An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10007
Effective Date
Record Series Abstract
This Record Series consist of, but not limited to the 3040 Report, and the Quarterly Donation Report,and any other records used to report property distribution and acquisition cost by the Federal Government and to show who received acquired property at the State level.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Federal Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
This Record Series consist of, but not limited to the 3040 Report, and the Quarterly Donation Report,and any other records used to report property distribution and acquisition cost by the Federal Government and to show who received acquired property at the State level. The electronic versions will be maintained in its respective format until the end of the Retention Period, then destroyed.
Worksheet
Record Location
Federal Government Site and 6500 Centennial Blvd. Warehouse
File Arrangement
Numerical
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
2012 to current
Agency
Allotment Code
32118
Annual Accumulation
Electronic: 2 GB
Current Volume
Electronic: 3 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
Federal Government Site and 6500 Centennial Blvd. Warehouse
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Electronic Records Plan Inventory
System Name
Ba_gs_propUtl (fosmb.nas01.tn.gov) (P:) NAS Drive
Hardware Description
Oracle NAS storage
Software Description
Oracle NAS appliance
System Location
Data Center North-Primary
Backup Procedures
An incremental backup is taken once a day and maintained for one month. A full backup is taken once a month and sent offsite for 7 years. Backups are straight to tape.
Disaster Recovery
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
The 3040 Reports are in Electronic format and will remain in that format. The goal of this migration is to keep all existing and future Reports in a Digital Format and to gather into a single location for storage, efficient retrieval and to aid the archival and research process. The migration strategy is to create a common folder on the Ba_gs_propUtl NAS Drive and have all (LESO) Law Enforcement Security Office Staff utilize this folder. These Records will then be destroyed in accordance with the Retention Period.
RDA Comments
Records Management Division (RMD)
07-27-2017
No recommended changes
Tennessee State Library and Archives
08-02-2017
No recommended changes.
Comptroller Audit Review
08-15-2017
We have reviewed RDA 10007 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-15-2017
Agency concurs with no needed changes to RDA. Thank you,
RMD Director
08-17-2017
RDA 10007 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 10007.
Public Records Commission
09-07-2017
PRC approves RDA 10007.