An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11025
Effective Date
Record Series Abstract
The Interior/Space Planning Project Files consist of but not limited to project drawings,and the Assign Space Request Service Agreement(ASR).
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After termination of Lease including any Amendments/Extensions and Holdovers
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After the cut off date the Interior/Space Planning Files will be maintained in agency for 5 years; then destroyed. Electronic Records will be kept on agency servers for the mentioned retention period, then destroyed.
Worksheet
Record Location
William R. Snodgrass Tennessee Tower 312 Rosa L. Parks Avenue Nashville, Tennessee 37243 Location of Files: 24th Floor
File Arrangement
Alphabetical
Media Format Generated
Electronic
Date Range
2000 to current
Agency
Allotment Code
32107
Annual Accumulation
Paper: 10 cu.ft. Electronic: 9 gigabytes
Current Volume
Paper: 130 cu.ft. Electronic: 146 gigabytes
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
William R. Snodgrass Tennessee Tower 312 Rosa L. Parks Avenue Nashville, Tennessee 37243 Location of Files: 24th Floor
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Electronic Records Plan Inventory
System Name
ag035DCWF00525 - STREAM share (All shared drives are backed up in this manner)
Hardware Description
Solaris 10 Master Server
Software Description
Netbackup 6.5.6 backup software Software includes: Excel, Word, Text, PDF, MS Project files, CAD files, Image files (TIFF, GIF etc.) and email.
System Location
Data Center North-Primary, Data Center South for secondary (copy 2 for ag035DCWF00525)
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 ag035DCWF00525 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. The goal of this migration is to gather all of the relevant electronic Interior/Space Planning 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 staff and agencies utilize this structure on a go-forward basis. The existing electronic Interior Project Files will also be worked into the new structure for completeness.
RDA Comments
Records Management Division (RMD)
06-22-2017
No recommended changes
Tennessee State Library and Archives
06-26-2017
No recommended changes.
Comptroller Audit Review
06-26-2017
We have reviewed RDA 11025 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
06-27-2017
Agency agrees with no recommended changes to RDA. Thank you
RMD Director
06-28-2017
RDA 11025 is a request to revise an RDA. The retention period will change from ten years and destroy to five years and destroy. The format will remain paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11025.
Public Records Commission
09-07-2017
PRC approves RDA 11025.