An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11201
Effective Date
Record Series Abstract
Records include but not limited to: proprietary and non-proprietary software and related documents that provide information about content, structure, and technical specifications; programming codes; backups of system software; problem reports.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon revision or life of the software
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records will be maintained for 5 years after cut off. After retention records will be purged by state approved methods.
Worksheet
Record Location
State data centers
File Arrangement
Chronologically
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
2010 to current
Allotment Code
31703
Annual Accumulation
40 GB
Current Volume
300 GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Electronic Records Plan Inventory
System Name
Software
Hardware Description
Utilizing virtual machines at North and South STS data centers.
Software Description
All software used by STS Dev staff
System Location
State data centers Cloud
Backup Procedures
State standard at both data centers, encrypted by enterprise software and at state standard offsite location.
Disaster Recovery
State standard at both data centers and using offsite storage facilities.
Data Migration Description
Full data migration plan is on file at STS and meets state and professional standards.
RDA Comments
Records Management Division (RMD)
03-02-2017
No recommended changes.
Tennessee State Library and Archives
03-03-2017
No recommended changes.
Comptroller Audit Review
03-06-2017
We have reviewed RDA 11201 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-06-2017
Agency concurs and recommends no changes to this RDA.
RMD Director
03-08-2017
RDA 11201 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 11201.
Public Records Commission
03-28-2017
PRC approves RDA 11201