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WPC (Water Pollution Control) Active/Inactive Permit Files

RDA Number
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
Cut Off at End of
If Other, Explain
When the permit is no longer subject to active regulation (inactivation, terminated or expired and not administratively continued)
Total Retention Years
Total Retention Months
Retention End Action
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.
Record Location
11th floor, TN Tower
File Arrangement
Media Format Stored
Date Range
Allotment Code
Annual Accumulation
4 cubic feet,20 gigabytes
Current Volume
15 cubic feet ,100 gigabytes
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
Environmental Protection Agency
Essential Record
Does this Record Series Contain Sensitive Information?
Agency Retention
5 years
Records Center Retention Period
System Name
Division of Water Resources - Water Pollution Control -
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) 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
OIR Data Center South
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
Records Management Division (RMD)
No recommended changes
Tennessee State Library and Archives
No recommended changes
Comptroller Audit Review
We have reviewed RDA 2366 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Thank you
RMD Director
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
PRC approves RDA 2366