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
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
Paper files will be stored in the UST Central Office and all TDEC Environmental Field Office locations. Paper files will be converted to electronic as received and destroyed upon confirmation of digitization. Electronic files will be stored in Filenet permanently. For quick reference, administrative copies will be stored on the NAS (Network Attached Storage). When the software or hardware is upgraded or replaced, the records will be migrated to tapes, CDs/DVDs or other electronic media as needed to ensure no records are lost in the upgrade/replacement process. Current volume or film will be held permanently.
UST Central Office and all TDEC Environmental Field Office locations
Media Format Generated
Media Format Generated Summary
Electronic: Raster Image
Media Format Stored
Media Format Stored Summary
Electronic: Raster Image
1985 to Present
13 cubic feet, 9 rolls of microfilm,4GB
153 cubic feet, 175 rolls of microfilm, 87 GB
Information Shared Outside the State
Environment Protection Agency
Does this Record Series Contain Sensitive Information?
Retention Legal Citation
Electronic Records Plan Inventory
Windows Server 2012 R2 Data Center Edition/EMC Isilon
FileNet P8 5.2
Data Center South Primary-Data Center North Secondary
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
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)
No recommended changes.
Tennessee State Library and Archives
No recommended changes
Comptroller Audit Review
We have reviewed RDA 2297 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
RDA 2297 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic/film. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2297.
Public Records Commission
PRC approves RDA 2297