An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1298
Effective Date
Record Series Abstract
Records pertaining to stationary sources of air pollution in Tennessee, including the permitting and regulation of air contaminant sources. These records include permit applications, permits, correspondence, reports, and other related documents. These files include information created by the Department, the owners/operators of air contaminant sources, federal agencies, other state agencies, local governments, and the public. These are filed numerically by county code, and thereunder numerically by company number assigned by the Division of Air Pollution Control.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
when the application/permit is no longer active
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The files are to be cut off when the application/permit is no longer active, store in agency for 5 years, then destroy by state approved methods.
Worksheet
Record Location
312 Rosa Parks Avenue 15th floor
File Arrangement
Numerical
Media Format Stored
Electronic
Paper
Date Range
to
Allotment Code
327.32
Annual Accumulation
42 cu ft, 7 GB
Current Volume
1,100 cu ft, 25GB
Record Value
Administrative
Fiscal
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
5 years
Retention Legal Citation
Rules Chapter 1200-03-09-.02(11)(a) 10 years active and 40 CFR SECTION 70.6(a)(3)(ii)(B)5 years inactive.
Electronic Records Plan Inventory
System Name
Division of Air Pollution Control - Smog Log
Hardware Description
Oracle NAS (Networked Attached Storage) managed by OIR. Raid 6 system with 40 TerraBytes of space. OIR Fiber SAN managed by OIR. This is the OIR mandated storage medium and backed up through Enterprise Backups.
Software Description
Oracle Database Enterprise 11.2.3 NAS mounted and managed through Windows CIFS (Common Internet File System) Expected to use PDF and TIFF file formats. Oracle Exports and Hot online backups are used to backupthe data SAN storage from where it is backed up to the Enterprise backups. Expected to use DOC, DOCX, XLS, XLX, PDF, and TIFF file formats.
System Location
901 5th Ave. N., Nashville TN 37243
Backup Procedures
NAS stores 31 daily snapshots. In addition, full backups are taken monthly with incremental backups taken daily. The monthly backups are stored off-site for seven years. With both methods considered, we can restore to any of the past 31 days if the file(s) existed during the time of either the snapshot or the backup, to one of the full monthly backups from up to seven years prior. Oracle Database is run in archive log mode and all redo logs are backed up daily. Hot backup of all data files are done on weekends.
Disaster Recovery
Recovery Procedure: Helpdesk tickets to OIR as Priority 1 can restore file(s) in 2 hours time if restoring to a point within the past 31 days. If later (as tapes must come from off-site) expected Priority 1 recovery time is 5 hours. Major Disaster Recovery: OIR has a written policy on how to handle major disaster recovery. In summary: Order new hardware if required. Receive configure and verify setup and connect ability. Install required software to restore from image files and/or tapes. Inventory media and image files restore.
Data Migration Description
OIR maintains and migrates data according to system updates, upgrades and replacement standards per industry standards. Full procedures are available with the Office of Information Resources.
RDA Comments
Records Management Division (RMD)
05-19-2016
No recommended changes.
Tennessee State Library and Archives
05-19-2016
No recommended changes.
Comptroller Audit Review
05-20-2016
We have reviewed RDA 1298 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-20-2016
Thank you.
RMD Director
05-23-2016
RDA 1298 is a request to revise an RDA. The retention period will change from fifteen years to five years. Five years is the Federal retention requirement. The format will be paper/electronic. The Abstract, Disposition, and Worksheet have been updated as well. Recommend approval of request to revise RDA 1298.
Public Records Commission
06-22-2016
PRC approves RDA 1298.