An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1693
Effective Date
Record Series Abstract
Records series includes original state agency rule filings, which are published in the Official Compilation of Rules and Regulations of the State of Tennessee. The rules are filed with the Secretary of State in accordance with TCA 4-5-206.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon date of filing
Total Retention Years
2
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records are received in paper and digital format. Once scanned, records are reviewed for completeness and accuracy and retained for reference in the Division library as required by T.C.A. 4-5-206(b). After initial retention, records are transferred to TSLA for permanent retention. Agency will maintain electronic copy of the record in agency, meeting or exceeding the state standards for permanent electronic records.
Worksheet
Record Location
312 Rosa L. Parks Avenue
File Arrangement
Numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Other
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Other
Paper: Sheet
Date Range
1974 to Current
Agency
Allotment Code
30501
Annual Accumulation
2 Cubic Feet, 500 MB
Current Volume
20 cubic feet, 7 GB
Record Value
Administrative
Fiscal
Historic
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
312 Rosa L. Parks
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
2 years
Retention Legal Citation
YES, 4-5-206 (b)
Electronic Records Plan Inventory
System Name
MICROSOFT SHAREPOINT STORAGE
Hardware Description
CLOUD-HOSTED VIRTUAL STORAGE
Software Description
MICROSOFT SHAREPOINT
System Location
SOS MICROSOFT 365 EA TENANT
Backup Procedures
Incremental daily virtual backups, monthly full virtual backups, and annual full virtual backups
Disaster Recovery
REPLICATED TO ALTERNATE VIRTUAL STORAGE IN A DIFFERENT US REGION
Data Migration Description
MIGRATION STRATEGY ON FILE
RDA Comments
Records Management Division (RMD)
03-19-2021
No recommended changes.
Tennessee State Library and Archives
03-30-2021
No recommended changes.
Comptroller Audit Review
03-22-2021
I have reviewed RDA 1693 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-06-2021
Thank you.
RMD Director
04-13-2021
RDA 1693 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 1693.
Public Records Commission
05-04-2021
PRC approves RDA 1693