An official website of the Tennessee Secretary of State.
Core Data
RDA Number
3030
Effective Date
Record Series Abstract
Correspondence and records related to the Advisory Committee on Open Government. Other administrative records created in the ordinary course of business. We receive emails, letters, and attachments (photos, cd, etc.) from citizens and records custodians seeking assistance in compliance with Tennessee Public Records Act (TPRA) and Tennessee Open Meetings Act (TOMA).
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
The records should be maintained for five years since several public requests are made for these records. The records provide the basis for most of the opinions also.
Worksheet
Record Location
Cordell Hull Building
File Arrangement
electronic folder, Alpha
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
30701
Annual Accumulation
2 gb
Current Volume
8.53 gb
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
Open Records Drive
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0 years
Retention Legal Citation
TCA 8-4-601 et seq.
Electronic Records Plan Inventory
System Name
agency network servers
Hardware Description
shared folder (CIFS) on our EMC VNX (like a SAN/NAS)
Software Description
Stored on file servers with appropriate folders.
System Location
Cordell Hull Building
Backup Procedures
Backup procedures include nightly tapes, which are stored off-site (Iron Mountain), as well as nightly replication of the database to the COT DR site.
Disaster Recovery
The recovery goal for File Storage Servers - 8 hours.
Data Migration Description
Data stored on File Servers with appropriate document extension.
RDA Comments
Records Management Division (RMD)
08-27-2015
No recommended changes.
Tennessee State Library and Archives
08-27-2015
No recommended changes.
Comptroller Audit Review
08-31-2015
We have reviewed RDA 3030 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-31-2015
no changes
RMD Director
09-22-2015
RDA 3030 is a request to revise an RDA. The retention period will increase from three years to five years and destroy. Format will change to electronic. Recommend approval of request to revise RDA 3030.
Public Records Commission
10-13-2015
PRC approves RDA 3030.