An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10185
Effective Date
Record Series Abstract
RETIRE RECRUITMENT PROGRAM, CRITERIA, COMMUNITY INVENTORY AND ASSESSMENT PILOT COMMUNITY STATISTICS.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Pilot program began in 2006 and was incorporated across the state in 2009. Disposition after 5 years will be adequate.
Worksheet
Record Location
Microsoft File Server Retiree TN Share Drive
File Arrangement
Alpha & Numeric
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
2006 - current
Agency
Allotment Code
32601
Annual Accumulation
50MB
Current Volume
194MB
Record Value
Administrative
Audit Requirements
None
Information Shared Outside the State
Yes
Shared Agencies
To potential RetireTN counties
Essential Record
Yes - Original
Essential Record Stored
Microsoft File Server Retiree TN Share Drive
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Electronic Records Plan Inventory
System Name
Microsoft File Server RetireeTN Share Drive
Hardware Description
Microsoft File Server running in a VMware virtual server environment
Software Description
Microsoft Word, Excel, PowerPoint and Adobe pdf docs and jpg photos
System Location
Microsoft File Server located at the State of TN Data Center
Backup Procedures
Nightly incremental back up, weekly full back up on Friday night, monthly full back up on last Friday of the month, magnetic tape and the tapes are stored off-site at Iron Mountain back up storage facility
Disaster Recovery
If data becomes lost or corrupted, a RFS will be submitted to OIR requesting a data restoration from the backup tapes containing the lost or corrupted data to its original location on the file server
RDA Comments
Records Management Division (RMD)
05-15-2013
Do not see a change and satisfied with current retention status.
Tennessee State Library and Archives
05-09-2013
RDA 10185 satisfactory as written.
Comptroller Audit Review
07-12-2013
We have reviewed RDA 10185 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-09-2013
RMD Director
07-17-2013
Approve
Public Records Commission
08-05-2013
RDA 10185 Approved