An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2797
Effective Date
Record Series Abstract
Records document the financial assurance required by divisions that permitted entities prepare for unforeseen circumstances by posting collateral bonds and pollution liability coverage in an amount sufficient to pay for any future remediation efforts at sites which handle potentially hazardous materials. Documents include: COLLATERAL BONDS, LETTERS OF CREDIT, municipal government/county contracts, insurance policies and certificates, corporate guarantees, certificate of deposit, return receipt cards, claims for release of bonds, cost estimates from divisions, bank account monthly and yearly statements, and general correspondence. Includes financial assurance documents for hazardous waste and solid waste, Radiological Health, Oil and Gas, Underground Storage Tanks, Underground Injection Control, Remediation, surface mining, mineral test hole, and sewerage system.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When financial assurance is no longer required for the facility
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off when financial assurance is no longer required for the facility. Reasons for the records having no financial assurance include termination of permit and forfeiture or cessation of operation. There are 95 rolls of mixed historical microfilm that contain financial assurance documents, but the microfilm will be kept permanently according to RDA 2203. The paper records will be converted to electronic format. Upon verification of electronic documentation, paper will be destroyed. The electronic format of the records will be maintained in agency for 5 years after the cut off, and then destroyed by state approved methods.
Worksheet
Record Location
10th Floor, Wm. R Snodgrass TN Tower 312 Rosa L. Parks Avenue, Nashville
File Arrangement
numerical
Media Format Generated
Paper
Media Format Stored
Electronic
Film
Date Range
to
Allotment Code
327.01
Annual Accumulation
6 cubic feet, will begin electronic storage March 2016
Current Volume
84 cubic feet, 95 rolls (mixed historical microfilm),will begin electronic storage March 2016
Record Value
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Environmental Protection Agency
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
None
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
OIR Oracle Network Attached Storage system: ag0319006uf012
Hardware Description
Sun Storage 7410 NAS
Software Description
2011.04.24.9.0,1-1.46. Operating System: Solaris 11.
System Location
901 5th Ave. N., Nashville TN 37243
Backup Procedures
31 day retention snapshots kept on site. Daily incremental snapshots, and a monthly full snapshots, to tape media. Monthly snapshots older than 31 days are stored offsite, one year retention. One tape per year stored for 7 years
Disaster Recovery
OIR follows industry standard disaster recovery procedures. Full procedures are available with the Office of Information Resources.
Data Migration Description
OIR maintains and migrates data according to system updates, upgrades and replacement standards per industry standards. Full procedures are available with the Office of Information Resources.
RDA Comments
Records Management Division (RMD)
03-24-2016
No recommended changes.
Tennessee State Library and Archives
03-24-2016
No recommended changes.
Comptroller Audit Review
03-30-2016
We have reviewed RDA 2797 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-31-2016
Thank you.
RMD Director
04-15-2016
RDA 2797 is a request to revise an RDA. The retention period will increase from zero years after cut off to five years after cut off. The format will be paper/electronic/film. New records will be electronic but there is existing paper and film. Recommend approval of request to revise RDA 2797.
Public Records Commission
06-22-2016
PRC approves RDA 2797