Record Series Abstract
These records consists of the following, but not limited to: Energy Conservation Renewable Projects, Application Proposals, Drawings, Scoring Matrix, Capital Projects Charter and Workbooks, MOA (Memorandum of Agreement), Facility Assessments, Audits, Name Plates, Equipment and Utility Bills.
Record Series Active
Cut Off at End of
If Other, Explain
After completion of the project.
Total Retention Years
Total Retention Months
Retention End Action
Records will be generated and maintained in electronic format. After 7 years records will be purged and destroyed by approved State methods.
STREAM Energy, 312 Rosa L. Parks Avenue, William R. Snodgrass, TN. Tower, 37243
Media Format Generated
Media Format Stored
FY 2016 to Current
Information Shared Outside the State
U.S. Department of Energy
Does this Record Series Contain Sensitive Information?
Electronic Records Plan Inventory
ag0319006wf525 - (All shared drives are backed up in this manner)
Solaris 10 Master Server
Netbackup 6.5.6 backup software
Data Center North-Primary, Data Center South for secondary (copy 2 for ag0319006wf525)
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.
Backup media is stored at Iron Mountain Restore process is via a Help Desk Ticket. If its 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 Energy records will be created electronically and placed into a separate, controlled folder on the DGS STREAM share 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 staff. The staff will follow internal procedures in creation, access and modification of the electronic records. Upon completion of each project the electronic version of the Energy Files will be retained for the above mentioned retention period, then destroyed.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11166 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs with no recommended changes.
RDA 11166 is a request to create a new RDA. The retention period will be seven years and destroy. The format will be electronic. Recommend approval of request to create RDA 11166.