An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11187
Effective Date
Record Series Abstract
The CISCO phone system records intake calls of alleged child abuse and neglect that are placed to the State of Tennessee Child Abuse Hotline.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At the conclusion of the phone call. No other data is added to the recording once the call has been terminated.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
As these recordings are transcribed into the TFACTS system RDA 11172 and that transcription is maintained there for a period of 99 years, the actual recording only needs to be maintained for 5 years.
Worksheet
Record Location
Data Center North and Data Center South
File Arrangement
Numeric by Date and Time of Intake
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
2012 to Current
Agency
Allotment Code
359.1
Annual Accumulation
165 Gigabytes
Current Volume
660 Gigabytes
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Confidential Legal Citation
TCA 37-1-612, 28-1-106, US Code Title 42
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Electronic records maintained on STS Servers
Records Center Retention Period
0
Retention Legal Citation
TCA 37-1-612, 28-1-106, US Code Title 42
Electronic Records Plan Inventory
System Name
ZOOM CallREC
Hardware Description
State Unified Communications Cisco UCS B-Series Servers and Chassis in NDC and SDC.
Software Description
ZOOM CallREC 5.5.1. All records are accessed via web browser.
System Location
Parking Office (\\ag03sdcwf00525\STREAM)
Backup Procedures
STS conducts daily and weekly backups for servers located at Data Center North and Data Center South.
Disaster Recovery
STS conducts disaster recovery. This procedure is a prioritized process of enabling critical and essential applications to be restored first and then continuing through the priority list to less significant applications. STS designs and maintains plans for disaster recover for both North and South Data Centers.
Data Migration Description
Data Migration will be managed by STS in accordance with state standards
RDA Comments
Records Management Division (RMD)
10-06-2016
No recommended changes
Tennessee State Library and Archives
10-07-2016
No recommended changes.
Comptroller Audit Review
10-07-2016
We have reviewed RDA 11187 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
11-02-2016
No recommended changes
RMD Director
01-25-2017
RDA 11187 is a request for a new RDA. The retention period will be five years and destroy. The format will be electronic. Recommend approval of request to create RDA 11187.
Public Records Commission
03-28-2017
PRC approves RDA 11187