State flag of Tennessee An official website of the Tennessee Secretary of State.


RDA Number
Effective Date
Record Series Abstract
The Tennessee Historical Commission is charged with the implementation of the National Historic Preservation Act(NHPA)which requires an inventory recording the states historical and architectural, cultural resources, nomination of significant properties to the National Register of Historic Places (NRHP), and administration of the Certified Local Government (CLG) program and the Investment Tax Credit (ITC) program for certified rehabilitations. Tennessee Historical and Architectural Resource (CN-0601) includes the property location, date of construction, owner, photographic information, architectural, grid sketch plan of the property and GIS data. A survey application is under development that would replace collect the same survey data in a digital formal, eventually replacing CN-0601. NRHP nominations are on National Park Service (NPS) Form 10 900 and include photos, maps, site plans in a format determined by NPS. CLG documents include CLG agreements, reviews, and grant products. ITC program forms include NPS forms Form 10-168 Parts 1-3 with accompanying plans and photos to document the rehabilitation. The Tennessee Historic Marker files document the historic marker program and include marker text, maps, and applications. Pursuant to NHPA, these documents record our state's historic architectural resources for current and future researchers.
Record Series Active
Cut Off at End of
If Other, Explain
Records are cut off at the end of each project cycle.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
The files are to be cut off at the completion of the project. Records are received in paper and electronic format. Paper records received after Sept. 2016 will be converted to electronic format and paper will be kept as a backup until electronic records are verified for completeness and accuracy, then paper records will then be destroyed by state-approved methods. Records prior to Sept. 2016 are kept in paper and microfilm format until they are digitized into electronic format. Microfilm and photographs will be retained permanently in analog format after scanning. Electronic records will be maintained in agency permanently on an STS approved server.
Record Location
2941 Lebanon Road, Cloverbottom Mansion, Nashville, TN
File Arrangement
by agency
Media Format Stored
Date Range
Allotment Code
Annual Accumulation
5 cubic feet, 15 rolls of microfilm, and 20MB
Current Volume
706 cubic feet, 300 rolls of microfilm, and 103MB
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
National Park Services
Essential Record
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
System Name
OIR Oracle Network Attached Storage system: ag0319006uf012
Hardware Description
Sun Storage 7410 NAS
Software Description
2011.,1-1.46. Operating System: Solaris 11. No traditional software
System Location
901 5th Ave. N., Nashville TN 37243
Backup Procedures
31 day retention snapshots kept on site. Daily incremental snapshots, and a monthly full snapshots, to tape media. Monthly snapshots older than 31 days are stored offsite, one year retention. One tape per year stored for 7 years
Disaster Recovery
STS follows industry standard disaster recovery procedures. Full procedures are available with the Office of Information Resources.
Data Migration Description
STS maintains and migrates data according to system updates, upgrades and replacement standards per industry standards. Full procedures are available with the Office of Information Resources.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 1212 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Thank you.
RMD Director
RDA 1212 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic/film. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1212.
Public Records Commission
PRC approves RDA 1212.