An official website of the Tennessee Secretary of State.
Core Data
RDA Number
3063
Effective Date
Record Series Abstract
Performance Bonds, Payment Bonds, Proposal Bonds, Letters of Credit or other types of security will be provided as a guarantee. These will be kept in paper only and in the original certificate. The money amount, underwriters name, the begin date, status type and date information will need to be entered when Vendors have active contracts in Edison.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At the end of each job completion or contract termination
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are to be cut off at the end of each job completion or contract termination, and Performance and Payment Bonds submitted by the successful respondent are to be maintained and kept in accordance with this RDA. Proposal Bonds and Letters of Credit issued as Proposal Bonds submitted by unsuccessful respondents shall be returned upon contract award by certified mail when notified in writing by Administrator/Supervisor. Electronic files associated with this record series title shall be maintained in accordance with this RDA.
Worksheet
Record Location
Central Procurement Office
File Arrangement
Other- Order Received
Media Format Generated
Both
Date Range
1999- Current
Agency
Allotment Code
32110
Annual Accumulation
1 Cu. Ft./5MB
Current Volume
4 Cu. Ft./30MB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Stored
Central Procurement Office
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 Years
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
CPO (ag0319006wf525)
Hardware Description
Solaris 10 Master Server
Software Description
Netbackup 6.5.6 backup software
System Location
Data Center North-Primary, Data Center South for secondary (copy 2 for ag0319006wf525)
Backup Procedures
Backup is conducted everyday. Full Backup on Friday, Incremental backups Saturday-Thursday. Data Domain disk storage is the backup media. All backups are on disk for 30 days and duplicated between the two data centers. Once a month, around the last weekend of the month, on a Friday, the full backup is vaulted to tape which is an LT04 tape. Media servers that backup ag0319006wf525 are Linux Red Hat. We use data domain 890, the second copy to a data domain 890 for backups, and a L700 storage tek tape library for offsite storage on a monthly basis.
Disaster Recovery
Drives are the same process. Backup media is stored at Iron Mountain. Restore process is via a Help Desk Ticket. If it's older than 30 days we will have to recall a case from Iron Mountain for the next business day. If the restore is an emergency then we will submit an emergency delivery from Iron Mountain. An emergency delivery can take up to 3 hrs by contract. There is a cost for an emergency delivery.
Data Migration Description
Central Procurement Office Files are in Paper/ Electronic format each will remain in their respective format. The goal of this migration is to gather all of the Electronic CPO data files into a single location for storage, easy retrieval and to aid the archival and research process. The migration strategy is to create a common folder structure on the CPO Share Drive and have all CPO Staff utilize this structure. The existing electronic CPO Files will be worked into the new structure. Once the CPO Files have met their retention period, both electronic and paper files will be destroyed.
RDA Comments
Records Management Division (RMD)
02-02-2017
No recommended changes.
Tennessee State Library and Archives
02-02-2017
No recommended changes.
Comptroller Audit Review
02-06-2017
We have reviewed RDA 3063 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-07-2017
Agency concurs with no recommended changes.
RMD Director
03-08-2017
RDA 3063 is a request to revise an RDA. The retention period will increase from zero years to six years and the format will change to paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 3063.
Public Records Commission
03-28-2017
PRC approves RDA 3063