An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2384
Effective Date
Record Series Abstract
RECORDS INCLUDE ACCESSION DATABASE AND PRINTED FILES INCLUDING DATABASE FORMS AND ASSOCIATED DOCUMENTATION FOR MANUSCRIPT COLLECTIONS/ITEMS HELD AT THE TENNESSEE STATE LIBRARY AND ARCHIVES. ASSOCIATED DOCUMENTATION MAY INCLUDE DONOR OR LOAN AGREEMENT FORMS, DONOR CORRESPONDENCE, STAFF NOTES, AND INVENTORIES.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon creation of entry.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
RECORDS ARE GENERATED IN ELECTRONIC FORMAT AND THEN STORED IN ELECTRONIC AND PAPER FORMAT. ASSOCIATED DOCUMENTATION IS CREATED/STORED IN PAPER FORMAT ONLY. BOTH ELECTRONIC AND PAPER RECORDS WILL BE STORED PERMANENTLY IN AGENCY.
Worksheet
Record Location
TENNESSEE STATE LIBRARY AND ARCHIVES, ARCHIVAL TECHNICAL SERVICES SECTION, GROUND FLOOR, 403 7TH AVE. NORTH, NASHVILLE, TN 37243
File Arrangement
CHRONOLOGICAL - ACCESSION NUMBER
Date Range
to
Agency
Allotment Code
30504
Annual Accumulation
1 CUBIC FOOT; 174KB
Current Volume
51 CUBIC FEET; 10.13MB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
TENNESSEE STATE LIBRARY AND ARCHIVES (GROUND FLOOR) AND AGENCY SERVERS.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent Retention
Retention Legal Citation
NONE
Electronic Records Plan Inventory
System Name
IE1819008WN001
Hardware Description
HP SAN/NAS, HP DL Servers (Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server)
Software Description
Microsoft Access database stored on TSLA shared drive (H); plans are to migrate to SQL within the next year, as soon as production environment is available.
System Location
TN Tower, 7th Floor Server Room - Replicated to Secretary of State Disaster Recovery Site
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Backup tapes are sent to Iron Mountain and rotated/recycled according to agency policy and procedures.
Disaster Recovery
In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers. If this is not an option due to the scope of the disaster, data would be retrieved from backup tapes previously sent to Iron Mountain.
Data Migration Description
The Information Services Division maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with the Information Services Division.
RDA Comments
Records Management Division (RMD)
11-19-2015
No recommended changes.
Tennessee State Library and Archives
11-19-2015
No recommended changes.
Comptroller Audit Review
11-19-2015
We have reviewed RDA 2384 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
01-08-2016
Thank you.
RMD Director
02-08-2016
RDA 2384 is a request to revise an RDA. The Abstract, Disposition and worksheet have been updated. The retention period will remain permanent and the format will change to paper/electronic. Recommend approval of request to revise RDA 2384.
Public Records Commission
02-25-2016
PRC approves RDA 2384.