An official website of the Tennessee Secretary of State.
Core Data
RDA Number
3036
Effective Date
Record Series Abstract
Record series includes but is not limited to Foreign Language Group Class Registration, Applications for Financial Assistance and Waivers.
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
Files are to be cut off at the end of each fiscal year, then maintain in agency 5 years; then destroyed according to state approved methods.
Worksheet
Record Location
220 French Landing Suite 1-B
File Arrangement
Chronological, alphabetical by last name
Media Format Generated
Both
Date Range
1986 - current
Allotment Code
33260
Annual Accumulation
.3 cu. ft. 69 KB
Current Volume
3 cu. ft. 347 KB
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
ProClass
Hardware Description
Amazon, With onsite generators, redundant internet connectivity, multiple firewall layers, multiple offsite backup locations, ultimate scalability, and extensive bandwidth capability, out network infrastructure and security is top tier.
Software Description
Class management software - utilizing MS SQL
System Location
Amazon vendor - multiple data center locations
Backup Procedures
We use fully redundant servers for all database applications and we back up all data every 6 hours.
Disaster Recovery
We create and archive full environment images within our network and on our distributed network to provide the fastest recovery possible
Data Migration Description
Per contract you may access this information at any time by downloading it from our servers using your private password and login identifier
RDA Comments
Records Management Division (RMD)
08-10-2017
No recommended changes.
Tennessee State Library and Archives
08-10-2017
No recommended changes.
Comptroller Audit Review
08-10-2017
We have reviewed RDA 3036 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-17-2017
Ok.
RMD Director
08-17-2017
RDA 3036 is a request to revise an RDA. The retention period will increase from three years to five years and destroy. The format will change to paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 3036.
Public Records Commission
09-07-2017
PRC approves RDA 3036.