An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2837
Effective Date
Record Series Abstract
SERIES INCLUDES APPLICATIONS, CORRESPONDENCE, MEETING DOCUMENTS AND CERTIFICATES ISSUED. CERTIFICATES OF PUBLIC PURPOSE AND NECESSITY ARE LEGAL DOCUMENTS INVOLVED IN GENERAL OBLIGATIONS BOND ISSUES AND CAPITAL OUTLAY NOTE ISSUES FOR INDUSTRIAL LAND AND BUILDING PROJECTS. THE G.O. BONDS SOMETIMES RUN TO THIRTY YEARS.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
30
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records will be cut off at the end of the calendar year, then kept in agency for 30 years then destroy by state approved methods.
Worksheet
Record Location
Tennessee Tower, 1st Floor Nashville, TN
File Arrangement
other - chronological
Media Format Generated
Both
Date Range
1984 - current
Allotment Code
33001
Annual Accumulation
0.8 cu. ft. paper and .112305 gigs electronically
Current Volume
5.3 cu. ft. paper and .333984 Gigs electronically
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
1st Floor, TN Tower Nashville, TN
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
30 years
Records Center Retention Period
0
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
Microsoft Server Active Directory File Share Structure
Hardware Description
Microsoft Windows Server Active Directory File Share Structure. Server AG0319006wf524
Software Description
Microsoft Word, Microsoft Excel, Adobe pdf, jpg, and text files
System Location
Microsoft Windows Active Directory 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 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)
05-07-2015
No recommended changes
Tennessee State Library and Archives
05-07-2015
No recommended changes.
Comptroller Audit Review
05-07-2015
We have reviewed RDA 2837 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-14-2015
No recommended changes
RMD Director
06-06-2015
RDA 2837 is a request to revise an RDA. The retention period will remain thirty years and destroy but the format will change to paper/electronic. Recommend approval of RDA 2837.
Public Records Commission
06-23-2015
PRC approves RDA 2837.