An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11258
Effective Date
Record Series Abstract
Records in this series include all records concerning the acquisition, sale, lease, and management of state owned or leased real property. Examples of covered records include, but is not limited to the following: deeds; all title documents; maps and geographical data; plot layouts; leases; appraisals; contracts; surveys; environmental assessments; photographs; compartment plans; silvicultural treatments; environmental monitoring data; geographical information system; environmental assessments; property leases; management agreements; and research studies.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon completion of the corresponding management activity.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records are generated in paper and electronic. Paper records are currently being migrated to electronic. Copy of records may be kept permanently within agency. Original records are transferred for permanent storage to the Department of General Services.
Worksheet
Record Location
Ellington Agricultural Center Bruer Building, Data Center North
File Arrangement
By County, alpha; By forest, alpha
Media Format Generated
Electronic
Paper
Film
Other
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Vector Graphics
Electronic: Audio
Electronic: Video
Electronic: Spreadsheet/Database
Electronic: Presentation
Electronic: Email
Electronic: Other
Paper: Sheet
Paper: Book
Paper: Oversized
Paper: Other
Media Format Stored
Electronic
Paper
Film
Other
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Vector Graphics
Electronic: Audio
Electronic: Video
Electronic: Spreadsheet/Database
Electronic: Presentation
Electronic: Email
Electronic: Other
Paper: Sheet
Paper: Book
Paper: Oversized
Paper: Other
Date Range
1850 to current
Agency
Allotment Code
32510
Annual Accumulation
3 cu ft./ 550MB
Current Volume
350 cu ft./ 85.1GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Educational institutions, United States Department of Agriculture Forest Service, United States Fish and Wildlife Service, private industry, real estate agencies and landowners, other state agencies.
Essential Record
Yes - Original
Essential Record Stored
Ellington Agricultural Center Bruer Building
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent or transferred due to administrative need
Electronic Records Plan Inventory
System Name
be1019221wb001 - Forestry Shared Drive (O: J: N:); Green Tree
Hardware Description
HP ProLiant DL380; Green Tree is a .NET application which includes web and database server.
Software Description
Windows 2012; Green Tree was developed in-house with a SQL Server 2012 backend; IQS (external vendor); FireResponse (external vendor); Sharepoint (external vendor).
System Location
Ellington Agricultural Center, Porter Building; Green Tree Shared SQL Server and Webserver Environment, maintained by STS; data stored by external vendors are maintained according to agency contract terms.
Backup Procedures
Backup is conducted every day, differential backups are sent to a USB drive in the Holeman Bldg. and a USB drive in the Bruer Bldg. for daily backups. Differential backups are sent daily to the State's Isilon NAS commsmb.nas01.tn.gov, which has last 30 days of Full Backups.; Green Tree Daily data backup with weekly image tape backup by STS.
Disaster Recovery
A previous days Full Backup would be pulled from one of the USB Drives. Up to 30 days of data would be pulled from the State's Isilon NAS. Anything older than 30 days would have to be requested to STS to pull from the State's isilon NAS; Green Tree STS network recovery policy & procedures. Non-critical recovery time. RPO: 24 hours.
Data Migration Description
Agriculture IT maintains and migrates data according to the system updates, upgrades and replacements. Full procedures are available with the IT Section; Green Tree Data is stored in a Shared-SQL Server Database named ( Forestry ).Data will be migrated to newer platforms as directed by STS.
RDA Comments
Records Management Division (RMD)
04-08-2021
No recommended changes.
Tennessee State Library and Archives
04-08-2021
No recommended changes.
Comptroller Audit Review
04-10-2021
We have reviewed RDA 11258 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-13-2021
We agree with all comments and changes.
RMD Director
04-13-2021
RDA 11258 is a request to revise an RDA. The retention period will be five years and permanent. The format will be paper/electronic. The records will be transferred to the Department of General Services in accordance with RDA 11068, State Owned Real Property Records. Recommend approval of the request to revise RDA 11258.
Public Records Commission
05-04-2021
PRC approves RDA 11258