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Destruction and Disposal of Waste Product Files

RDA Number
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
Cut Off at End of
Fiscal Year
Total Retention Years
Total Retention Months
Retention End Action
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.
Record Location
Vehicle and Asset Management, 6500 Centennial Blvd., Nashville, TN. 37243
File Arrangement
Media Format Generated
Date Range
2015 to current
Allotment Code
Annual Accumulation
Paper: 10 cu.ft. Electronic: 1/2 gigabyte
Current Volume
Paper: 20 cu.ft. Electronic: 1 gigabyte
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Original
Essential Record Stored
Vehicle and Asset Management, 6500 Centennial Blvd., Nashville, TN. 37243
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
System Name
Ba_gs_propUtl (\\\\\\\\\\\\\\\\ (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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 10008 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs with no needed changes to RDA. Thank you,
RMD Director
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
PRC approves RDA 10008.