CN0928), Notification of Indicia of Ownership Petroleum-UST CN1186, Notification for Underground Storage Tanks (CN1260), Voluntary Registry Registration for a Petroleum Site(CN1267), Annual Fee Receipt (CN1302).
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
The files are to be cut off at the end of each calendar year; then maintain in agency for 1 year; Paper will be converted to microfilm and electronic. Paper will be destroyed by state approved methods upon verification of microfilm/electronic. Microfilm will be stored at the State Records Center (Richards & Richards) permanently. A duplicate copy of the microfilm will be kept in agency permanently. Migrate tapes, cd/dvd or other electronic media when the software or hardware is upgraded or replaced. Electronic versions will be kept in agency permanently.
Record Location
12TH Floor, Wm R. Snodgrass TN Tower, 312 Rosa L. Parks Avenue, Nashville
File Arrangement
numeric
Media Format Generated
Both
Date Range
1985-current
Allotment Code
327.41
Annual Accumulation
13 cubic feet, 9 rolls of microfilm,4GB
Current Volume
153 cubic feet, 175 rolls of microfilm, 87 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Environment Protection Agency
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Records Center Retention Period
Permanent
System Name
Enterprise FileNet
Hardware Description
Windows Server 2012 R2 Data Center Edition/EMC Isilon
Software Description
FileNet P8 5.2
System Location
Data Center South Primary-Data Center North Secondary
Backup Procedures
Data is backed up nightly as well as a daily snapshot. Backups are onsite for 30 days and anything older is sent to Iron Mountain
Disaster Recovery
FileNet data is stored until deleted by user or we delete the stored data per request. All backups are kept for 7 years. Data is replicated between the two datacenters in the event that a failover is needed
Data Migration Description
Real time replication
Records Management Division (RMD)
09-24-2015
No recommended changes.
Tennessee State Library and Archives
09-24-2015
No recommended changes.
Comptroller Audit Review
09-24-2015
We have reviewed RDA 2297 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-25-2015
Thank you
RMD Director
02-01-2016
RDA 2297 is a request to revise an RDA. The retention period will remain permanent. The format will change to paper/electronic/film. The Title is changing from \\\\\\\"Notification by Facility\\\\\\\" to Underground Storage Tanks - Notification by Facility\\\\\\\". The Abstract, Disposition, and worksheet have been updated. Recommend approval of request to revise RDA 2297.
Public Records Commission
02-25-2016
PRC approves RDA 2297.