An official website of the Tennessee Secretary of State.
Core Data
RDA Number
3017
Effective Date
Record Series Abstract
Records of outside groups that enter into agreements to utilize the site facilities. Records series includes facility rental agreement, requests, confirmations, communications, and any other forms necessary to facilitate the visiting group. Forms include, but are not limited to, Confirmation of Agreement, Site Visit Facility Needs, Special Invoice, Training Agreement, Course Request, TFACA Request for Off-Campus (Regional) Course, and Journal Voucher.
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
Files are cutoff at the end of the calendar year and maintained for five years. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Conversion to electronic format may begin after this RDA is approved. Five years after the cutoff date, records will be destroyed according to state approved methods.
Worksheet
Record Location
2161 Unionville-Deason Rd. Bell Buckle, TN 37020
File Arrangement
Alphabetical
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2001 to current
Allotment Code
335.07
Annual Accumulation
3 cu ft; conversion to electronic format may begin after RDA approval
Current Volume
8 cu ft; conversion to electronic format may begin after RDA approval
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
2161 Unionville-Deason Rd. Bell Buckle, TN 37020
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
ag03sdcwf00507
Hardware Description
The records are stored on a network shared volume running on a Windows 2012 Server R2 WM.
Software Description
The records are stored on Windows Server OS.
System Location
The network file share is located in the South Data Center (SDA).
Backup Procedures
Nightly incremental backups are done, and full back up is performed monthly.
Disaster Recovery
Disaster recovery is provided by STS.
Data Migration Description
The data resides in an SQL database located at the Data Center. If there is a need for migration, it will be done by STS database administrators.
RDA Comments
Records Management Division (RMD)
09-03-2020
No recommended changes.
Tennessee State Library and Archives
09-04-2020
No recommended changes.
Comptroller Audit Review
09-08-2020
We have reviewed RDA 3017 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-08-2020
The agency concurs with no recommend changes.
RMD Director
09-10-2020
RDA 3017 is a request to revise an RDA. The retention period will remain for five years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 3017.
Public Records Commission
09-21-2020
PRC approves RDA 3017