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Natural Areas- Geographic, Species, & Site Files

RDA Number
Effective Date
Record Series Abstract
Geographic Files include information related to specific 1:24000 topographic files. These data include past field notes, correspondence, and basic maps, mapped wetlands, past disturbance, etc. Species Files include information on the biology, ecology, and management of rare species. We also include historic correspondence related to rare species and the history of a species' discovery in Tennessee its and legal listing of rare, threatened, or endangered in Tennessee. Results from scientific collection permits (as authorized under both state parks and state natural areas rules) are sometimes filed here. These files also contain data we collect and use to aid in recovery of listed species, that is their removal from the Endangered Species List. Site Files - these files contain information on locations or land parcels throughout Tennessee that are important to conservation. These include both public and private sites and these files contain media reports, correspondence, scientific research, management notes, and the history of the site's discovery and long-term preservation. Results from scientific collection permits (as authorized under both state parks and state natural areas rules) are sometimes filed here.
Record Series Active
Cut Off at End of
Calendar Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
All records (past, current, and future) will be scanned and stored onto agency server. Once verified paper will be destroyed and records will be kept permanently on agency servers.
Record Location
312 Rosa L. Parks Ave.
File Arrangement
Media Format Generated
Media Format Stored
Date Range
Allotment Code
Annual Accumulation
3 cubic feet, will begin electronic storage July 2017
Current Volume
15 cubic feet, will begin electronic storage July 2017
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Does this Record Series Contain Sensitive Information?
Agency Retention
System Name
Enterprise FileNet
Hardware Description
Windows Server 2012 R2 Data Center Edition/EMC Isilon
Software Description
FileNet P8 5.2
System Location
Data Center South Primary-Data Center North Secondary
Backup Procedures
Data is backed up nightly as well as a daily snapshot. Backups are onsite for 30 days and anything older is sent to Iron Mountain.
Disaster Recovery
FileNet data is stored until deleted by user or we delete the stored data per request. All backups are kept for 7 years. Data is replicated between the two datacenters in the event that a failover is needed
Data Migration Description
Real time replication
Records Management Division (RMD)
No recommended changes
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11225 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Thank you.
RMD Director
RDA 11225 is a request for a new RDA. The retention period will be permanent and the format will be electronic. The records will be stored permanently on FileNet as per the State's electronic records policy. Recommend approval of the request to create RDA 11225 with one change, update the disposition notes to reflect the records will be stored in agency rather than on agency servers.
Public Records Commission
PRC approves RDA 11225.