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Core Data
RDA Number
2366
Effective Date
Record Series Abstract
This series will combine active and inactive records into one RDA to maintain a consistent records retention practice and ensure staff has a better understanding of the records retention. Revising WPC Active Permit Files RDA 2366 to include: WPC Inactive Permit Files RDA 2352; WPC Active Storm Water Permits RDA 2399; WPC Inactive Storm Water Permits RDA2400 and Sludge Records RDA 2865 will provide consistent retention of records with the same retention. National Pollutant Discharge Elimination System (NPDES) (CN-0759), Notice of Intent for General NPDES,for Storm Water Discharges from Construction Activities (CN-0940), Compliance Inspection for General NPDES Permit for Storm-water Discharges from Construction Activities (CN-1067), General NPDES Permit for Industrial Storm Water Compliance Inspection (CN-1068), Water Pollution Permit Contact Information (CN-1090), Notice of Intent Tennessee Multi-Sector General Permit (TMSP) (CN-1108), Annual Storm water Monitoring Report for Storm Water Discharges Associated with Industrial Activity under Tennessee Multi-Sector General Permit (TMSP) (CN-1115), Concentrated Animal Feeding Operation (CAFO) State Operating Permit (SOP)s Application Notice of Intent (NOI) (CN-1147), Construction Storm Water Inspection Certification (twice weekly inspections) (CN-1173), Notice of Intent of Contact Aquatic Herbicides (CN-1174), Notice of Termination(NOT) for General NPDES Permit for Storm Water Discharges from Construction Activities (CGP) (CN-1175),Agronomic application Rate Calculations Based on Nitrogen(N) (CN-1179), Notice of Intent(NOI) Ready Mixed Concrete Facility (CN-1216) Notice of Intent Underground Storage Tank (UST) Remediation (CN-1217), NOI Water Treatment Plant Discharge Permit (CN-1225), Storm Water Pollution Prevention Plan (SWPPP)Residential for. Single Family (CN-1249), Application for State Operating Permit (SOP) (CN-1251), NOI for Discharges of Hydrostatic Test Water (CN-1262), Inter-Basin Water Transfer Report (CN-1336), Qualifying Local Program (QLP) Enforcement Assistance Request (CN-1373), Qualifying Local Program (QLP) Application (CN-1374), Qualifying Local Program (QLP) Notice of Intent (NOI) for Construction Storm-water NPDES Permit Coverage (TNCGP) (CN-1375), Notice of Termination (NOT) for General NPDES Permit for Storm water Discharges from Construction Activities (CGP) Located within Qualifying Local Program (QLP) (CN-1376) and related correspondence. Deleted (CN-0941), (CN-0948), (CN-0947). (CN-1179). Combining RDA 2366 WPC-Active Permit Files, RDA2399 WPC-Active Storm Water Permit Files. RDA 2352 WPC Inactive Permit Files, RDA 2400 WPC Inactive Storm Water Files and RDA 2865 Sludge Records (Biosolids Management). Revision of RDA 2366 will allow deletion of RDA 2399. RDA 2352, RDA 2400, and RDA 2865. Name change to Water Pollution Active/Inactive Files
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When the permit is no longer subject to active regulation (inactivation, terminated or expired and not administratively continued)
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The files are to be cut off When the permit is no longer subject to active regulation (inactivation, terminated or expired and not administratively continued). The files will be maintained in agency for 5 years, then destroyed by state approved methods.
Worksheet
Record Location
11th floor, TN Tower
File Arrangement
Numerical
Media Format Stored
Electronic
Paper
Date Range
to
Allotment Code
327.34
Annual Accumulation
4 cubic feet,20 gigabytes
Current Volume
15 cubic feet ,100 gigabytes
Record Value
Administrative
Legal
Audit Requirements
State
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
Records Center Retention Period
0
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
Enterprise FileNet, Microsoft SharePoint, Network Access Storage (NAS) Drive, Edison, or other Strategic Technology Solutions (STS) approved storage system.
Hardware Description
If stored on the State’s Edison System the hardware is maintained by STS/Edison team at their data center. If not on Edison, all hardware for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS).
Software Description
If stored on the State's Edison System the software is maintained by the STS/Edison team. If not on Edison, all software for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). The agency shall use File Types and Formats that are considered High Confidence by OIR.
System Location
If stored on the State's Edison System it is maintained by STS/Edison team at their data center. If not on Edison, Agency Records Officer shall document the system location.
Backup Procedures
If stored on the State's Edison System the backup procedures are developed by STS/Edison team. If not on Edison, Backup procedures shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
If stored on the State's Edison System the disaster recovery plan is created and executed by STS/Edison team. If not on Edison, the Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
If stored on the State's Edison System the data migration plan is executed by the STS/Edison team. If not on Edison, the Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
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 2366 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 2366 is a request to revise an RDA. The retention period will remain five years and the format paper/electronic. The Abstract, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 2366.
Public Records Commission
06-22-2016
PRC approves RDA 2366