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Regulatory Boards Licensing Files

RDA Number
Effective Date
Record Series Abstract
Licensing files contain, but are not limited to, applications for licensure, supplemental documentation, high school transcripts, test scores, copies of insurance renewals, preneed funeral sales registrations and financial reports, cemetery financial reports and registration renewals.
Record Series Active
Cut Off at End of
If Other, Explain
The record is cutoff when the license becomes inactive.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Records are to be kept as long as the license file is active so information may continue to be added to the file. After a license becomes inactive, licensees must file a new application to hold a valid license. Records may be stored electronically or kept in paper format and destroyed seven (7) years after the license file becomes inactive.
Record Location
Central Storage Device - electronic or Davy Crockett Tower, 500 James Robertson Parkway, Nashville, TN.
File Arrangement
Alpha Numeric
Media Format Generated
Media Format Generated Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Media Format Stored
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
1939 to current
Allotment Code
Annual Accumulation
25 cubic feet, 250 gigabytes
Current Volume
1900 cubic feet, 1.5 terabytes
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
Information is shared with federal institutions or other states if they request it. Out of state licensees may request their own information.
Essential Record
Yes - Original
Essential Record Stored
Central Storage Device - electronic or Davy Crockett Tower, 500 James Robertson Parkway, Nashville, TN.
Essential Record Media Type
Confidential Legal Citation
TCA 10-7-504(a)(15)(A)(ii) and (a)(20)(A)(iii), (a)(20)(C)
Does this Record Series Contain Sensitive Information?
Agency Retention
Records will be kept for seven (7) years after the license file becomes inactive.
Records Center Retention Period
System Name
Hardware Description
Linux VM running RedHat 6.x
Software Description
FileNet Capture Professional & MS SQL Version #2005 TIF IMAGE FORMATE FileNet Workplace, RBS, Iron Data Version: 2.6#tndci- (CORE)/CORE - Web application
System Location
FileNet - Iron Mountain, 6005 Dana Way, Antioch, TN 37013-3152/CORE - South Data Center
Backup Procedures
Every OIR managed server performs a nightly incremental backup to a disk storage device and is replicated to the other datacenter upon completion. Incremental backups are performed every night of the week and are retained for 30 days at each site. On the last Friday of the calendar month, a full backup is taken of every server and that full backup image is kept on disk for 60 days at both datacenters. The full backup image is also duplicated to tape for long term storage at Iron Mountain for 7 years. The standard backup window for both incremental and full server backups is between 6pm and 6am central time.
Disaster Recovery
Servers must be back online and available within 48 hours. 24 hours is the maximum amount of data that can be lost in the event of a declared disaster.
Data Migration Description
Files previously located in FileNet have been migrated to the CORE system. Records are also submitted electronically in the CORE system.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 10222 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs with no recommended changes.
RMD Director
RDA 10222 is a request to revise an RDA. The retention period will remain seven years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 10222.
Public Records Commission
PRC approves RDA 10222