An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1870
Effective Date
Record Series Abstract
Documents relating to the transfer or sale of state vehicles. Included are the sale transaction log, vehicle assignment/turn-in report, vehicle receiving and inspection report, bill of sale- title warranty, report of surplus vehicles, etc.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files are cut off at the close of the Fiscal Year following the sale or surplus of the vehicle.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off at the close of the Fiscal Year following the sale or surplus of the vehicle. Files are currently maintained in both paper and electronic format. Paper files are maintained in agency for 1 year, then transfer to the State Records Center, held for 4 years then destroyed. Electronic Files will be maintained on Agency server for 5 years, then destroyed by State approved method.
Worksheet
Record Location
Davy Crockett
File Arrangement
Alpha
Media Format Generated
Both
Date Range
2008 - current
Agency
Allotment Code
32106
Annual Accumulation
1 cu. ft. Electronic scanning will begin June 2016
Current Volume
28 cu. ft. Electronic scanning will begin June 2016
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Davy Crockett/State Records Center
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Records Center Retention Period
4
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
MVM (\\AG03SDCWF00525) (H:)
Hardware Description
Solaris 10 Master Server
Software Description
Netbackup 6.5.6 backup software
System Location
Data Center North-Primary, Data Center South for secondary (copy 2 for ag03SDCWF00525)
Backup Procedures
Backup is conducted everyday. Full backup on Friday, Incremental backups Saturday - Thursday Data Domain disk storage is the backup media. All backups are on disk for 30 days and duplicated between the two data centers. Once a month around the last weekend of the month on a Friday the Full backup is vaulted to tape which is an LT04 tape. Media servers that backup ag03SDCWF00525 are Linux Red Hat. We use data domain 890 and the second copy to a data domain 890 for backups and a L700 storage tek tape library for offsite storage on Monthly backups.
Disaster Recovery
Backup media is stored at Iron Mountain Restore process is via a Help desk ticket. If it is older than 30 days we will have to recall a case from iron mountain for the next business day. If the restore is an emergency then we will submit an emergency delivery from Iron Mountain. An emergency delivery can take up to 3 hrs by contract. The cost for an emergency run is $150.00.
Data Migration Description
The MVM Vehicle Files will be scanned into PDF format and will be placed into a separate, controlled folder on the MVM shared drive. The folder will be restricted and will be backed up on a regular basis. The electronic version of the files will be accessible and maintained by the MVM staff. MVM will follow internal procedures in creation, access and modification of the electronic records. At the end of the Cutoff period the Electronic MVM Vehicle files will be retained for the said retention period, then destroyed.
RDA Comments
Records Management Division (RMD)
05-26-2016
No recommended changes.
Tennessee State Library and Archives
05-27-2016
No recommended changes.
Comptroller Audit Review
05-26-2016
We have reviewed RDA 1870 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
06-01-2016
Agency agrees with no recommended changes.
RMD Director
06-02-2016
RDA 1870 is a request to revise an RDA. the retention period will change from six months to five years. The format will change to paper/electronic. The Abstract, Cut Off, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 1870.
Public Records Commission
06-22-2016
PRC approves RDA 1870.