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
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
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.
312 Rosa L. Parks Ave.& Field Offices
Media Format Generated
1985 - present
7 cu. ft, 9GB, 22 rolls of microfilm
153 cubic ft., 440 rolls, 195 GB
Information Shared Outside the State
Environmental Protection Agency
Yes - Original
Essential Record Stored
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
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 changs.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 2298 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
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.