An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2456
Effective Date
Record Series Abstract
Records include but not limited too: Files contain residency approvals/disapprovals, intuitional responses regarding request for program entry into ACM.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and stored in electronic format. Records are kept for 5 years and then destroyed by state approved methods.
Worksheet
Record Location
TN Tower, 9th floor, Academic Affairs.
File Arrangement
Alpha
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Electronic: Email
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Electronic: Email
Date Range
December 2004 to current
Allotment Code
33201
Annual Accumulation
11.14 MB
Current Volume
55.7 MB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Electronic Records Plan Inventory
System Name
THEC/TSAC shared server (H drive)
Hardware Description
H Drive - Windows File Storage- \\ag03sdcwf00535\cb data
Software Description
Files are saved in Microsoft Word, Excel and PDF
System Location
STA Datacenter South
Backup Procedures
A daily backup is made and kept for 30 days and replicated each evening between the Datacenters. After 30 days the daily Archives are deleted by the system, but are saved to tape off-site for longer-term storage. The agency can request copies of the backups from STS as needed.
Disaster Recovery
The disaster recovery level is determined by STS for the enterprise, and they manage the disaster recovery protocol in case of a disaster for the shared servers.
Data Migration Description
STS performs the procedures in case of a migration is needed for the electronic record series.
RDA Comments
Records Management Division (RMD)
09-23-2021
No recommended changes.
Tennessee State Library and Archives
09-28-2021
No recommended changes.
Comptroller Audit Review
09-27-2021
We have reviewed RDA 2456 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-04-2021
Thank you for your comments.
RMD Director
10-04-2021
RDA 2456 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be electronic. the Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2456.
Public Records Commission
10-25-2021
PRC approves RDA 2456.