An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11310
Effective Date
Record Series Abstract
Consist of Protection from Harm training curriculum and handouts, testing materials, Provider Meeting agenda, attendance records, handouts and minutes, Protection from Harm Agency profiles, vulnerable person score reports and individual profiles, correspondence, incident reports.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are maintained electronically and in paper format. Paper files are stored in locked file cabinets. Electronic files on h drive. After retention time, records are destroyed in accordance with State approved methods.
Worksheet
Record Location
400 Deaderick Street, 10th Fl. Citizens Plaza, Nashville, TN 37243
File Arrangement
Chronological by month and year
Media Format Generated
Both
Date Range
2008 to January 2014
Allotment Code
344.01
Annual Accumulation
Paper 2 CF 21.5 GB
Current Volume
Paper 6 CF 82.35 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Confidential Legal Citation
TCA 10-7-504
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Retention Legal Citation
TCA 10-7-504
Electronic Records Plan Inventory
System Name
Shared File Servers
Hardware Description
Virtual Server housed in the State Data Center
Software Description
Windows Server 2012 R2
System Location
State Data Center
Backup Procedures
Data is replicated across data centers along with nighty backups to disk which is kept for 30 days then written to the cloud storage tier for up to 7 years.
Disaster Recovery
Restore from appropriate backup is requested for one off file and folder situations; full DR procedures are maintained by the State Data Center
Data Migration Description
The data resides in an SQL database located at the Data Center. If there were a need for migration, it could be done by STS database administrators..
RDA Comments
Records Management Division (RMD)
10-04-2018
Please clarify if this RDA governs incident records or training records.
Tennessee State Library and Archives
10-04-2018
TSLA concurs in RMD comment.
Comptroller Audit Review
10-04-2018
Audit concurs with RMD comments.
Agency Records Officer
10-08-2018
Incident records
RMD Director
04-30-2019
RDA 11310 is a request to create an RDA. The retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11310.
Public Records Commission
05-22-2019
PRC approves RDA 11310