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Underground Storage Tanks- Leaking/Technical Files

RDA Number
2298
Effective Date
Record Series Abstract
General correspondence to and from the tank owner, environmental consulting firms and attorneys. Lab results, assessment and remediation, corrective action, work plans, tank inventory, land scales, extension requests, leak detection reports and legal actions; Site Status Monitoring Report, Initial Abatement Report.
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
312 Rosa L. Parks Ave.& Field Offices
File Arrangement
Numeric
Media Format Generated
Paper
Date Range
1985 - present
Allotment Code
327.41
Annual Accumulation
7 cu. ft, 9GB, 22 rolls of microfilm
Current Volume
153 cubic ft., 440 rolls, 195 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Environmental Protection Agency
Essential Record
Yes - Original
Essential Record Stored
In agency
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
1 year
Records Center Retention Period
Maintain Permanently
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)
10-15-2015
No recommended changs.
Tennessee State Library and Archives
10-15-2015
No recommended changes.
Comptroller Audit Review
10-15-2015
We have reviewed RDA 2298 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-20-2015
Thank you
RMD Director
02-01-2016
RDA 2298 is a request to revise an RDA. The retention period will remain permanent but the format will change to paper/electronic/film. The Abstract, Disposition, and worksheet have been updated. Recommend approval of request to revise RDA 2298.
Public Records Commission
02-25-2016
PRC approves RDA 2298.