An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11185
Effective Date
Record Series Abstract
Records include but not limited to: Citations, Permits, Requests, Receipts for Bike Lockers, Logs, Parking Assignment, etc.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper and electronic format. Paper records will be scanned by January 2017 onto the State Server, once verified for accuracy the paper records will be destroyed. Records are cut off at the calendar year then kept for 5 years then destroyed by state approved methods.
Worksheet
Record Location
2nd Floor, Tennessee Tower, Parking Office
File Arrangement
By Year
Media Format Generated
Both
Date Range
2011 to current
Agency
Allotment Code
32101
Annual Accumulation
Electronic: 1 GB
Current Volume
Paper: 4 Cu.Ft. Electronic: 2 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Shared State Server
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Records Center Retention Period
0
Retention Legal Citation
T.C.A. 4-3-1105
Electronic Records Plan Inventory
System Name
Parking Office (\\\\ag03sdcwf00525\\\\STREAM)
Hardware Description
Solaris 10 Master Server
Software Description
Netbackup 6.5.6 backup software
System Location
Data Center North-Primary, Data Center South for secondary (copy 2 for ag03sdcwf00525)
Backup Procedures
Backup is conducted everyday. Full Backup on Friday, Incremental backups Saturday-Thursday. Data Domain disk storage is the backup media. All backups are on disk for 30 days and duplicated between the two data centers. Once a month, around the last weekend of the month, on a Friday, the full backup is vaulted to tape which is an LT04 tape. Media servers that backup ag03sdcwf00525 are Linux Red Hat. We use data domain 890, the second copy to a data domain 890 for backups, and a L700 storage tek tape library for offsite storage on a monthly basis.
Disaster Recovery
Backup media is stored at Iron Mountain. Restore process is via a Help Desk Ticket. If it's older than 30 days we will have to recall a case from Iron Mountain for the next business day. If the restore is an emergency, then we will submit an emergency delivery from Iron Mountain. An emergency delivery can take up to 3 hrs by contract. There is a cost for an emergency delivery.
Data Migration Description
General Services Parking Files are in Paper/Electronic format each will remain in their respective format. The goal of this migration is to scan and convert all Paper Records to Electronic Files by January 2017 and to gather all of the Electronic Parking data files into a single location for storage, easy retrieval and to aid the archival and research process. The migration strategy is to create a common folder structure on the STREAM Share Drive and have all Parking Office Staff utilize this structure. The existing electronic Parking Office Files will be worked into the new structure. Once the Parking Office Files have met their retention period, both electronic and paper files will be destroyed.
RDA Comments
Records Management Division (RMD)
03-29-2018
No recommended changes.
Tennessee State Library and Archives
03-29-2018
No recommended changes.
Comptroller Audit Review
03-29-2018
We have reviewed RDA 11185 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-13-2018
Agency concurs with no recommended changes at this time. Thank you
RMD Director
06-14-2018
RDA 11185 is a request to revise an RDA. The retention will remain five years and destroy. The format will remain paper/electronic. The Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11185.
Public Records Commission
10-30-2018
PRC approves RDA 11185.