State flag of Tennessee An official website of the Tennessee Secretary of State.

State Owned Real Property

RDA Number
11068
Effective Date
Record Series Abstract
Records may include, but are not limited to: Warranty Deeds to and/or from the State, Maps, Drawings, Plot Layouts, Premises Land Leases, Appraisals, Surveys, Environmental Assessments, Photographs, Financial Industry Regulatory Authority Web Site and any other documents chronicling the history, sale, or purchase of State owned property.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After decommission, conveyance, sale or transfer of property.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Paper records will be scanned digitally immediately after cutoff. Paper records will also be kept permanently in the office of the Commissioner of General Services. After confirmation from Secretary of State and Real Estate Management Fee is paid, records will be converted to microfilm. Two copies of microfilm will be generated: one to be stored in agency and one copy will be transferred to State Records Center for permanent retention. Paper records may be stored at state records center as administratively needed.
Allotment Code
32107
Record Location
Office of the Commissioner of General Services, 312 Rosa L. Parks Ave., William R. Snodgrass TN Tower
File Arrangement
Numerically by County
Date Range
1795- Current
Annual Accumulation
8 cubic feet of paper; 19 GB of Electronic Files. Records will be scanned and microfilmed starting October 2014.
Current Volume
400 cubic feet of paper; 151 GB of Electronic Files. Records will be scanned and microfilmed starting October 2014.
Record Value
Administrative
Fiscal
Historic
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Multiple Federal and State Agencies
Essential Record
Yes - Original
Essential Record Stored
Office of the Commissioner of General Services, 312 Rosa L. Parks Ave., William R. Snodgrass TN Tower
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Records Center Retention Period
Permanent
Record Sample PDF
System Name
ag0319006wf525 - STREAM Shared Drive (All shared drives are backed up in this manner)
IT-ABC Number
None
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 share drive called H:Real Estate Transactions. The folder will be restricted and will be backed up on a regular basis. In accordance with T.C.A. the paper documents will be retained permanently in agency. 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 the NAS Drive and in Archibus Database.
Legacy Revision UUID
1967