An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10008
Effective Date
Record Series Abstract
These Records consist of but not limited to the destruction or disposal of Waste Products such as scrap metal, used tires etc. These Records also consists of but not limited to Waste Surplus Property Reports, and Destruction Certifications, and other supporting documentation.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The 5 year retention is base on Fiscal and Administrative Values the Records have for the Division. The Records have little value beyond the 5 years. Both paper and electronic files will be kept in their 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
Numerical
Media Format Generated
Both
Date Range
2015 to current
Agency
Allotment Code
32118
Annual Accumulation
Paper: 10 cu.ft. Electronic: 1/2 gigabyte
Current Volume
Paper: 20 cu.ft. Electronic: 1 gigabyte
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
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
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
Currently, the electronic data files reside in diverse locations. Additionally, some of the files are in paper format and some are in electronic format each will remain in their native format. The goal of this migration is to gather all of the relevant electronic Waste Product Files into a single location for storage, easy retrieval, completeness and to aid the archival and research processes. The migration strategy is to create a common folder on the NAS drive and have all participating people utilize this folder on a go-forward basis. The existing electronic Waste Product Files will also be worked into the new folder for completeness. Once the Waste Product Files have reached their Retention Period, the electronic files will be destroyed along with the paper files.
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 10008 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 10008 is a request to revise an RDA. The retention period will increase from three years to 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 10008.
Public Records Commission
09-07-2017
PRC approves RDA 10008.