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Safety and Health Fatality Inspection and Investigation Files

RDA Number
Effective Date
Record Series Abstract
TN Division of Occupational Safety and Health compliance inspection/investigation file documentation for fatality inspections. Comprised of various forms and papers such as but not limited to: photographs, handwritten notes, safety data sheets, blueprints, technical manuals, schematics, sketches, witness statements, medical records, training records, etc. Forms: TOSHA 1, TOSHA 92, etc are no longer generated, but forms previously generated will be maintained under this RDA.
Record Series Active
Cut Off at End of
If Other, Explain
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
The record will be cut off at the closure of a case. To close a record we must satisfy all required inspection activities, issue a formal report of those findings, insure all hazards are corrected, insure all monies are collected and any legal action has been satisfied. Upon case closure, record will be scanned to electronic format. After verifying the electronic record, the paper record will be destroyed by state approved methods. The electronic record will be stored permanently in Smart Search.
Record Location
220 French Landing Drive, Nashville, TN 37243
File Arrangement
Media Format Generated
Media Format Stored
Date Range
Allotment Code
Annual Accumulation
estimate 15 gigabytes, estimate 3 cu. ft.
Current Volume
estimate 200 gigabytes, estimate 25 cu. ft.
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
Federal OSHA
Essential Record
Essential Record Media Type
Confidential Legal Citation
TCA 50-3-302(d), 50-3-304(a)(3), 50-3-914(a)
Does this Record Series Contain Sensitive Information?
Agency Retention
Permanent retention following case closed date.
System Name
SmartSearch by Square-9 v
Hardware Description
Electronic content software is running on a Windows Server 2012 R2 server virtual guest on VMWare. The VMWare server is connected via fiber optic cable to a storage area network where all data resides. The virtual server and SAN storage are replicated for business continuity in the event of a disaster or outage.
Software Description
SmartSearch by Square-9 v
System Location
Data Center South (92 Weakley Lane, Smyrna, TN)
Backup Procedures
The Office for Information Resources uses Symantec's Enterprise Netbackup Server version 7.5 currently to backup systems. The latest and last update to version 7.5 is release update 7 (version All core operating systems, applications, databases and data are backed up unless otherwise instructed by the System Administrator. All servers unless requested otherwise, receive a backup directive in Netbackup termed 'All local disks' which backs up all local drives except for those that use removable media. The following drives are not backed up: floppy disks, CD-ROMs, and any drives that are located on remote systems but mounted on a system through the network. All files are selected to be backed up on the servers, however in certain cases some files cannot be (such as files that are in use by users, open and active databases, etc). If the server is Windows based, we have the ability to enable an open file backup option for the server. This functionality uses Microsoft's Volume Shadow Copy Service (VSS) to create a disk volume snapshot to backup open files. The open file agent works well for office files such as spreadsheets and documents, but still cannot completely backup items such as active databases. If the OIR hosted server is a database server, please make sure you are backing up your databases to flat files which can be picked up easily by Symantec Netbackup. The standard OIR backup policy schedule instructs all servers to run incremental backups daily. This incremental backup is smaller in size and backs up all files that have changed since the previous night's backup. On the last Friday of the month, all servers perform a Full system backup. This full backup backs up all files on the server regardless of when the files were last modified or previously backed up. The timeframe for both daily and monthly backup jobs occurs no earlier than 6:00pm daily. The daily incremental backup policy is followed every day (Monday through Sunday) until the last weekend of the month. During the last Friday of every month - a full backup is done which we refer to as the 'Monthly backup'. This monthly (full) backup is a normal full system backup that is kept offsite on tape for seven (7) years at Iron Mountain. Incremental backups are only kept for a period of 30 days since most restores usually occur from that time period. Since all backups within 30 days are kept onsite on faster disk storage, restores can be completed very quickly. If a restore is needed from 3 weeks ago, the data is from that particular day and the data is onsite at the datacenter. If a restore is requested from 3 months ago, we will recall that server's monthly backup tape and the data will be from the last full (Friday) from that particular month.
Disaster Recovery
For disaster recovery purposes, both daily incremental and weekly full backup images stored locally on fast disk storage systems for 30 days are replicated to the alternate datacenter. So, when a backup occurs overnight to a server at the north datacenter - that same backup image is replicated to the fast disk storage units at datacenter south (and vise versa).
Data Migration Description
These electronic records will remain on the state network in the SANS shared environment until which time the software would be replaced. At that time, a conversion plan would be outlined and the records would be migrated to a new system prior to the sunset of the existing system.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 3009 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Thank you.
RMD Director
RDA 3009 is a request to revise an RDA. The retention period will remain permanent but the format for long term retention will be electronic. Recommend approval of request to revise RDA 3009.
Public Records Commission
PRC approves RDA 3009.