An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11111
Effective Date
Record Series Abstract
Contains applications Clerk list, Responsible vendor training program application, responsible vendor application necessary to participate in the Responsible Vendor Program and to receive a TABC Responsible Vendor permit.Records pertain but not limited to the above documents
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Expiration of license, or closure of license, whichever is later.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and stored in paper or electronic format after the closure or expiration of license. Records are to be kept 5 years after cut off then destroyed by state approved methods.Files are generated in both paper and electronic format.The records will be maintained in agency for 5 years once closed. Paper will be converted into electronic format. Paper will be destroyed after verification of electronic documents is completed.
Worksheet
Record Location
500 James Robertson Parkway, 3rd Floor, Nashville, TN 37243
File Arrangement
Alpha
Media Format Generated
Both
Date Range
2012-Present
Allotment Code
31603
Annual Accumulation
2 cubic feet paper/ 2g-electronic
Current Volume
14 cubic feet/ 2g- electronics
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
None
Electronic Records Plan Inventory
System Name
ABC_be
Hardware Description
Windows Servers Virtual Machines (VM) File Servers
Software Description
Microsoft Access 2007 Database File
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.
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)
08-10-2017
No recommended changes.
Tennessee State Library and Archives
08-10-2017
No recommended changes.
Comptroller Audit Review
08-16-2017
We have reviewed RDA 11111 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-18-2017
We concur.
RMD Director
08-18-2017
RDA 11111 is a request to revise an RDA. The retention period will remain five years and destroy. The format will change to paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11111.
Public Records Commission
09-07-2017
PRC approves RDA 11111.