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Regulatory Boards Licensing Files

RDA Number
Effective Date
Record Series Abstract
Regulatory boards licensing files. Licensing file contains, but is not limited to, applications for licensure, supplemental documentation (including, but not limited to, high school transcript, test scores, copies of insurance 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
All regulatory boards must keep the files as long as the license is active because information will continue to be added to the file. After a license becomes inactive, licensees must file a new application if they want to hold a valid license again. The records may be scanned and stored electronically or kept in paper form and destroyed seven (7) years after the record becomes inactive.
Allotment Code
Record Location
Central Storage Device - electronic or Davy Crockett Tower, 500 James Robertson Parkway, Nashville, TN.
File Arrangement
Alpha Numeric
Date Range
Annual Accumulation
40 cu ft, 50 GB
Current Volume
120 cu ft, 150 GB
Record Value
Audit Requirements
Information Shared Outside the State
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
Record will be kept for 7 years after the license file becomes inactive.
Records Center Retention Period
System Name
IT-ABC Number
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. Also, records are submitted electronically in the CORE system.
Legacy Revision UUID