An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11211
Effective Date
Record Series Abstract
Cancellations, Voter Registration Inspection Reports, Federal Notices of Felony Convictions, Restoration of Voting Rights, Citizenship Inquiry Documents.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
End of calendar year in which voting rights are restored, voter is purged from rolls, or citizenship inquiry is received.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper, paper documents will be scanned once records are verified for completeness and accuracy, paper records will be destroyed and electronic record will be maintained in office for 5 years and destroyed by state approved methods.
Worksheet
Record Location
Department of State Division of Elections 7th Floor, WR Snodgrass TN Tower Nashville, TN
File Arrangement
Chronologically by Topic
Media Format Generated
Paper
Media Format Stored
Electronic
Date Range
2010-current
Agency
Annual Accumulation
2 cu. ft.; 100 mb
Current Volume
8 cu. ft.; 500 mb
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
Tenn. Code Ann. 2-8-108
Electronic Records Plan Inventory
System Name
Departmental File Server
Hardware Description
Departmental Storage Array; HP SAN/NAS, HP DL Servers
Software Description
Windows File Server; Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location
Elections Division - 312 Rosa L. Parks Ave., 7th Floor
Backup Procedures
Departmental Storage Backup & Recovery Solution; 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
Departmental Storage Backup & Recovery Solution; In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers. I
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.
RDA Comments
Records Management Division (RMD)
10-03-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2018
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 11211 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-05-2018
No recommended changes.
RMD Director
10-12-2018
RDA 11211 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, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11211.
Public Records Commission
10-30-2018
PRC approves RDA 11211.