An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10034
Effective Date
Record Series Abstract
The TOPS system was decommissioned in 2011. The files maintained include: contracts, approval data and all supporting documentation for contracts - such as letters, memos, emails, including working papers; inactive agency buyer information; requisition information; denials; appeal hearing documents; photos, etc. Also, vendor complaint files that result in vendor suspension or default/debarment, including contracts, letters, memos, emails, working papers, appeal hearing documents, photos. Inactive text information referenced by requisition, solicitation and commodity databases, including terms and conditions, delivery instructions and specifications.
Record Series Active
No
Cut Off at End of
Other
If Other, Explain
These files are to be cut off at the termination or expiration of the contract. The TOPS System files became inactive in 2011.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
These files are inactive and are awaiting expiration of retention. At the end of the retention period, these files may be destroyed. Records are kept until cut off and retained for 6 years. All contract data will be removed from the TOPS System as of 2024.
Worksheet
Record Location
312 Rosa L. Parks Avenue, Tennessee Tower, 3rd Floor.
File Arrangement
Numeric
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
From inception of TOPS to 2011
Agency
Allotment Code
32110
Annual Accumulation
No longer being generated
Current Volume
5GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 years
Records Center Retention Period
0
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
Ag0319006uf012 (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 its 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
End of Life system waiting on destruction date.
RDA Comments
Records Management Division (RMD)
02-02-2017
No recommended changes.
Tennessee State Library and Archives
02-02-2017
No recommended changes.
Comptroller Audit Review
02-06-2017
We have reviewed RDA 10034 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-06-2017
Agency concurs with comments from RMD and TSLA.
RMD Director
03-07-2017
RDA 10034 is a request to revise an RDA. The retention period will change from seven years to six years and destroy. The retention will change to paper/electronic. The records series is no longer active but contains legacy data. The Title, Abstract, Cut Off, Disposition Notes and Worksheet have been updated. Recommend approval of request to revise RDA 10034.
Public Records Commission
03-28-2017
PRC approves RDA 10034