An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10085
Effective Date
Record Series Abstract
These records are about the artifacts in the state's collections. Records include: gift contracts, invoices and etc., where they are located, what conditions they are in, insurance values of the collections, and a description of the collections. Insurance value records are in electronic format only.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon creation of entry
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Once the records of the artifacts are no longer in exhibits, the records are kept in agency permanently. Records are generated in paper format but scanned into electronic format. The electronic formats are stored on their ARGUS system which is backed up by OIR's server. Both formats are retained permanently in agency.
Worksheet
Record Location
In agency. 505 Deaderick St. Nashville, TN 37243
File Arrangement
Numeric
Media Format Generated
Paper
Date Range
1848- Current
Agency
Allotment Code
31627
Annual Accumulation
3 cu. ft./5 GB
Current Volume
30 cu. ft./50 GB
Record Value
Administrative
Fiscal
Historic
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Share records with other states and the public.
Essential Record
Yes - Original
Essential Record Stored
In agency.
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
N/A
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanently
Records Center Retention Period
N/A
Retention Legal Citation
T.C.A. 4-12-101
Electronic Records Plan Inventory
System Name
Argus
Hardware Description
Windows VM application server and Shared SOL database VM
Software Description
TSM hardware environment is managed by Data Center
System Location
Servers are located in the south data center
Backup Procedures
follow normal STS process-nightly backup for changes; monthly full backup. 30 days kept onsite at STS. Sent to offsite storage for previous months.
Disaster Recovery
Solution can be recovered from most recent backup.
Data Migration Description
Vendor completed data migration from physical server and installed data on current infrastructure in 2014.
RDA Comments
Records Management Division (RMD)
09-29-2016
No recommended changes.
Tennessee State Library and Archives
10-07-2016
No recommended changes.
Comptroller Audit Review
09-30-2016
We have reviewed RDA 10085 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-13-2016
We concurs
RMD Director
10-13-2016
RDA 10085 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic. The Abstract, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 10085.
Public Records Commission
11-03-2016
PRC approves RDA 10085.