An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2940
Effective Date
Record Series Abstract
Driver Data Information Request Form
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper and electronic. Records received in paper are scanned, verified for completeness and accuracy and then destroyed by state approved methods. Electronic records are maintained for the remainder of the retention period and then destroyed by state approved methods.
Worksheet
Record Location
STS Data Center
File Arrangement
alpha & numeric
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
2016 - current
Agency
Allotment Code
34901
Annual Accumulation
62.8 mb
Current Volume
314mb
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Retention Legal Citation
T.C.A. 55-25-101 through 55-25-112 The Federal statute is 18 U.S.C. 2721 - 2725, the Driver Privacy Protection Act of 1994
Electronic Records Plan Inventory
System Name
SharePoint 2013
Hardware Description
SharePoint is a web-based collaborative platform that integrates with Microsoft Office Products. SharePoint is primarily used as a document management and storage system.
Software Description
This is a web-based system that integrates with the state's Active Directory System to provide security roles allowing access to users based on rights.
System Location
Currently the system in located in the STS North Datacenter on Virtual Servers.
Backup Procedures
STS performs nightly backups on all Virtual Servers
Disaster Recovery
This will be performed by STS in the order in which they have us in the DR que.
Data Migration Description
STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS
RDA Comments
Records Management Division (RMD)
10-04-2018
Recommend agency retire RDA 2940 under SW 35 - Open Records Request.
Tennessee State Library and Archives
10-04-2018
TSLA concurs in RMD comment.
Comptroller Audit Review
10-04-2018
Audit concurs with RMD comments.
Agency Records Officer
10-09-2018
SW 35 does not apply because the requests associated with these forms are not received from "the public" and do not reference "Open Records." The Federal Drivers Protection Act prohibits the disclosure of certain information, except under specific circumstances, without express consent from the individual. The records associated with this RDA contain the attestation that protected information is being released under one of the exceptions provided in federal statute.
RMD Director
10-12-2018
RDA 2940 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Agency adequately explained why these records should not fall under RDA SW35. Recommend approval of request to revise RDA 2940.
Public Records Commission
10-30-2018
PRC approves RDA 2940.