An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1873
Effective Date
Record Series Abstract
These documents relate to accidents and incidents involving state owned motor vehicles. These files protect the interest of the state in accident claims. Files include but are not limited to the following: memorandums, correspondence, receipts, copies of checks, insurance carrier letters, invoices, purchase orders, estimates, departmental vehicle crash reports, officer's incident report, admonition of rights, incident reports, and photographs.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon close of litigation or when claim is received.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Maintain in agency for 5 years after close of litigation or when claim is received, then destroy by state approved method. Current paper records will be scanned onto Agency Server. After verification of accuracy, paper records will be destroyed. Electronic Records on Server will be destroyed after 5 years.
Worksheet
Record Location
Davy Crockett
File Arrangement
Alpha
Media Format Generated
Both
Date Range
1995 - current
Agency
Allotment Code
32106
Annual Accumulation
3 cu. ft. / Electronic Scanning will begin June 2016
Current Volume
150 cu. ft. / Electronic Scanning will begin June 2016
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Davy Crockett/ State Records Center
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
isi-south/isi-north
Hardware Description
EMC Isilon
Software Description
OneFS Version 7.2.0.3
System Location
Data Center South-Primary, Data Center North is secondary site.
Backup Procedures
The system has an incremental backup done nightly and a full backup taken at the end of every month. These backups are kept on disk at Data Center South for 30 days and the monthly backup are sent offsite to Iron Mountain for 7 years.
Disaster Recovery
Snapshots are taken from Data Center South and transferred to Data Center North every 15 minutes for Disaster Recover purposes. In the event of a disaster, the snapshot would be made writeable and all shares would be available at Data Center North.
Data Migration Description
The MVM Wreck and Incident 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 Wreck and Incident files will be retained for the said retention period, then destroyed.
RDA Comments
Records Management Division (RMD)
07-07-2016
No recommended changes
Tennessee State Library and Archives
07-07-2016
No recommended changes.
Comptroller Audit Review
07-07-2016
We have reviewed RDA 1873 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
07-18-2016
Agency agrees with no recommended changes.
RMD Director
08-11-2016
RDA 1873 is a request to revise an RDA. The retention period will change from one year to five years. The format will change to paper/electronic. The Title, Abstract, Cut Off, Disposition, and worksheet have been updated. Recommend approval of request to revise RDA 1873.
Public Records Commission
11-03-2016
PRC approves RDA 1873