An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11275
Effective Date
Record Series Abstract
These records include but not limited to, correspondence, payment information, and delinquent payment notice
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon completion of payment
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
These records are generated in paper and the records are entered into electronic database. Paper copies may be kept for administrative use if needed, if not they may be destroyed by state approved methods. Electronic records are kept for remainder of retention period and then destroyed by state approved methods.
Worksheet
Record Location
Ellington Agricultural Center - Holeman Building
File Arrangement
Alpha
Media Format Generated
Paper
Date Range
1998 - current
Agency
Allotment Code
32501
Annual Accumulation
1 cu ft. / 13.7 MB
Current Volume
80 cu ft / 18.9 MB
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Southeastern Boll Weevil Eradication Foundation
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Electronic Records Plan Inventory
System Name
Red Barn, Boll Weevil
Hardware Description
n/a - application is hosted by STS
Software Description
MS Windows Server 2012; Red Barn, Boll Weevil is an in-house developed system with an MS SQL.
System Location
Red Barn, Boll Weevil is hosted by the State of Tennessee data center maintained by STS.
Backup Procedures
Data stored on the Shared SQL server is replicated. For the Windows application server, currently, only standard file level backup services are offered. Every STS managed server performs a nightly incremental backup to a disk storage device and is replicated to the other datacenter upon completion. Incremental backups are performed every night of the week and are retained for 30 days at each site. On the last Friday of the calendar month, a full backup is taken of every server and that full backup image is kept on disk for 60 days at both datacenters. The full backup image is also duplicated to tape for long term storage at Iron Mountain for 7 years. The standard backup window for both incremental and full server backups is between 6pm and 6am central time.
Disaster Recovery
Servers must be back online and available within 48 hours. 24 hours is the maximum amount of data that can be lost in the event of a declared disaster. Servers recovered and available within 16 hours after Tier 3 recovery, with <60 minutes data loss from repurposed servers. Additional software licenses and application recovery assistance may be required from application vendors for disaster recovery environments. Check with your application vendors and determine if additional licenses and/or recovery services are needed and verify the cost of these licenses or services will be covered by approved funding. Depending on the Recovery Time and Recovery Point requirements and recovery methodology, it may be possible to transfer software licenses from the old servers to the new recovery servers but this should be verified with software vendors during planning and design to ensure compliance with vendor software licensing requirements.
Data Migration Description
Data is migrated according to system updates, upgrades, and server replacements. Data is stored in the Share-SQL database named Agriculture.
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 ID2390 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-29-2018
OK
RMD Director
03-29-2018
RDA 11275 is a request for a new RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11275.
Public Records Commission
04-25-2018
PRC approves RDA 11275.