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Core Data
RDA Number
11340
Effective Date
Record Series Abstract
Records document development and modification of the pretreatment program. Records include but are not limited to: pretreatment program development documentation, program modification documentation, and correspondence related to program development and modification.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Full inactivation of program
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in both paper and electronic format. Files are to be cut off upon full inactivation of the program. 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 10 years after inactivation, and then destroyed by state-approved methods.
Worksheet
Record Location
11th Floor William R. Snodgrass TN Tower 312 Rosa L. Parks Avenue
File Arrangement
Indexing is alphabetical by Control Authority name
Media Format Generated
Electronic
Paper
Media Format Stored
Electronic
Date Range
1973 to Current
Allotment Code
327.34
Annual Accumulation
6 cu ft; 2 GB
Current Volume
63 cu ft; 2 GB
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Environmental Protection Agency
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
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)
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 11340 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 11340 is a request to revise an RDA. The retention period will remain ten years and then destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11340.
Public Records Commission
04-24-2024
PRC approves RDA 11340