An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11168
Effective Date
Record Series Abstract
Records include but not limited to: Information Systems Plan, Virtual Private Network (VPN) Requests, Work requests.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper and electronic format. Records that are generated in paper format will be entered electronically, once verified for completeness and accuracy, the paper will be destroyed when administratively appropriate. Records will be retained for 5 years and destroyed by state approved methods.
Worksheet
Record Location
312 Rosa L. Parks Ave.
File Arrangement
Chronologically
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
305.01
Annual Accumulation
1 cubic feet; 2 GB
Current Volume
20 GB
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
MICROSOFT SHAREPOINT STORAGE
Hardware Description
CLOUD-HOSTED VIRTUAL STORAGE
Software Description
MICROSOFT SHAREPOINT
System Location
SOS MICROSOFT 365 EA TENANT
Backup Procedures
Incremental daily virtual backups, monthly full virtual backups, and annual full virtual backups
Disaster Recovery
REPLICATED TO ALTERNATE VIRTUAL STORAGE IN A DIFFERENT US REGION
Data Migration Description
MIGRATION STRATEGY ON FILE
RDA Comments
Records Management Division (RMD)
05-26-2016
No recommended changes.
Tennessee State Library and Archives
05-27-2016
No recommended changes.
Comptroller Audit Review
05-26-2016
We have reviewed RDA 11168 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
06-01-2016
Thank you.
RMD Director
06-07-2016
RDA 11168 is a request for a new RDA. The retention period will be five years and destroy. The format will be electronic. Recommend approval of request to create RDA 11168.
Public Records Commission
06-22-2016
PRC approves RDA 11168