An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11270
Effective Date
Record Series Abstract
Records include but not limited to any documents pertaining to grants and contracts between the Department and private landowners or state and federal agencies, including applications, contracts, invoices, asset documentation, monitoring documentation, evaluations, photographs, reports, close-out documents, and correspondence.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files are cut off upon completion or termination of grant or contract terms and condition or upon receipt of final expenditures report.
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 remainder of retention period and destroyed by State approved methods.
Worksheet
Record Location
Ellington Agricultural Center Bruer Building, Data Center North
File Arrangement
Alpha/numeric
Media Format Generated
Electronic
Paper
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
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
1998 to current
Agency
Allotment Code
32501
Annual Accumulation
15 cubic feet 31 gigabytes
Current Volume
65 cubic feet 310 gigabytes
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Legislature, private industry, other State Forestry agencies, US Forest Service, Animal Plant Health Inspection Services (APHIS), Natural Resources Conservation Service (NRCS).
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
10
Electronic Records Plan Inventory
System Name
be1019221wb001 - Forestry Shared Drive (O: J: N:);
Hardware Description
HP ProLiant DL380;
Software Description
Windows 2012; IQS (external vendor); FireResponse (external vendor); Sharepoint (external vendor).
System Location
Ellington Agricultural Center, Porter Building; Isilon server – Data Center North, maintained by STS; Data stored through external vendors are maintained pursuant to agency contract.
Backup Procedures
The State's Isilon NAS commsmb.nas01.tn.govhas last 30 day of Full Backups
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; 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 11270 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 11270 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11270.
Public Records Commission
05-04-2021
PRC approves RDA 11270