An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2901
Effective Date
Record Series Abstract
Letters, reports, surveys, notes, radiation surveys, legal documentation, newspaper clippings,interviews, 257 worksheet, and memos.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At the closing of an incident
Total Retention Years
40
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The files are to be cut off at the closing of an incident. Paper records are converted to electronic. Destroy paper upon verification of electronic data. Maintain in agency for 40 years electronically, then destroy by state approved methods.
Worksheet
Record Location
3rd floor and 15th Floor TN Tower
File Arrangement
Incident number
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
1984-present
Allotment Code
327.32
Annual Accumulation
4 cubic feet, 50MB
Current Volume
20 cubic feet, 300MB
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
US Nuclear Regulatory Commission
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
40 years
Retention Legal Citation
TCA 11-1-102, 0400-20-10-.26
Electronic Records Plan Inventory
System Name
OIR Oracle Network Attached Storage system: ag0319006uf012
Hardware Description
Sun Storage 7410 NAS
Software Description
2011.04.24.9.0,1-1.46. Operating System: Solaris 11. No traditional software
System Location
901 5th Ave. N., Nashville TN 37243
Backup Procedures
31 day retention snapshots kept on site. Daily incremental snapshots, and a monthly full snapshots, to tape media. Monthly snapshots older than 31 days are stored offsite, one year retention. One tape per year stored for 7 years
Disaster Recovery
OIR follows industry standard disaster recovery procedures. Full procedures are available with the Office of Information Resources.
Data Migration Description
OIR maintains and migrates data according to system updates, upgrades and replacement standards per industry standards. Full procedures are available with the Office of Information Resources.
RDA Comments
Records Management Division (RMD)
07-16-2015
No recommended changes
Tennessee State Library and Archives
07-16-2015
No recommended changes.
Comptroller Audit Review
07-20-2015
We have reviewed RDA 2901 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
07-30-2015
Thank you
RMD Director
09-16-2015
RDA 2901 is a request to revise an RDA. The retention period will remain forty years and the format will change to paper/electronic. Recommend approval of request to revise RDA 2901.
Public Records Commission
10-13-2015
PRC approves RDA 2901.