An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11132
Effective Date
Record Series Abstract
This series contains all project files consisting of Master Plans, Surveys and Studies which include but not limited to: Investigative Studies, Structural Studies, Facility Surveys, Feasibility Studies, Developmental Plans, Comprehensive Studies, Historic Structure Reports, Conceptual Plans, Infrastructure Studies, Needs Assessments, Hazardous Material Testing and Reports and Environmental Assessment Reports.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At the completion of the project.
Total Retention Years
35
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Paper records may be converted to electronic format and destroyed after verified for completeness and accuracy. Any paper records not converted will be maintained a period of 2 years past the completion of the project and then transferred to the State Record Center for 33 years. The Electronic Records are maintained in agency for 35 years. When these records have reached the end of the total retention period the records will be destroyed.
Worksheet
Record Location
312 Rosa L. Parks Avenue, 3rd Floor, DGS-STREAM File Room
File Arrangement
Numeric
Media Format Generated
Both
Date Range
1995 to current
Agency
Allotment Code
32107
Annual Accumulation
Paper 25 cu.ft., Electronic 10 gigabytes
Current Volume
Paper 200 cu.ft., Electronic 80 gigabytes
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Essential Record
Yes - Original
Essential Record Stored
Tennessee Tower, DGS-STREAM File Rm and State Records Center
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
2 years
Records Center Retention Period
33 years
Electronic Records Plan Inventory
System Name
(A) GS_STREAM \\10.172.13.229)(N:) NAS Drive, (B) STREAM (\\ag0319006wf525)(H:)
Hardware Description
(A) Oracle NAS storage, (B) Solaris 10 Master Server
Software Description
(A) Oracle NAS appliance, (B) Netbackup 6.5.6 backup software
System Location
(A) Data Center North-Primary, (B) Data Center North-Primary, Data Center South for secondary (copy 2 for ag0319006wf525)
Backup Procedures
(A) An incremental backup is taken once a day and maintained for one month. A full backup is taken once a month and sent offsite for 7 years. Backups are straight to tape. (B) 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 ag0319006wf525 are Linux Red Hat. We use data domain 890, the second copy to a data domain 890 for backups, and a L700 storage tek tape library for offsite storage on a monthly basis.
Disaster Recovery
Both (A) and (B) Drives are the same process. Backup media is stored at Iron Mountain. Restore process is via a Help Desk Ticket. If it's 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. There is a cost for an emergency delivery.
Data Migration Description
Capital Project Files are in Paper/Electronic format each will remain in their respective format. The goal of this migration is to gather all of the Electronic Capital Project data files into a single location for storage, easy retrieval and to aid the archival and research process. The migration strategy is to create a common folder structure on the STREAM Share Drive and have all Capital Project Staff utilize this structure. The existing electronic Capital Project Files will be worked into the new structure. Once the Capital Project Files have met their retention period, both electronic and paper files will be destroyed.
RDA Comments
Records Management Division (RMD)
03-16-2017
No recommended changes.
Tennessee State Library and Archives
03-16-2017
No recommended changes.
Comptroller Audit Review
03-20-2017
We have reviewed RDA 11132 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-20-2017
Agency concurs with no recommended changes. Thank you.
RMD Director
04-19-2017
RDA 11132 is a request to revise an RDA. The retention period will remain thirty-five years and destroy. The format will remain paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11132.
Public Records Commission
09-07-2017
PRC approves RDA 11132.