An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2513
Effective Date
Record Series Abstract
Files consist of Tennessee Integrated Emergency Reporting system records, including Incident-Accident Plans, Situation Reports, documentations of incidents, logistical request records.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records are to be maintained permanently at agency. Records are to be maintained in electronic format as long as the electronic content has been verified and will be maintanined permantly on agency server.
Worksheet
Record Location
On-site in TEMA offices at the Department of Military
File Arrangement
Numeric
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
2008 - current
Agency
Allotment Code
34104
Annual Accumulation
2 cu. ft.; 25 GB
Current Volume
12 cu. ft; 140 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Emergency Assistance Administration (FEMA)
Essential Record
Yes - Original
Essential Record Stored
On-site in TEMA offices at the Department of Military
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
10-7-504 (3)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
10-7-504 (3)
Electronic Records Plan Inventory
System Name
TEMA Servers meet OIR standards
Hardware Description
TMS is backed up twice daily (1200 and 1900) to back up server. Files are backed up to HP and Dell windows Servers and replicated offsite weekly.
Software Description
Microsoft SQL Server
System Location
TMEA HQ 3041 Sidco Drive,Nashville, TN 37204
Backup Procedures
Backed up nightly
Disaster Recovery
Restore the files from backup
Data Migration Description
Extract-Transform-Load
RDA Comments
Records Management Division (RMD)
07-23-2015
No recommended changes.
Tennessee State Library and Archives
07-27-2015
No recommended changes.
Comptroller Audit Review
07-23-2015
We have reviewed RDA 2513 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
07-28-2015
No additional changes are required. Will get Commissioner\'s signature and submit. C Lysinger
RMD Director
09-15-2015
RDA 2513 is a request to revise an RDA. The records series retention will increase from three years to permanent. The format will change from paper to electronic. The record will be kept for long term reference. Recommend approval of request to revise RDA 2513.
Public Records Commission
10-13-2015
PRC approves RDA 2513