Core Data
RDA Number
11224
Effective Date
Mon, 04/20/2026
Record Series Abstract
Electronic management system containing licensing application and permit files. Including but not limited to applications, renewals, amendments, and supporting documents.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At the end of the calendar year in which the establishment is closed and the license is filed as inactive or the license expires.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are to be maintained in agency for five (5) years following expiration or closure, whichever is later. Once the establishment is closed and the license filed as inactive, the record is cut off. At the end of each calendar year, each establishment that was closed or became inactive in that year will be cut off and retained for five years and then destroyed.
Worksheet
Record Location
STS Data Center North and South
File Arrangement
Numeric and Alpha Numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Electronic: Email
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Email
Electronic: Other
Date Range
2017 to current
Allotment Code
31603
Annual Accumulation
5 gigabytes
Current Volume
5 gigabytes
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Storage is at the STS Data Center North and South
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
N/A
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Until Closure
Records Center Retention Period
0
Retention Legal Citation
N/A
Electronic Records Plan Inventory
System Name
Regulatory Licensing and Permitting System (RLPS)
Hardware Description
Windows Servers Virtual Machines(VM)
Software Description
Microsoft Window Server 2012 R2
System Location
STS Data Center North and South
Backup Procedures
Server and File Level Backups STS performs two levels of backups for Server and File Backups. File level backup, of individual files and folders oIt is performed on the server Monday through Friday. Image level backup, of an entire server oIt is performed on the virtual machines on Saturday and Sunday, so they can be entirely restored from that specific date. Data center backups are performed daily and are replicated to the other state data center. On the last calendar day of each month, a full backup is written to tape and sent offsite for 7 years. SQL Server Database Backups SQL Server Databases are replicated between South Data Center and the North Data Center for data integrity, consistency and recovery, and then backups are performed as followed: File level backup, of individual files and folders oIt is performed on the server Monday through Friday. Image level backup, of an entire server oIt is performed on the virtual machines on Saturday and Sunday, so they can be entirely restored from that specific date. Data center backups are performed daily and are replicated to the other state data center. On the last calendar day of each month, a full backup is written to tape and sent offsite for 7 years.
Disaster Recovery
STS conducts disaster recovery. This procedure is a prioritized process of enabling critical and essential applications first and then continuing through the priority list to less significant applications. Disaster Recovery begins with the utilization of the STS's North Data Center for both operations and data. If both STS's South Data Center and STS's North Data Center are out of operation, new operations will begin by acquiring appropriate hardware and software from a third party supplier, and restoring data from the offline tape backups stored with the current vendor: Iron Mountain Incorporated.
Data Migration Description
Data Migration will occur when support for the existing file format moves from Current to Twilight or Obsolete, or when software or hardware systems changes require the movement of RDA electronic data from a specified format to a different file format. Annual reviews will be conducted by the Records Officer and the IT Director. The IT Director will provide information and guidance to the Records Officer at the time of discovery regarding functional and operational performance of software and hardware that will change the status of file formats from Current to Twilight or Obsolete. The IT Director will advise and develop a solution to move the data to a Current file format that is appropriate to the RDA retention requirement for the specific data. This may include translation of the data to a Current file format, conversion to an acceptable Current File format to preserve the integrity of the information of the data, or movement of the data to a legacy architecture that maintains the environment where the file format is considered Current as long as this effort has full functional and operational support.
RDA Comments
Records Management Division (RMD)
Thu, 03/12/2026
No recommended changes.
Tennessee State Library and Archives
Fri, 03/13/2026
No recommended changes.
Comptroller Audit Review
Mon, 03/16/2026
We have reviewed RDA 11224 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Wed, 03/18/2026
Agency concurs
RMD Director
Thu, 03/19/2026
RDA 11224 is a request to create an RDA. The retention schedule will be five years and then destroy. The format will be electronic. Recommend approval of the request to create RDA 11224.
Public Records Commission
Mon, 04/20/2026
PRC approves RDA 11224.
