Record Series Abstract
Serves as Original Lease History of Agency Office Space including but not limited to: Space Action Request (SAR), Space Needs Analysis (SNA), Emails, Building Drawings/Pictures, Request for Proposals (RFP) documents, Proposal Evaluations, and Direct Negotiation, Advertisement, Task Order 2, Strategy Recommendation/Portfolio Analysis (SR/PA), Conflict of Interest (COI), Certificate of Occupancy, Fire Marshall Review, Notice of Intent to Award (NOI).
Record Series Active
Cut Off at End of
If Other, Explain
After Termination or Expiration of Lease including any Amendments/Extensions and Holdovers.
Total Retention Years
Total Retention Months
Retention End Action
The Lease Files will be kept for a period of 5 years past the termination or expiration of the Lease (including any Amendments/Extensions and Holdovers). Paper and Electronic versions will be maintained in its respective format until the end of the Retention Period,then destroyed.
24th Floor of the William R. Snodgrass Tennessee Tower.
1980 to Current
Paper - 6 cu.ft.; Electronic: .73 GB
Paper - 115 cu.ft.; Electronic: 27 GB
Information Shared Outside the State
Yes - Original
Essential Record Stored
24th Floor of the William R. Snodgrass Tennessee Tower and/or state records center
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
The Record series is to be kept for 5 years after the termination or expiration of the Lease (including any Lease extensions, Amendments or Holdovers, then destroyed.
Records Center Retention Period
ag03SDCW00525 - STREAM share (all shared drives are backed up in this manner)
Solaris 10 Master Server
Netbackup 6.5.6 backup software.
Data Center North-Primary, Data Center South for secondary (copy 2 for ag03SDCW00525)
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.
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 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 files will also be worked into the new structure for completeness. Once the Leasing Files have reached their Retention Period, the electronic files will be destroyed along with the paper files.
Legacy Revision UUID