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
Information System (IS) Records
Hardware Description
Hardware description on file. All equipment meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) guidance.
Software Description
Software description on file. All software systems are maintained in accordance with the current standards of the State’s Strategic Technology Solutions (STS) guidance.
System Location
On file
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Tapes are sent to an approved vendor for storage and rotated/recycled according to agency policy and procedures that meet or exceed the current standards of the State’s Strategic Technology Solutions (STS) office.
Disaster Recovery
Disaster recovery plan on file that meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) office.
Data Migration Description
Migration Strategy on file that meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) office.
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