Core Data
RDA Number
10002
Effective Date
Mon, 10/20/2025
Record Series Abstract
Any and all Electronic graphic art & printing design and support files related to any customer jobs. Filed by job number, print number, job description and or customer name.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At project completion.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The Files in this Record Series are generated and maintained in electronic format only. These Files will be kept on Agency Server for 3 months after project completion. After 3 months, these files will be transferred to an external terastation and saved to a second terastation for backup. Once the 5-year retention period has been met, records will be destroyed via state approved methods.
Worksheet
Record Location
Maintained electronically in the Tennessee Tower
File Arrangement
numerical by job number
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
7/1/2019 to present
Agency
Allotment Code
32109
Annual Accumulation
Electronic: Approximately 200 gb
Current Volume
Electronic: Approximately 815 gb
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Maintained electronically in the Tennessee Tower
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
DGS Graphics
Hardware Description
The enterprise solution implemented by STS meets the requirements defined in the STS Backup Service and Retention policy (200-POL-004)
Software Description
The enterprise solution implemented by STS meets the requirements defined in the STS Backup Service and Retention policy (200-POL-004)
System Location
Data Center North - Primary
Data Center South - secondary
Data Center South - secondary
Backup Procedures
Daily backup performed. Backup Retention Schedule is 30 daily backups. Process repeats every month. Data volume contents enforced by agency policy.
Disaster Recovery
Restore from the last known good backup taken by the STS Backup policy in place
Data Migration Description
Within OSX (Apple's Operating System), there is a piece of software called the machine. F&A/STS backs up the Mac Mini's Time Machine file daily to a removable hard drive, and in the event of a machine failure, the process is to restore the last known working copy of the Time Machine to the new computer.
RDA Comments
Records Management Division (RMD)
Thu, 04/10/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 04/14/2025
No recommended changes.
Comptroller Audit Review
Fri, 04/11/2025
We have reviewed RDA 10002 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Wed, 07/30/2025
We have no further changes.
RMD Director
Fri, 09/05/2025
RDA 10002 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be electronic. The Title, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 10002.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 10002
