An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10002
Effective Date
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 retention period has been met, records will be destroyed via state approved methods.
Worksheet
Record Location
Andrew Jackson Bldg - Printing & Media Services Office - Basement Floor
File Arrangement
numerical
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
2010 to current
Agency
Allotment Code
32109
Annual Accumulation
Electronic: Approximately 150 gb)
Current Volume
Electronic: Approximately 400gb
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Original is at Andrew Jackson Bldg - Printing & Media Services Office - Basement Floor
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
Agency Mac Mini Server
Hardware Description
Apple Mac Mini
Software Description
OSX 10.9 Mavericks Server
System Location
Printing and Media Services Division - Basement of Andrew Jackson Bldg.
Backup Procedures
Time Machine daily to removable ruggedized hard drives that are taken off site weekly.
Disaster Recovery
Restoration from last known good Time Machine backup.
Data Migration Description
Within OSX(Apples Operating System), there is a piece of software called the machine. F&A/STS backup's 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)
12-21-2017
No recommended changes.
Tennessee State Library and Archives
01-03-2018
No recommended changes.
Comptroller Audit Review
12-21-2017
We have reviewed RDA 10002 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
01-08-2018
Agency concurs with no recommended changes at this time.
RMD Director
01-22-2018
RDA 10002 is a request to revise an RDA. The retention period will change from Destroy when no longer of Administrative Value (destroy when obsolete) to five years and destroy (after project completion). The format will remain electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 10002.
Public Records Commission
04-25-2018
PRC approves RDA 10002.