An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11166
Effective Date
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
Yes
Cut Off at End of
Other
If Other, Explain
After completion of the project.
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records will be generated and maintained in electronic format. After 7 years records will be purged and destroyed by approved State methods.
Worksheet
Record Location
STREAM Energy, 312 Rosa L. Parks Avenue, William R. Snodgrass, TN. Tower, 37243
File Arrangement
Building Name
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
FY 2016 to Current
Allotment Code
327.31
Annual Accumulation
1Gb
Current Volume
150 Mb
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Department of Energy
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
7 years
Electronic Records Plan Inventory
System Name
ag0319006wf525 - (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 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.
RDA Comments
Records Management Division (RMD)
05-12-2016
No recommended changes.
Tennessee State Library and Archives
05-18-2016
No recommended changes.
Comptroller Audit Review
05-15-2016
We have reviewed RDA 11166 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-19-2016
Agency concurs with no recommended changes.
RMD Director
06-02-2016
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.
Public Records Commission
06-22-2016
PRC approves RDA 11166