An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11103
Effective Date
Record Series Abstract
Contains the original applications and amendments for Workers' Compensation Exemption Registrations.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records are received in paper and electronic format. Records are stored as digital images in the TN-BEAR database. Records are stored on a permanent basis. Records received in paper format are returned to customer.
Worksheet
Record Location
State of Tennessee North Data Center and State of Tennessee South Data Center.
File Arrangement
Document Locator Number assigned in TN-BEAR.
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
30501
Annual Accumulation
1 Gb
Current Volume
8.6 Gb
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
Original Record is returned to the customer. Copies maintained in TN-BEAR database.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 50-6-915
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Retention Legal Citation
TCA 50-6-915
Electronic Records Plan Inventory
System Name
Tennessee Business Entity & Annual Reporting System (TN-BEAR)
Hardware Description
HP SAN/NAS, HP DL Servers
Software Description
TN-Bear System, Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location
TN Tower, 7th Floor Server Room - Replicated to Secretary of State Disaster Recovery Site; State Data Center North and State Data Center South.
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Backup tapes are sent to Iron Mountain and rotated/recycled according to agency policy and procedures.
Disaster Recovery
In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers. If this is not an option due to the scope of the disaster, data would be retrieved from backup tapes previously sent to Iron Mountain
Data Migration Description
The Information Services Division maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with the Information Services Division.
RDA Comments
Records Management Division (RMD)
10-03-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2018
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 11103 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-05-2018
No recommended changes.
RMD Director
10-12-2018
RDA 11103 is a request to create an RDA. The retention period will be Permanent. The format will be paper/electronic. Recommend approval of request to create RDA 11103.
Public Records Commission
10-30-2018
PRC approves RDA 11103.