An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11261
Effective Date
Record Series Abstract
Records in this series include any purchase, sale, transfer, destruction, maintenance, training, and inventory of federal excess personal property. Property type may include, but is not limited to, vehicles, firefighting equipment, fire management and prevention equipment, and any additional property acquired for official purposes. Records may include, but is not limited to, memorandums of understanding, use agreements, cooperative agreements, inventory, maintenance, lease, photographs, and transfer documents.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
when the property is decommissioned or permanently transferred.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper and electronic. Paper records are scanned, verified for completeness and accuracy. Both electronic and paper records are kept for remainder of retention period and then destroyed by State approved method.
Worksheet
Record Location
Ellington Agricultural Center Bruer Building and Data Center North
File Arrangement
by county and federal property number
Date Range
1972 to current
Agency
Allotment Code
32510
Annual Accumulation
3 cu. ft., 10 gb
Current Volume
10 cu. ft., 100 gb
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
US Forest Services General Services Administration (GSA)
Essential Record
Yes - Original
Essential Record Stored
Ellington Agricultural Center Bruer Building also stored in district offices (Records Officer has the list of offices)
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Electronic Records Plan Inventory
System Name
be1019221wb001 - Forestry Shared Drive (O: J: N:)
Hardware Description
HP ProLiant DL380
Software Description
Windows 2012
System Location
Ellington Agricultural Center, Porter Building
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 day of Full Backups.
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.
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.
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 11261 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 11261 is a request to revise an RDA. The retention period will change from seven years to ten years and destroy. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11261.
Public Records Commission
05-04-2021
PRC approves RDA 11261