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Retrieval and Disposal Files

RDA Number
1769
Effective Date
Record Series Abstract
Records include but not limited to; description of box contents received from agencies, requests from agencies to temporarily or permanently withdraw records stored in the records center, records of disposal reports, correspondence, and certificates of destruction (submitted duplicate of agency certificate).
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Paper records are to be kept in agency for 1 year. Then transferred to the state records center for 4 years then destroyed by state approved methods. Records in Electronic format will be kept in agency on state servers and then destroyed by state approved methods after 5 years.
Record Location
312 Rosa L. Parks Ave. Nashville, TN 37243; State Records Center
File Arrangement
Chronological
Media Format Generated
Both
Date Range
2012- Current
Agency
Allotment Code
30513
Annual Accumulation
1 cubic feet; 2 GB
Current Volume
4 cubic feet; 4 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
1 year
Records Center Retention Period
4 years
System Name
IE1819008WN001
Hardware Description
HP SAN/NAS, HP DL Servers
Software Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location
TN Tower, 7th Floor Server Room - Replicated to Secretary of State Disaster Recovery Site
Backup Procedures
Incremental backup DAILY, full WEEKLY backup, full MONTHLY backup (all to virtual tape and physical tape). Physical backup tapes sent off site to Iron Mountain Vault
Disaster Recovery
In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers. If this is not an option due to the scope of the disaster, data would be retrieved from backup tapes previously sent to Iron Mountain.
Data Migration Description
The Information Services Division maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with the Information Services Division.
Records Management Division (RMD)
08-16-2018
No recommended changes.
Tennessee State Library and Archives
08-16-2018
No recommended changes.
Comptroller Audit Review
08-17-2018
We have reviewed RDA 1769 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-22-2018
No recommended changes.
RMD Director
08-28-2018
RDA 1769 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1769.
Public Records Commission
10-30-2018
PRC approves RDA 1769.