An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2116
Effective Date
Record Series Abstract
Records series contains applications and renewals for liquor-related licenses, as well as other required documents. This also includes applications and required documents for TABC permits.
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
These 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. 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
Davy Crockett Tower 500 James Robertson Pkwy 3rd Floor Nashville TN 37243
File Arrangement
Alpha
Media Format Generated
Electronic
Paper
Film
Media Format Generated Summary
Electronic: Text
Electronic: Audio
Electronic: Video
Electronic: Spreadsheet/Database
Electronic: Presentation
Electronic: Email
Paper: Sheet
Film: Microfilm
Media Format Stored
Electronic
Paper
Film
Media Format Stored Summary
Electronic: Text
Electronic: Audio
Electronic: Video
Electronic: Spreadsheet/Database
Electronic: Presentation
Electronic: Email
Paper: Sheet
Film: Microfilm
Date Range
2016 to Present
Allotment Code
31603
Annual Accumulation
50 CU. FT.- paper
2.0 G- Electronic
2.0 G- Electronic
Current Volume
50 CU. FT.- paper
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Stored
Davy Crockett Tower 500 James Robertson Pkwy 3rd Floor Nashville TN 37243
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 YEARS AFTER CLOSURE
Records Center Retention Period
0
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
ABC_be
Hardware Description
Windows Servers Virtual Machines (VM) File Servers
Software Description
Regulatory Licensing and Permitting System (RLPS), an Accela software product customized for TABC purposes
Filenet
Microsoft Access 2007 Database File
Filenet
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)
09-30-2021
No recommended changes.
Tennessee State Library and Archives
10-05-2021
No recommended changes.
Comptroller Audit Review
10-04-2021
We have reviewed RDA 2116 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-11-2021
We concur.
RMD Director
10-11-2021
RDA 2116 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic/film. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2116.
Public Records Commission
10-25-2021
PRC approves RDA 2116.