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, Microsoft SharePoint, Network Access Storage (NAS) Drive, Edison, or other Strategic Technology Solutions (STS) approved storage system.
Hardware Description
If stored on the State’s Edison System the hardware is maintained by STS/Edison team at their data center. If not on Edison, all hardware for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS).
Software Description
If stored on the State's Edison System the software is maintained by the STS/Edison team. If not on Edison, all software for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). The agency shall use File Types and Formats that are considered High Confidence by OIR.
System Location
If stored on the State's Edison System it is maintained by STS/Edison team at their data center. If not on Edison, Agency Records Officer shall document the system location.
Backup Procedures
If stored on the State's Edison System the backup procedures are developed by STS/Edison team. If not on Edison, Backup procedures shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
If stored on the State's Edison System the disaster recovery plan is created and executed by STS/Edison team. If not on Edison, the Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
If stored on the State's Edison System the data migration plan is executed by the STS/Edison team. If not on Edison, the Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
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.