An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11268
Effective Date
Record Series Abstract
Records encompass the various programs administered by the Division of Forestry that are not otherwise addressed in a separate Records Disposition Authorization. Records in this series include, but are not limited to burn permits and related data, administrative policies and protocols, records generated pursuant to memorandums of understanding or similar agreements, wildfire prevention measures and related data, correspondence, private landowner planning and assistance records, nursery administration and sales, planning and budget documents, program data, summaries, geographical information systems, outreach materials, and event registrations.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper and electronic. Both electronic and paper records are kept for the remainder of the retention period and then destroyed by approved method.
Worksheet
Record Location
Ellington Agricultural Center, Bruer Building and Porter Building; Data Center North; Area Offices
File Arrangement
Alpha/numeric
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
Date Range
1998 to current
Agency
Allotment Code
32501
Annual Accumulation
25 cubic feet 40 gigabytes
Current Volume
350 cubic feet 600 gigabytes
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Legislature, private industry, educational institutions, other state agencies, United States Department of Agriculture, United States Fish and Wildlife Resources Agency, and other State Forestry agencies.
Essential Record
Yes - Original
Essential Record Stored
Ellington Agricultural Center, Bruer Building and Porter Building; Area Offices
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
be1019221wb001 - Forestry Shared Drive (O: J: N:); Esri ArcGIS
Hardware Description
HP ProLiant DL380
Software Description
Windows 2012; FireResponse (external vendor); Sharepoint (external vendor). Esri ArcGIS (external vendor).
System Location
Ellington Agricultural Center, Porter Building; Isilon server – Data Center North, maintained by STS; External vendor program systems are stored pursuant to agency contract.
Backup Procedures
Records related to contracts and grants are kept on the State’s Isilon NAS commsmb.nas01.tn.gov, which has last 30 days of Full Backups maintained by STS. Working geospatial files are stored in Esri ArcGIS (external vendor). Instructional documents and internal SOPs are stored in Microsoft SharePoint (external vendor).
Disaster Recovery
Up to 30 days of data can 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;Up to 30 days of data can be restored to Esri ArcGIS at TDF’s request to Esri. 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 11268 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 11268 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 11268.
Public Records Commission
05-04-2021
PRC approves RDA 11268