An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2191
Effective Date
Record Series Abstract
Plans, engineering specs, easements, invitation to bid, notice to proceed, photographs, and emergency action plans.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When river or dam modifications are no longer in service.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
The files are to be cut off when river or dam modifications are no longer in service. Paper documents will be converted into electronic data. Paper will be destroyed upon verification of electronic records. Electronic records will be maintained in agency permanently.
Worksheet
Record Location
312 Rosa L. Parks Ave. 3rd & 11th floor
File Arrangement
Numeric by county ID
Media Format Generated
Paper
Media Format Stored
Electronic
Date Range
to
Allotment Code
327.34
Annual Accumulation
5 gigabytes
Current Volume
40 cubic feet, 5 gigabytes
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
Permanent
Retention Legal Citation
TCA Section 69-11-101 through 125.
Electronic Records Plan Inventory
System Name
Enterprise FileNet
Hardware Description
Windows Server 2012 R2 Data Center Edition / ECM Isilon
Software Description
FileNet P8 5.2
System Location
Primary: Data Center South Secondary: Data Center North
Backup Procedures
Data is backed up nightly as well as a daily snapshot. Backups are onsite for 30 days and anything older is sent to Iron Mountain.
Disaster Recovery
FileNet data is stored until deleted by user or deleted by request from the user. All backups are kept for 7 years. Data is replicated between the two data centers in the event a failover is needed.
Data Migration Description
Real-time replication
RDA Comments
Records Management Division (RMD)
01-10-2019
No recommended changes.
Tennessee State Library and Archives
01-11-2019
No recommended changes.
Comptroller Audit Review
01-15-2019
We have reviewed RDA 2191 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
01-16-2019
Thank you.
RMD Director
03-27-2019
RDA 2191 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic. The Title, Abstract, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 2191.
Public Records Commission
05-22-2019
PRC approves RDA 2191.