An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10005
Effective Date
Record Series Abstract
The Eligibility Files include but are not limited the Notification, Eligibility Grid, Application, Non-Discrimination Assurance Form, and Certification Form. These documents are used in maintaining the eligibility of donees to participate in the surplus personal property programs.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Maintain in Agency for 5 years from the account expiration.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Maintain in Agency for 5 years from the account expiration then destroyed. Both paper and electronic versions will be maintained in its respective format until the end of the Retention Period, then destroyed.
Worksheet
Record Location
Vehicle and Asset Management, 6500 Centennial Blvd, Nashville, TN 37243
File Arrangement
Alphabetical
Media Format Generated
Both
Date Range
2012 to current
Agency
Allotment Code
32118
Annual Accumulation
Paper: 3 cu.ft. Electronic: approx. 3.4 GB
Current Volume
Paper: 30 cu.ft. Electronic: approx. 17 GB
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal General Services Administration
Essential Record
Yes - Original
Essential Record Stored
Vehicle and Asset Management, 6500 Centennial Blvd, Nashville, TN 37243
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
41 CFR 102-37
Electronic Records Plan Inventory
System Name
In-Circuit is the application provided by AssetWorks and the application is hosted at Amazon Web Services (AWS)
Hardware Description
The Wayne, Pennsylvania datacenter operation is presently responsible for servers supporting the inscope technology solutions. The in-scope managed services are hosted on virtual servers. Firewalls AssetWorks deploys firewalls monitored by outsourced entities (Arraya Solutions, Cisco SourceFire Security). All critical infrastructure firewalls are high redundant pairs running on a Secure Platform. These units protect local assets as well as provide a secure VPN back to the corporate office. Remote users accessing critical systems inside the AssetWorks firewalls are required to authenticate through a VPN connection using IPSEC to the firewall. The authentication is currently done through strong local username/password combinations on the firewall itself. Network and computer systems are monitored using several software packages and methods. Network traffic is monitored through the use of automated alerts in firewall logs as well as content filtering packages such as Cisco IronPort. Network devices are scanned monthly for vulnerabilities. AssetWorks utilizes IBM-centric Technology within its data center with all major platforms supported, including Windows, UNIX and Linux, with database support from Oracle, MS SQL Server and DB2. The data center operates 24/7 and provides diverse and fully redundant ISPs and UPS with dedicated generator and firewall protection of all system
Software Description
Software used by AssetWorks to manage and support the System includes: Monitoring tools - network, server, application, security and device: SolarWinds Nagios Webmetrics Arraya Manager 365 (monitors network 24x7) Service Wise (Incident/Problem tracking) Argent Change management and help desk: Confluence System management: VCenter Operations Manager Vulnerability management, remediation management, risk analysis reporting, change control, security information and event management (SEIM), investigation and log management: Tenable Nessus IBM Security Appscan Enterprise Network protection - firewall, network intrusion prevention, and authentication: FishNet (disc 2/7/16) Cisco ASA 5585-X Email and Web - gateways and filtering: Cisco IronPort (site filtering) ProofPoint Cisco ACS Desktop Protection - virus protection, desktop firewall, host IPS, web filtering, mobility management, application control, and virtualization: Trend Micro Office Scan/Malware Bytes Data Protection - disk and data encryption, device control, and network data loss prevention (DLP): Trend Micro Datacenter Protection - host intrusion prevention, change control, and database security: Trend Micro/Firewalls Network Protection - Firewall, network intrusion prevention and authentication: Cisco SourceFire IDS/IPS UltraDNS- DNS Management.
System Location
The Wayne, Pennsylvania datacenter operation is presently responsible for servers supporting the inscope technology solutions. The in-scope managed services are hosted on virtual servers
Backup Procedures
For data stored in the entity's server room, backups are conducted daily to local disk storage and then replicated into the cloud.
Disaster Recovery
The Disaster Recovery plans are tested annually in accordance with AssetWorks' system availability policies.
Data Migration Description
System and development changes are reviewed and approved by the Manager of Development prior to implementation in production. Separate environments are used for development, testing, staging and production. Developers do not have access to promote code into production. The QA Manager performs post implementation procedures on development changes to ensure the operation of system changes after implementation in production.
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 10005 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-11-2017
Agency concurs with no needed changes on RDA. Thank you
RMD Director
08-17-2017
RDA 10005 is a request to revise an RDA. The retention period will remain 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 10005.
Public Records Commission
09-07-2017
PRC approves RDA 10005.