An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2803
Effective Date
Record Series Abstract
RECORDS OF ESTABLISHMENT PERMIT RENEWAL NOTICES, PERMIT APPLICATION, TEMPORARY PERMITS, FOOD SERVICE, HOTEL, PUBLIC SWIMMING POOL, CHILD CARE, CAMP, SCHOOL PLANT, BED & BREAKFAST, CORRECTIONAL FACILITY, TATTOO ESTABLISHMENT INSPECTION FORMS, AND BODY PIERCING ESTABLISHMENTS, ETC
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
All records originate on paper. These records are then entered into Versa as an electronic record. Nothing is scanned. The paper copy of all records is retained in the county health department for 3 years then sent to the record retention center to be held an additional 2 years. At the end of 5 years, the paper records are destroyed.
Worksheet
Record Location
County Health Departments
File Arrangement
Alpha
Media Format Generated
Paper
Date Range
2010 - Current
Agency
Allotment Code
34339
Annual Accumulation
Approximately 100,000 inspection forms. Converts to approximately 54 cubic feet - 41GB
Current Volume
162 cubic feet, 413 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Records will be retained at the county health department for 3 years
Records Center Retention Period
Records will be held at Richards and Richards storage facility for an additional 2 years
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
Filenet
Hardware Description
Dell Server 6850
Software Description
Windows Server 20003 Filenet version 4.04
System Location
OIR Data Center South
Backup Procedures
Standard file level backup services are offered with Symantec NetBackup. Every STS managed server performs a nightly incremental backup to a disk storage device and is replicated to the other datacenter upon completion. Incremental backups are performed every night of the week and are retained for 30 days at each site. On the last Friday of the calendar month, a full backup is taken of every server and that full backup image is kept on disk for 60 days at both data centers. The full backup image is also duplicated to tape for long term storage at Iron Mountain for 7 years. The standard backup window for both incremental and full server backups is between 6pm and 6am central time.
Disaster Recovery
Nightly by OIR
Data Migration Description
Java application which connects to Legacy system and converts information to the current enterprise offering.
RDA Comments
Records Management Division (RMD)
02-05-2016
No recommended changes.
Tennessee State Library and Archives
02-05-2016
No recommended changes.
Comptroller Audit Review
02-05-2016
We have reviewed RDA 2803 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-10-2016
Agree with RMD and TSLA comments
RMD Director
02-11-2016
RDA 2803 is a request to revise an RDA. The Abstract, Disposition, and Worksheet have been updated. The retention period will increase from four years to five years. The format will change to paper/electronic. Recommend approval of request to revise RDA 2803.
Public Records Commission
02-25-2016
PRC approves RDA 2803.