State flag of Tennessee An official website of the Tennessee Secretary of State.

Governor Office Incoming Correspondence

RDA Number
Effective Date
Record Series Abstract
All of the governor's correspondence. Copies of all scannable correspondence received in the governor's office, illegible scanned correspondence received is referenced.
Record Series Active
Cut Off at End of
If Other, Explain
End of Administration. All media will be transferred to State Library and Archives at the end of the administration.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Transfer to State Library and Archives at the end of the administration. Permanent retention is required by Tennessee State constitution.
Record Location
Governors office
File Arrangement
Alpha numeric
Media Format Generated
Media Format Stored
Date Range
1995 to current
Allotment Code
Annual Accumulation
4 gigabytes 12 tape/cartridge/disk
Current Volume
8 gigabytes 1 tape/cartridge/disk
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Original
Essential Record Stored
Electronic format on server system listed below.
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
1 year
Records Center Retention Period
System Name
Keyfile/govtrak Correspondence System
Hardware Description
NT Server 4.0/Keyfile Software v3.22/Optical Jukebox for 1.2GB/4GB Fixed Storage Access 2. Medium recording capacity and density is 1.2 gigabytes. Fixed disks (3-38.9G) utilizing fault tolerance RAIS 5.Medium capacity is approximately 30G with 6G currently in use. I. For document imaging: FileNet Document services v4.3 running Oracle v7.3 backend. This is all currently running on a Compaq Proliant 5500 server running NT Server 4.0 Service Pack 5 operating system. Access is available by one of two methods: a. Document services IDM desktop program b. Web access via IDM Web server running on an HP Netserver LH Pro running NT Server 4.0 Service Pack 5 operating system and Internet Information Server. II. For data management: Custom written application (written by OIR/SDS) running on the state's standard Oracle servers and Sun web servers at the data center. this application is the front end for logging the receipt of correspondence and tracking the flow of a response.
Software Description
Intranet Quorum (IQ) software. Active = fixed magnetic disk. Archival = Disk Cartridge. Database software is Oracle version # 7.3. Supporting information is maintained in GCS DOcs in OIR/SDS - Filenet Manuals on CD in Caitol & Phone/Internet support. Document Imaging: FileNet Document Services v4.3 running Oracle v7.3 backend. NT Server 4.0 Service Pack 5. Database: Custom written running with state's standard Oracle and Net Dynnamics Web servers.
System Location
Capitol Building G-10 server room. Backup is stored offsite with vendor, Iron Mountain.
Backup Procedures
Backup is performed 4 times daily with weekly and monthly (5 times)backups taken offsite to vendor.
Disaster Recovery
Disaster recovery plan is in place with building management and STS.
Data Migration Description
Transfer to Library & Archives
Records Management Division (RMD)
No recommended changes
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 10084 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Resubmitted with edits per RMD comments.
RMD Director
RDA 10084 is a request to revise an RDA. The retention period will zero years and permanent. The format will remain electronic. The records are transferred to Library and Archives at the end of each administration for historic preservation. The Cut Off, Disposition, and Worksheet were updated. Recommend approval of request to revise RDA 10084.
Public Records Commission
PRC approves RDA 10084