An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11138
Effective Date
Record Series Abstract
Formal opinions issued by the Office of Open Records Counsel required by statute to appear on the web. Additionally, the forms and guidelines required to be issued by the Office, including the Annual Report.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
25
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are stored electronically and should be destroyed in accordance with state approved methods.
Worksheet
Record Location
Comptroller Open Records Drive
File Arrangement
by folder, alpha
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
30701
Annual Accumulation
2 gb
Current Volume
8.53 gb
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Open Records Drive
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
25 years
Retention Legal Citation
TCA Sections 8-4-601 and 604 TCA Section 10-7-503 (a)
Electronic Records Plan Inventory
System Name
agency network server
Hardware Description
shared folder (CIFS) on our EMC VNX (like a SAN/NAS)
Software Description
Stored on File Servers with appropriate folders.
System Location
Cordell Hull Building
Backup Procedures
Backup procedures include nightly tapes, which are stored off-site (Iron Mountain), as well as nightly replication of the database to the COT DR site.
Disaster Recovery
The recovery goal for File Storage Servers - 8 hours
Data Migration Description
Data store on File Servers with appropriate document extension.
RDA Comments
Records Management Division (RMD)
09-16-2015
No recommended changes.
Tennessee State Library and Archives
09-16-2015
No recommended changes.
Comptroller Audit Review
09-11-2015
We have reviewed RDA 11138 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-16-2015
no changes
RMD Director
09-22-2015
RDA 11138 is a request for a new RDA. the retention period will be twenty-five years and destroy. The format will be paper/electronic. Recommend request for new RDA 11138 be approved.
Public Records Commission
10-13-2015
PRC approves RDA 11138.