An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2784
Effective Date
Record Series Abstract
GENERAL CORRESPONDENCE REGARDING CURRENT PERMITS, APPLICATION FOR CERTIFICATE OF APPROVAL AND SAFETY (CN-0821), HIGH HAZARD DAM PROFILE SHEET (CN-0849), INSPECTION REPORT - DAM AND APPURTENANT WORKS (CN-0846), RENEWAL APPLICATION FOR CERTIFICATE OF APPROVAL (CN-0965), AND INVOICE FOR INSPECTION FEE (CN-0966)
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When active permit expires.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The files are to be cut off when active permit expires. Paper records can be converted to electronic format and shall be maintained in Finance and Administration (F&A)/Strategic Technology Solutions (STS) approved software and server environment. Paper records will be destroyed after the electronic content has been verified for completeness, accuracy, and usability. Records will be maintained in agency for 6 years, then destroyed by State approved methods.
Worksheet
Record Location
312 Rosa L. Parks Ave. TN Tower, 11th floor
File Arrangement
Numeric by county ID
Media Format Generated
Electronic
Paper
Media Format Stored
Electronic
Date Range
1973 to Current
Allotment Code
327.34
Annual Accumulation
3 cu ft; 5 gigabytes
Current Volume
30 cu. ft. 5 gigabytes
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 years
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
Oracle NAS (Networked Attached Storage) managed by STS. Raid 6 system with 40 terrabytes of space. STS Fiber SAN managed by STS. This is the STS mandated storage medium and backed up through Enterprise Backups.
Software 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).
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)
03-14-2024
No recommended changes.
Tennessee State Library and Archives
03-20-2024
No recommended changes.
Comptroller Audit Review
03-20-2024
We have reviewed RDA 2784 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-21-2024
No additional agency comments.
RMD Director
03-26-2024
RDA 2784 is a request to revise an RDA. The retention period will remain six years and then destroy. The format will be paper/electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of the request to revise RDA 2784.
Public Records Commission
04-24-2024
PRC approves RDA 2784