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Local Government Planning Advisory Committee

RDA Number
11029
Effective Date
Record Series Abstract
92 County Growth Plans (does not include the three metro counties), 100 municipal designated regional planning commissions, and 92 county wide regional planning commissions(These documents are in the form of official resolutions and ordinances, memos and letters, studies and reports, and maps.)
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Approval of official action by committee
Total Retention Years
10
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Maintain in paper form ten years in agency. Paper will be scanned and converted to electronic format (PDF) and then converted to microfilm. Electronic and microfilm record will be reviewed for completeness and accuracy before paper record may be destroyed. Microfilm master will be transferred to state records center for permanent retention. After the transfer of microfilm to state records center the agency will maintain a copy of the microfilm in agency as well. Agency will maintain a paper/electronic copy in agency as needed to be available for review by the legislature, local government property owners, attorneys, regional planning authorities and others requiring info about the original adoption of planning regions specified under Title 13, Chapter 3 and growth plans under Title 6, Chapter 58. Records destroyed will be done so according to state standards.
Allotment Code
330.07
Record Location
312 Rosa L Parks Avenue, 26th Floor, TN Tower, Nashville, TN
File Arrangement
alpha
Date Range
1935 to Current
Annual Accumulation
.10 cu ft. in paper and 300 mb electronically
Current Volume
28 cu ft. in paper and 7.5 gb electronically
Record Value
Administrative
Historic
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Tennessee Legislature, Local government, attorneys, Comptroller Office, and public inquiries
Essential Record
Yes - Original
Essential Record Stored
312 Rosa L Parks Avenue, 26th Floor, TN Tower, Nashville, TN
Essential Record Media Type
Microfilm
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
permanently
Records Center Retention Period
microfilm permanent
Record Sample PDF
System Name
state data server
Hardware Description
state data center managed by OIR
Software Description
ArcGIS Desktop, Microsoft Word, Excel, PowerPoint, Adobe
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 of corrupted data to its original location on the file server
Data Migration Description
All Microsoft Office and ArcGIS products allow for data files to be automatically upgraded to newer version of software by opening and choosing to convert files on the first open with the software versions.
Legacy Revision UUID
1866