An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2299
Effective Date
Record Series Abstract
Records include but are not limited to: Information regarding reimbursement costs associated with investigation and cleanup of leaking Underground Storage Tanks' General correspondence, reimbursement application (CN-0923), authorization for fund eligibility (CN-0943), payment application, etc.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
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 of film will be held permanently.
Worksheet
Record Location
UST Central Office and all TDEC Environmental Field Office locations
File Arrangement
Numerical
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Video
Paper: Sheet
Media Format Stored
Electronic
Paper
Film
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Video
Paper: Sheet
Film: Microfilm
Date Range
1990 to current
Allotment Code
327.41
Annual Accumulation
8 cubic feet, 13 GB
Current Volume
153 cubic ft., 270 rolls, 66 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Retention Legal Citation
RULE 0400-18-01-.14
Electronic Records Plan Inventory
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
RDA Comments
Records Management Division (RMD)
09-30-2021
No recommended changes.
Tennessee State Library and Archives
10-05-2021
No recommended changes.
Comptroller Audit Review
10-04-2021
We have reviewed RDA 2299 from and audit standpoint. we concur with the recommended retention and disposition specifications.
Agency Records Officer
10-05-2021
Agency concurs
RMD Director
10-11-2021
RDA 2299 is a request to revise an RDA. The retention period will remain permanent. the format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2299.
Public Records Commission
10-25-2021
PRC approves RDA 2299.