An official website of the Tennessee Secretary of State.
Core Data
RDA Number
539
Effective Date
Record Series Abstract
These records are held by the Fire Prevention Division and its individual sections, except for Manufactured Housing. These records include, but are not limited to, Building Plans, Specifications, Inspection Documents, Submittal Forms, Administrative Documents and Correspondence, Manuals and Complaints, and similar records and audits of Exempt Jurisdiction enforcing building codes.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
The end of the fiscal year in which the record is received by the department.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off at the end of the fiscal year in which the record is received by the department and maintained for 10 years. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. 10 years after cut off, records will be destroyed according to state approved methods
Worksheet
Record Location
500 James Robertson Parkway Davy Crockett Tower, Nashville, TN 37423
File Arrangement
Numeric and Alpha
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Paper: Sheet
Paper: Oversized
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Paper: Sheet
Paper: Oversized
Date Range
1976 to Present
Allotment Code
33503
Annual Accumulation
2 terabytes
Current Volume
94 cubic ft., 1.45 terabytes
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
FileNet
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
Plans for government buildings and schools are confidential by T.C.A. 10-7-504.
Does this Record Series Contain Sensitive Information?
Yes
Retention Legal Citation
TCA 68-102-101(b)(4)(a) is the requirement for audits of local governments every three years.
Electronic Records Plan Inventory
System Name
Records are stored digitally on Enterprise Content Management (FileNet) and also on the 10700 GS NASCodesEnforcement NAS drive.
Hardware Description
Records are stored on a Network Attached Storage (NAS) device and the FileNet storage device. The NAS device is accessed via a Network drive controlled by AD group policy. FileNet is accessed via a web interface along with a defined user identification and password.
Software Description
The NAS device is accessed via a Network drive controlled by AD group policy. FileNet is accessed via a web interface along with a defined user-id and password. Both are accessed via the state's local area network (LAN).
System Location
Records are located in the State of Tennessee Data Center(s) and controlled by STS.
Backup Procedures
Daily Incremental tape backups (an incremental backup is a type of backup that only copies files that have changed since the last full backup.) Weekly full-backup - done once a week. A monthly backup is done - once the completed tape is sent to offsite storage.
Disaster Recovery
Restore from incremental-backup. Restore from weekly full-backup. Restore from monthly full-backup.
Data Migration Description
The data resides in a Network Attached Storage (NAS) device and the FileNet storage device maintained by STS. If there is a need for migration, it will be done by STS database administrators.
RDA Comments
Records Management Division (RMD)
03-18-2021
No recommended changes.
Tennessee State Library and Archives
03-30-2021
No recommended changes.
Comptroller Audit Review
03-22-2021
We have reviewed RDA 539 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-30-2021
3-30-2021 Agency concurs with no recommended changes.
RMD Director
04-13-2021
RDA 539 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 539.
Public Records Commission
05-04-2021
PRC approves RDA 539