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Lease Files

RDA Number
Effective Date
Record Series Abstract
Serves as Original Lease History of Agency Office Space including but not limited to: Space Action Request (SAR), Space Needs Analysis Review, Emails, Commissioner Letter, Building Drawings/Pictures, Lease Agreement, Lease Amendments/Extentions, Vendor File Data Sheet, Office Space Needs Worksheet, Lease Space Analysis Summary Sheet, Transaction Summary Sheet, Advertisement, Proposals, Proposal Evaluations, Requests for Proposal (RFP), Proposal Checklist, Substitute W-9 Form, Financial Interest Form, Automatic Deposit Form (ACH), Inter-Agency Agreement, License Agreement, ASR, Lease Proposal Deposit, Lease Space Proposal Analysis and Leased Building Evaluation Form.
Record Series Active
Cut Off at End of
If Other, Explain
After Termination of Lease including any Amendments/Extensions.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
The Lease Files will be stored in Agency for a period of 1 year past the termination of the Lease (including any Amendments/Extensions), then transferred to off-site storage (Richards and Richards) for 6 additional years. At the end of the retention period the Lease Files are forwarded to Printing and Media Services to be microfilmed per T.C.A. requirements. Paper records may be destroyed after verification of the microfilm for completeness and accuracy. Microfilm will be maintained permanently, one copy in agency and one copy at the state records center. Electronic version is maintained for administrative use.
Allotment Code
Record Location
24th Floor of the William R. Snodgrass Tennessee Tower.
File Arrangement
Date Range
1980 to Current
Annual Accumulation
Paper - 6 cu.ft.
Current Volume
Paper - 115 cu.ft.
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Original
Essential Record Stored
24th Floor of the William R. Snodgrass Tennessee Tower or state records center
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
The Record series is to be maintained in the Agency for 1 years after the termination of the Lease (including any Lease extensions).
Records Center Retention Period
Record Sample PDF
1961.sample.pdf514.16 KB
System Name
ag0319006wf525 - STREAM share (all shared drives are backed up in this manner)
IT-ABC Number
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 ag0319006wf525)
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 ag0319006wf525 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 data 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 project files will also be worked into the new structure for completeness. Once the Leasing files have been microfilmed at the end of their Retention Period, the electronic archived files will be destroyed along with the paper files.
Legacy Revision UUID