An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10183
Effective Date
Record Series Abstract
TO RECORD AND MAINTAIN INFORMATION RELATED TO WORKERS' COMPENSATION INCLUDING CLAIMS FORMS, MEDIATION FORMS, SETTLEMENT DOCUMENTS, MEDICAL RECORDS, DRUG FREE WORKPLACE APPLICATIONS, MEDICAL IMPAIRMENT RATING REGISTRY DOCUMENTS, COMPLIANCE PROGRAM DOCUMENTS, PENALTY PROGRAM DOCUMENTS, AND SPECIALISTS ORDERS
Record Series Active
Yes
Cut Off at End of
Calendar Year
If Other, Explain
N/A
Total Retention Years
75
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
All paper records produced are sent to the Nashville office for scanning. Once received, they are segregated by type, batched and scanned into the Division's document management system, soon after their receipt. They are uploaded to a secure server that is backed-up daily, verified for completeness, accuracy and legibility and the paper documents are placed in locked and secured bins and destroyed in state-approved methods. Records will be kept until retention ends and destroyed by state approved methods.
Worksheet
Record Location
220 French Landing Drive, Nashville, TN 37243
File Arrangement
Alpha and by Year
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
1935 - Present
Allotment Code
337.03
Annual Accumulation
Estimated amount is 300GB electronic files and 850 cubic feet paper
Current Volume
100 GB electronic files 850 cubic feet paper
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Electronic files and copies of paper documents are stored in the Division's Document Management System.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 50-6-406
Does this Record Series Contain Sensitive Information?
No
Agency Retention
75 years
Records Center Retention Period
N/A
Retention Legal Citation
YES, TCA 50-6-201
Electronic Records Plan Inventory
System Name
SmartSearch by Square-9 v 4.0.0.0
Hardware Description
Electronic content software is running on a Windows Server 2012 R2 server virtual guest on VMWare. The VMWare server is connected via fiber optic cable to a storage area network where all data resides. The virtual server and SAN storage are replicated for business continuity in the event of a disaster or outage.
Software Description
SmartSearch by Square-9 v 4.0.0.0
System Location
Data Center South (92 Weakley Lane, Smyrna, TN)
Backup Procedures
The Office for Information Resources uses Symantec's Enterprise Netbackup Server version 7.5 currently to backup systems. The latest and last update to version 7.5 is release update 7 (version 7.5.0.7) All core operating systems, applications, databases and data are backed up unless otherwise instructed by the System Administrator. All servers unless requested otherwise, receive a backup directive in Netbackup termed 'All local disks' which backs up all local drives except for those that use removable media. The following drives are not backed up: floppy disks, CD-ROMs, and any drives that are located on remote systems but mounted on a system through the network. All files are selected to be backed up on the servers, however in certain cases some files cannot be (such as files that are in use by users, open and active databases, etc). If the server is Windows based, we have the ability to enable an open file backup option for the server. This functionality uses Microsoft's Volume Shadow Copy Service (VSS) to create a disk volume snapshot to backup open files. The open file agent works well for office files such as spreadsheets and documents, but still cannot completely backup items such as active databases. If the OIR hosted server is a database server, please make sure you are backing up your databases to flat files which can be picked up easily by Symantec Netbackup. The standard OIR backup policy schedule instructs all servers to run incremental backups daily. This incremental backup is smaller in size and backs up all files that have changed since the previous night's backup. On the last Friday of the month, all servers perform a Full system backup. This full backup backs up all files on the server regardless of when the files were last modified or previously backed up. The timeframe for both daily and monthly backup jobs occurs no earlier than 6:00pm daily. The daily incremental backup policy is followed every day (Monday through Sunday) until the last weekend of the month. During the last Friday of every month - a full backup is done which we refer to as the 'Monthly backup'. This monthly (full) backup is a normal full system backup that is kept offsite on tape for seven (7) years at Iron Mountain. Incremental backups are only kept for a period of 30 days since most restores usually occur from that time period. Since all backups within 30 days are kept onsite on faster disk storage, restores can be completed very quickly. If a restore is needed from 3 weeks ago, the data is from that particular day and the data is onsite at the datacenter. If a restore is requested from 3 months ago, we will recall that server's monthly backup tape and the data will be from the last full (Friday) from that particular month.
Disaster Recovery
For disaster recovery purposes, both daily incremental and weekly full backup images stored locally on fast disk storage systems for 30 days are replicated to the alternate datacenter. So, when a backup occurs overnight to a server at the north datacenter - that same backup image is replicated to the fast disk storage units at datacenter south (and vise versa).
Data Migration Description
These electronic records will remain on the state network in the SANS shared environment until which time the software would be replaced. At that time, a conversion plan would be outlined and the records would be migrated to a new system prior to the sunset of the existing system.
RDA Comments
Records Management Division (RMD)
01-14-2016
No recommended changes.
Tennessee State Library and Archives
01-14-2016
No recommended changes.
Comptroller Audit Review
01-14-2016
We have reviewed RDA 10183 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
01-19-2015
"Agency agrees with Records Management, TSLA, and Audit."
RMD Director
02-01-2016
RDA 10183 is a request to revise an RDA. The retention period will remain seventy-five years and then destroy. The format will remain electronic. The Abstract and electronic inventory sections have been updated. Recommend approval of request to revise RDA 10183.
Public Records Commission
02-25-2016
PRC approves RDA 10183.