An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1200
Effective Date
Record Series Abstract
Records include, but not limited to, files consisting of complaints from consumers, reports from companies and alleged violators, follow-up and closing reports from the investigators; Tennessee Solicitor Registration Application - used by companies to register to receive the do not call register; Telecommunications Device Access Program - files consisting of consumer applications and personal documentation required for approval (i.e. copies of driver's license, photo identification card, utility bill, voter registration card), copies of income records (bank statements, checks & employment checks) Lifeline Discount - files consisting of consumer application with income verification (i.e. copies of bank statement, income verification documents).
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon Closure of complaint, investigation, or approval/rejection of application
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are received as paper then scanned into digital format within 7 days of receipt. Upon verification of images the paper record is destroyed and electronic image is stored for the remainder of retention period. At conclusion of retention period records will be destroyed according to state approved methods
Worksheet
Record Location
502 Deaderick Street, Nashville, TN 37243
File Arrangement
Chronologically
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
2013-Present
Allotment Code
316.11
Annual Accumulation
.775 GB
Current Volume
2.475 GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Same
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 Years
Records Center Retention Period
0
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
TPUC Consumer Services Utility Complaint Database
Hardware Description
Records are stored on a HP Proliant ML370 G5 file server utilizing RAID 5 storage. Access is through Windows XP or Windows 7.0 workstations.
Software Description
Adobe Acrobat XI is used to produce the record. File is stored on a Windows 2003 file server, NTFS file system. Files are indexed in an Access 2010 database and retrieved via HTML.
System Location
Tennessee Public Utility Commission, 502 Deaderick Street, Nashville, TN
Backup Procedures
Records are backed up using the GFS tape rotation scheme. Tape drive is a HP LTO III drive. Records are backed up daily. Tapes are stored on site with at least one daily, one weekly, and all monthly stored off site.
Disaster Recovery
Either the on site or off site tape would be recovered and the records restored to the recovered file server or a new file server.
Data Migration Description
Records are scanned using industry standard Adobe Acrobat. The TRA will continue to upgrade Adobe as new versions emerge. PDFs can be converted to other formats if necessary. Documents are stored locally but could be migrated to any storage location/medium if required. Indexing databases are maintained in MS Access but will be migrated to SQL Lite if necessary.
RDA Comments
Records Management Division (RMD)
09-20-2018
No recommended changes.
Tennessee State Library and Archives
09-20-2018
No recommended changes.
Comptroller Audit Review
09-25-2018
We have reviewed RDA 1200 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-27-2018
The Tennessee Public Utility Commission concurs.
RMD Director
09-27-2018
RDA 1200 is a request to revise an RDA. The retention period will change from ten years to five years and destroy. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1200.
Public Records Commission
10-30-2018
PRC approves RDA 1200.