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DGS - Facility Management Records

RDA Number
Effective Date
Record Series Abstract
These Records include but not limited to Work Orders, Tenant Request, Boiler Inspections, Alarm and Elevator Permits, Backflow Certificates and any other applicable State Agency Inspections and Permits.
Record Series Active
Cut Off at End of
Calendar Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Records are generated in both paper and electronic format and will be kept for a period of 10 years. At the end of the total retention period both paper and electronic records will be destroyed.
Record Location
312 Rosa L. Parks Avenue, TN Tower, 24th Floor.
File Arrangement
Date Range
Allotment Code
Annual Accumulation
Paper: 16 cu.ft. Electronic: 60 GB
Current Volume
Paper: 82 cu.ft. Electronic: 300 GB
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Original
Essential Record Stored
TN Tower 24th Floor.
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
Records Center Retention Period
System Name
System : (A) Maintain/Work Order ; System: (B) 360Facility
Hardware Description
System : (A) Maintain databases are hosted on three (3) Windows SQL servers. System: (B)VMWare ESXi, Dell physical servers, EMC storage, Cisco Networking.
Software Description
System: (A) Windows SQL Server 2008 R2 SP2 Enterprise Edition. System: (B)360Facility is used to identify and automate the unique preventive, corrective and predictive maintenance needs for corporate structures for effective online facility management.
System Location
System: (A) Primary - Lisle, IL Recovery - Sterling, VA. System: (B) Rackspace ORD Data Center-Primary, Rackspace DFW Data Center-Secondary
Backup Procedures
System: (A) Incremental backups are performed nightly, and full backups are performed weekly. Backups are transferred daily to a JLL-managed co-location facility located ~700 miles away from the primary data center. System: (B) Daily full backups of the database(s) are conducted. Backups are kept on disk for 14 days, and on tape for 30 days offsite.
Disaster Recovery
System: (A) Disaster Recovery: All mission-critical technology infrastructure systems and business applications have documented disaster recovery solutions. Business critical systems are hosted in the primary data center, and have recovery plans for their restoration at the firm's data center recovery sites. All mission-critical systems and infrastructure services have pre-staged recovery resources in place in the data center recovery site. All critical system data is backed up and replicated daily to the recovery data center. System: (B) The solution comes with a complete disaster recovery environment for rapid recoverability of production. Virtual machines (applications) are replicated to the disaster recovery site, and databases are log shipped to DR. Disk backups can be pulled from DFW datacenter via VPN tunnel. This process is managed through a managed hosting provider, with an SLA to begin recovery from backups within 15 minutes of Accruent's request.
Data Migration Description
Vendor contract has a full data migration available upon request.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11222 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs with no changes needed for RDA. Thank you
RMD Director
RDA 11222 is a request for a new RDA. The retention period will be ten years and destroy. The format will be paper/electronic. RDA 11222 will allow the consolidation of several existing RDAs into one cohesive records series. Recommend approval of request to create RDA 11222.
Public Records Commission
PRC approves RDA 11222.