An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11167
Effective Date
Record Series Abstract
Subsurface or A Modification of a Karst Feature (CN-1106), Dye Trace Registration (CN-1112), Class V Injection Well Fee Worksheet (CN-1189)
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Site Closure
Total Retention Years
5
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Cut off files at the end of site closure, maintain in agency 5 years after site closure, then scan to microfilm and upload to network drive/U: drive (electronic media). Destroy paper after verification of microfilm/electronic media. Microfilm will be transferred to microfilm to State Records Center for permanent retention and electronic version will be kept in agency permanently.
Worksheet
Record Location
11th Floor, TN Tower
File Arrangement
Alphabetical/Numerical
Media Format Generated
Paper
Media Format Stored
Electronic
Paper
Film
Date Range
to
Allotment Code
327.39
Annual Accumulation
1 cubic foot, will begin electronic storage July 2016
Current Volume
1 cubic foot ,will begin electronic storage July 2016
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Environmental Protection Agency
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Retention Legal Citation
NARA Disposal Authority EPA Records Schedule 1047 Item A and Item B
Electronic Records Plan Inventory
System Name
OIR Oracle Network Attached Storage System: ag0319006uf012
Hardware Description
Sun Storage 7410 NAS
Software Description
2011.04.24.9.0., 1-1.46. Operating System: Solaris 11. Expected to use DOC, DOCX, XLS, XLX. Will utilize PDF and TIFF file formats for permanent retention.
System Location
901 5th Ave. N., Nashville, TN 37243
Backup Procedures
31 day retention snapshots kept on site. Daily incremental snapshots, and a monthly full snapshot, to tape media. Monthly snapshots older than 31 days are stored offsite, one year retention. One tape per year stored for 7 years
Disaster Recovery
OIR follows industry standard disaster recovery procedures. Full procedures are available wit the Office of Information Resources.
Data Migration Description
OIR maintains and migrates data according to system updates, upgrades and re;acement standards per industry standards. Full procedures are available with the Office of Informaton Resources.
RDA Comments
Records Management Division (RMD)
05-26-2016
No recommended changes upon all records being microfilmed and scanned for preservation purposes.
Tennessee State Library and Archives
05-31-2016
No recommended changes.
Comptroller Audit Review
05-26-2016
Audit concurs with RMD comments.
Agency Records Officer
05-31-2016
All records are being microfilmed and scanned. Thank you.
RMD Director
RDA 11167 is a request for a new RDA. The retention period will be five years and permanent. Permanent records will be kept in microfilm and electronic formats. Recommend approval of request to create RDA 11167.
Public Records Commission
06-22-2016
PRC approves RDA 11167