An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11307
Effective Date
Record Series Abstract
Notice of Hearing, related orders, hearing testimony notes, continuation of benefits documents, involuntary disenrollment letter, billing, monthly documentation forms, delay of services reports, benefits response.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon conclusion of appeal
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Record are generated and stored in both electronic and paper format. Files are stored and maintained electronically on the Departments shared H Drive. Hard copies are stored in each region for 5 years after which the record is destroyed by state approved methods. Files for involuntary disenrollment are stored in hard copy form are stored in Office of the General Counsel.
Worksheet
Record Location
STS Server
File Arrangement
Alpha
Date Range
to
Allotment Code
344.01
Annual Accumulation
1 cubic foot/ 700 mb
Current Volume
5 cubic feet / 9.3 GB
Record Value
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
STS Servers
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Electronic Records Plan Inventory
System Name
AG035DCWF00530/DD-CO H-Drive
Hardware Description
Strategic Technology Solutions (STS) Data Center Server
Software Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location
State Data Center (North)
Backup Procedures
Data stored on the Shared SQL server is replicated. For the Windows application server, currently, only standard file level backup services are offered. Every STS managed server performs a nightly incremental backup to a disk storage device and is replicated to the other datacenter upon completion. Incremental backups are performed every night of the week and are retained for 30 days at each site. On the last Friday of the calendar month, a full backup is taken of every server and that full backup image is kept on disk for 60 days at both datacenters. The full backup image is also duplicated to tape for long term storage at Iron Mountain for 7 years. The standard backup window for both incremental and full server backups is between 6pm and 6am central time.
Disaster Recovery
STS preforms nightly backups of servers which includes the current two days of backups for each database. Hard copy Backups are stored off-site weekly.
Data Migration Description
STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS
RDA Comments
Records Management Division (RMD)
10-03-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2018
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 11307 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-08-2018
Thank you!
RMD Director
10-12-2018
RDA 11307 is a request for a new RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11307.
Public Records Commission
10-30-2018
PRC approves RDA 11307.