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State Owned Real Property

RDA Number
Effective Date
Record Series Abstract
Records may include, but are not limited to: deeds to and/or from the State, abstract of title, title policy, title commitment supporting documents, maps, drawings, bid packets, plot layouts, premises land leases, appraisals, surveys, survey CAD files, RPM 1 and supporting documents, environmental assessments, Phase I, Phase II, ESC approvals, photographs, and any other documents chronicling the history, sale, or purchase of State owned property.
Record Series Active
Cut Off at End of
If Other, Explain
After the conveyance, sale, or transfer of property. If State property is decommissioned, the records will be kept until the property is conveyed, sold, transferred, or demolished.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Upon completion of each project, the paper records, created or received, will be retained in physical form in addition to being retained in electronic form. Original paper records containing wet signatures shall be retained in their original paper form. These records include, but are not limited to, deeds, options, closing statements, memoranda of understanding (MOU), and boundary agreements. Both paper and electronic records will be kept permanently. Paper records may be stored at the state records center as administratively needed. Electronic records, created or received, will be saved and retained in electronic form to the H: drive with the electronic project files. If electronic records are on removable media, the removable media will be stored with the physical file.
Record Location
State Record Center and In agency
File Arrangement
Numerically by County
Media Format Generated
Media Format Stored
Date Range
1795 to Current
Allotment Code
Annual Accumulation
8 cubic feet of paper; 19 GB of Electronic Files.
Current Volume
625.5 cubic feet of paper; 280.6 GB of electronic files.
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
U.S. Department of Transportation, U.S. Department of Housing and Urban Development (HUD) and U.S. Department of Defense.
Essential Record
Yes - Original
Essential Record Stored
State Record Center
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
Records Center Retention Period
System Name
ag0319006wf525 - STREAM Shared Drive (All shared drives are backed up in this manner)
Hardware Description
Solaris 10 Master Server
Software Description
Netbackup 6.5.6 backup software
System Location
Data Center North-Primary, Data Center South for secondary (copy 2 for ag0319006wf525)
Backup Procedures
Backup is conducted everyday. Full backup on Friday, Incremental backups Saturday - Thursday Data Domain disk storage is the backup media. All backups are on disk for 30 days and duplicated between the two data centers. Once a month around the last weekend of the month on a Friday the Full backup is vaulted to tape which is an LT04 tape. Media servers that backup ag0319006wf525 are Linux Red Hat. We use data domain 890 and the second copy to a data domain 890 for backups and a L700 storage tek tape library for offsite storage on Monthly backups.
Disaster Recovery
Backup media is stored at Iron Mountain Restore process is via a Help desk ticket. If it is older than 30 days we will have to recall a case from iron mountain for the next business day. If the restore is an emergency then we will submit an emergency delivery from Iron Mountain. An emergency delivery can take up to 3 hrs by contract. The cost for an emergency run is $150.00.
Data Migration Description
The Real Estate Records will be scanned into PDF format and will be placed into a separate, controlled folder on the DGS STREAM shared drive. The folder will be restricted and will be backed up on a regular basis. The electronic version of the files will be accessible and maintained by the DGS STREAM staff. DGS STREAM will follow internal procedures in creation, access and modification of the electronic records. Upon completion of each project the electronic version of the Real Estate File will be permanently retained by STREAM on a shared drive.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11068 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs with no recommended changes.
RMD Director
RDA 11068 is a request to revise an RDA. The retention period will remain Permanent. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11068.
Public Records Commission
PRC approves RDA 11068.