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Lease Agreement

RDA Number
11221
Effective Date
Record Series Abstract
These Records consist of but not limited to Lease Agreement, Lease Amendments, Lease Extensions and Holdovers, and Commissioner Letter.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After Termination or Expiration of Lease including any Amendments/Extensions or Holdovers.
Total Retention Years
7
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
The Lease Agreements will be kept for 7 years past the termination or expiration of the Lease (including any Amendments/Extensions & Holdovers). At the end of the retention period the Lease Agreements are forwarded to Printing and Media Services to be microfilmed per T.C.A. requirements. The Lease Agreement paper records, and Electronic records may be destroyed after verification of the microfilm for completeness and accuracy. Microfilm will be maintained permanently, one copy at the state records center.
Allotment Code
32107
Record Location
William R. Snodgrass, TN Tower 24th Floor
File Arrangement
Numerical
Date Range
1980 to Current
Annual Accumulation
Paper: 1.5 cu.ft.; Electronic: .20 GB
Current Volume
Paper: 28.75 cu.ft.; Electronic: 6.75 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
24th Floor of the William R. Snodgrass, TN Tower and/or the State Record Center.
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
The Record Series is to be maintained for 7 year after the termination or expiration of the Lease (including any Amendments, Extensions or Holdovers).
Records Center Retention Period
6
Record Sample PDF
System Name
ag03SDCW00525 - STREAM share (all shared drives are backed up in this manner)
IT-ABC Number
None
Hardware Description
Solaris 10 Master Server
Software Description
Netbackup 6.5.6 backup software.
System Location
Data Center North-Primary, Data Center South for secondary (copy 2 for ag03SDCW00525)
Backup Procedures
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 ag03SDCW00525 are Linux Red Hat. We use data domain 890 and the second copy to a data domain 890 for backups and a L700 storage tek tape library for offsite storage on Monthly backups.
Disaster Recovery
Backup media is stored at Iron Mountain Restore process is via a Help desk ticket. If its 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.
Data Migration Description
Currently, the electronic data files reside in diverse locations. Additionally, some of the files are in paper format and some are in electronic format each will remain in their native format. The goal of this migration is to gather all of the relevant electronic Leasing Agreement files into a single location for storage, easy retrieval, completeness and to aid the archival and research processes. The migration strategy is to create a common folder structure on the STREAM Share drive and have all participating people and agencies utilize this structure on a go-forward basis. The existing electronic Leasing Agreement files will also be worked into the new structure for completeness. Once the Leasing Agreement files have been microfilmed at the end of their Retention Period, both the electronic and paper files will be destroyed.
Legacy Revision UUID
2258