An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2451
Effective Date
Record Series Abstract
Files include: inspection reports & documentation, original natural gas inspection reports and related correspondence. Incident reports telephonic accident reports, investigative reports and all correspondence related to each incident/accident.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Received as paper then scanned into digital format within 30 days of reciept. Upon verification of images the paper record is destroyed and electronic image is stored for remainder of retention period.
Worksheet
Record Location
460 James Robertson Pwky - Nashville, TN 37243-0505
File Arrangement
Alpha
Media Format Generated
Paper
Media Format Stored
Electronic
Date Range
to
Allotment Code
316.11
Annual Accumulation
.3 GB
Current Volume
3 GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Same
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Records Center Retention Period
0
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
TRA Gas Pipeline Safety Inspection System Database
Hardware Description
Records are stored on a HP Proliant ML370 G5 file server utilizing RAID 5 storage. Access is through Windows XP or Windows 7.0 workstations.
Software Description
Adobe Acrobat XI is used to produce the record. File is stored on a Windows 2003 file server, NTFS file system. Files are indexed in an Access 2010 database and retrieved via HTML.
System Location
Tennessee Regulatory Authority, 460 James Robertson Parkway. Ground Floor.
Backup Procedures
Records are backed up using the GFS tape rotation scheme. Tape drive is a HP LTO III drive. Records are backed up daily. Tapes are stored on site with at least one daily, one weekly, and all monthly stored off site.
Disaster Recovery
Either the on site or off site tape would be recovered and the records restored to the recovered file server or a new file server.
Data Migration Description
Records are scanned using industry standard Adobe Acrobat. The TRA will continue to upgrade Adobe as new versions emerge. PDFs can be converted to other formats if necessary. Documents are stored locally but could be migrated to any storage location/medium if required. Indexing databases are maintained in MS Access but will be migrated to SQL Lite if necessary.
RDA Comments
Records Management Division (RMD)
10-03-2013
No recommended changes to RDA 2451.
Tennessee State Library and Archives
10-08-2013
No recommended changes.
Comptroller Audit Review
10-30-2013
We have reviewed RDA 2451 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
11-05-2013
Agency Concurs
RMD Director
11-05-2013
RDA 2451 is a request to revise an existing RDA. Retention period will change from 5 years to 10 years. Changing format to store electronic version on servers rather than paper. Recommend approval of RDA 2451.
Public Records Commission
11-20-2013
Approved