An official website of the Tennessee Secretary of State.
Core Data
RDA Number
3029
Effective Date
Record Series Abstract
RECORDS MAY INCLUDE BUDGET, CONTRACT, SCRIPT, LIST OF CREATIVE ELEMENTS, SYNOPSIS, PROOF OF INSURANCE, DISTRIBUTION PLANS, CREW & VENDOR LISTS, PAYROLL REPORT, BUSINESS ENTITY DOCUMENTS AND CERTIFICATE CONDITION OF ELIGIBILITY.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
ALL INCENTIVES ARE PAID
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are to be kept in paper or electronic format in agency for ten (10) years. Records may be transferred to State Records Center for storage as needed. When retention period has expired the records are to be destroyed by State approved method.
Worksheet
Record Location
TN TOWER 26TH FLR 312 ROSA L.PARKS Avenue NASHVILLE,TN
File Arrangement
ALPHA
Media Format Generated
Both
Date Range
5/2007-CURRENT
Allotment Code
33002
Annual Accumulation
2 CU. FT of paper and 849 mb electronically per year
Current Volume
10 CU. FT. paper and 8.64 gb electronically
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
TN TOWER 26TH FLR 312 ROSA L.PARKS Avenue NASHVILLE,TN
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 YEARS
Records Center Retention Period
0 YEARS
Electronic Records Plan Inventory
System Name
Microsoft Server Active Directory file Share Structure
Hardware Description
Server Name AG0319006wf524, Microsoft Windows Server Active Directory File Share Structure
Software Description
Microsoft Word, Excel, PowerPoint, and Adobe pdf docs, jpg photos and SQL database tables
System Location
Microsoft SQL Application 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.
Data Migration Description
All Microsoft Office and SQL database products allow for data files to be automatically upgraded to new version of software by opening and choosing to convert files on the first open with the new software versions.
RDA Comments
Records Management Division (RMD)
03-27-2014
Electronic inventory section does not provide enough information on server hardware, and information on virtual server software including type and version. 5/13/14: Received additional information on server hardware.
Tennessee State Library and Archives
05-12-2014
TSLA concurs with RMD comment.
Comptroller Audit Review
04-25-2014
We have reviewed RDA 3029 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-13-2014
Agency agrees.
RMD Director
05-16-2014
RDA 3029 is a request for a revision. The agency is adding the electronic format to the RDA. The retention period is unchanged. Recommend approval of RDA 3029.
Public Records Commission
05-27-2014
PRC approves RDA 3029