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Van Pool Files

RDA Number
Effective Date
Record Series Abstract
Rates, copies of rider agreements, driver agreements, copies of van pool driver's licenses, rate reviews and other documents concerning the individual operation of each van pool.
Record Series Active
Cut Off at End of
Fiscal Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Cut off files at the end of each fiscal year. Files received as paper format, paper then is scanned onto Agency server, once paper is verified for completeness, then destroyed. Electronic Records are kept on Agency Server for 5 years then destroyed.
Record Location
Davy Crockett
File Arrangement
Media Format Generated
Media Format Stored
Date Range
2009 - current
Allotment Code
Annual Accumulation
2 cu.ft. 1GB
Current Volume
6 cu.ft. 5GB
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Original
Essential Record Stored
Davy Crockett
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
5 years
Records Center Retention Period
System Name
MVM (\\AG03SDCWF00525) (H:)
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 every day. 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, the second copy to a data domain 890 for backups, and a L700 storage tek tape library for offsite storage on a monthly basis.
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. There is a cost for an emergency delivery.
Data Migration Description
The MVM Van Pool Files will be scanned into PDF format and will be placed into a separate, controlled folder on the MVM shared 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 MVM staff. MVM will follow internal procedures in creation, access and modification of the electronic records. At the end of the Cutoff period the Electronic MVM Van Pool files will be retained for the said 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 11004 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency agrees with no recommended changes.
RMD Director
RDA 11004 is a request to revise an RDA. The retention period will remain five years but the format will change to electronic. The Abstract, Disposition, and worksheet have been updated. Recommend approval of request to revise RDA 11004.
Public Records Commission
PRC approves RDA 11004.